Technical Project Manager Flashcards
(84 cards)
1
Q
Project management methodology
Ref: https://qnaengine.com/top-50-project-manager-technical-interview-questions-detailed-answers/#google_vignette
A
Waterfall
- Linear and sequential
- Suited for well defined static requirements
Agile
- Iterative and flexible
- Suitable for changing requirements
2
Q
Project Management Tools
A
Jira - Sprint planning & tracking
Smart sheets- Gantt chart & resource management
3
Q
Project life cycle - Five process groups
A
1) Planning
2) Executing
3) Monitoring & controlling
4) Closing
4
Q
Manage scope creep
A
- Define clear scope in the beginning itself
- Use formal change control process
- Document change, perform Impact analysis and get stakeholder approval
- Regular scope reviews
5
Q
Critical path
A
- Shortest possible project duration
- Delay in critical path affects project timeline
6
Q
Estimate project timelines
A
- Expert judgement
- Analogous estimation
- Task breakdown using WBS
- WBS- assign duration based on resource availability and complexity
- Buffer time for risk management
6
Q
Project risks
A
- Identify and log risks in the risk register
- Perform risk analysis and prioritize risk based on impact and likelihood
- Develop mitigation plan
- Implement risk control mechanism
- Strengthen stakeholder communication
- Monitor, adapt and improve
6
Q
Stakeholder management
A
- Identify all stakeholders
- Assess influence and interest using stakeholder matrix
- Tailored communication
- Maintain transparency
7
Q
Underperforming team members
A
- Identify root cause using one-to-one communication
- Support through training, mentorship or workload adjustments
- No improvement- initiate HR procedures
8
Q
Earned value management (EVM)
A
- Performance measurement tool integrating cost, time and scope
- Assess project performance vs progress
9
Q
RAID Log
A
- Stands for risks, assumptions, issues and dependencies
- Aids decision marking and risk mitigation
10
Q
Describe a time when a project went off-track. How did you handle it?
A
- E.g.. Vendor delay impacted timeline
- Re-baselined schedule, re-allocated resources and communicate change to stakeholders
11
Q
Milestone vs Deliverable
A
Milestone
- Significant event in project timeline
- Used for tracking progress
Deliverable
- Tangible/intangible output
- End product of phase/product
12
Q
Work Breakdown Structure (WBS)
A
- Breaks down project into work packages
- Used for estimating cost, assigning responsibility and scheduling
13
Q
How to ensure project quality
A
- Define quality metrics during planning
- Conduct reviews, inspection and testing during execution
- Continuous feedback from stakeholders
14
Q
Experience in resource management
A
- Use resource management tools to allocate, monitor and optimize team workloads
- Capacity planning to avoid under/over utilization of resources
- Factor in vacations, trainings and non-project commitments
15
Q
Managing multiple projects simultaneously
A
- Prioritize based on strategic value, deadlines and resource constraints
- Portfolio dashboard tool to manage dependencies and track progress
- Delegation and frequent communication is key
16
Q
Project monitoring vs Project controlling
A
Project monitoring
- Track project performance against project plan
Project controlling
- Corrective actions to address deviations
- Adjustments to scope, schedule, resources or cost
17
Q
How to close a project?
A
- Ensure all deliverable are completed and approved
- Conduct final review
- Release resources
- Documentation archived for future reference
18
Q
Gantt chart
A
- Visual timeline of project schedule
- Display task, duration and dependencies
- MS project tool used for creating Gantt chart
19
Q
Risk vs Issue
A
Risk
- Potential problem that can occur in future
- Risk management is proactive
Issue
- Current problem that needs resolution
- Issue management is reactive
20
Q
Key performance indicator (KPI)/Metrics
A
- Metrics used to evaluate project success
- Cost variance , schedule variance, resource utilization and customer satisfaction
21
Q
Managing project budget
A
- Detailed breakdown of cost by phase, resource and deliverable
- Budget tracking tools to track planned vs actual cost
- Regular financial review to prevent cost overruns
-Eg. Smartsheet, Quickbooks
22
Q
Triple constraint
A
- Scope, time and cost
- Change in one element will impact the other
23
Task prioritization
- MoSCoW rule
- Prioritized based on business value, urgency, dependencies and stakeholder input
- Must-have – Essential requirements that are non-negotiable
- Should-have – Important but not critical; can be deferred if necessary.
- Could-have – Desirable features but are not essential.
- Won’t-have (this time) – Low-priority items that will not be included in the current phase.
24
Role of project charter
- Authorize the project
- Provide high level overview including objectives, stakeholders, scope and authority of PM
- Reference document for project governance
25
Project deliverable
- Tangible and intangible output required to complete the project
- Documents, software, reports etc
26
How to define the scope?
- Defined after requirements gathering session with stakeholders
- Tools used are interviews, workshops, document analysis etc
27
What is baseline in project management?
- Reference points for scope, schedule or cost
- Measure and track project performance
- Monitor deviations
28
What is float in project scheduling?
- Amount to time a task can be delayed without delaying the project completion date and the next dependent task
- Free float - do not delay project end date
- Total float- do not delay following task
29
Resource levelling vs resource smoothing
Resource leveling
- Adjust project schedule to address overallocation of resource
- Project duration gets changed
Resource smoothing
- Adjust resource usage
- Maintain project timeline
30
How to perform project handover?
- Transfer project documentation and deliverables to maintenance team
- Address all open issue
- Provide training session
- Use checklist
31
Change control process
- Manage change in scope, cost or schedule
- Document change request
- Perform impact analysis
- Get approval from change control board (CCB)
32
How do you use Jira for project management?
- Sprint planning, task tracking, bug management and generating reports
- Supports Agile frameworks like SCRUM and Kanban
- Dashboards for real-time project visibility
33
Burn down chart
- Graphical representation of remaining work vs time
- X axis shows project timeline
- Y axis shows amount of work left
- Helps in tracking progress, identifying bottlenecks and increasing team efficiency
34
Stakeholder matrix
- A visual tool that categorizes stakeholders based on their power, interest, influence, or engagement level
35
How do you measure project success?
- By delivering agreed scope within the budget, time and quality
- Customer satisfaction
- User adoption and post delivery performance
36
PMO (Project Management Office) vs Project Manager
PMO
- Supports and governs project practices across organization
Project Manager
- Lead specific projects
- Day to day execution
37
Qualitative vs Quantitative risk analysis
Qualitative
- Risk assessment using relative scale
Quantitative
- Risk assessment using numerical methods
38
Handling conflicts within the project team
- Identify root cause
- Use conflict resolution strategies like collaboration and compromise
- Escalate to HR or leadership if required
39
What is the purpose of kick off meeting?
- Official start of the project
- Align stakeholders and team on goals, timelines, roles and responsibilities
- Clarify doubts
40
Crashing vs fast tracking in project scheduling
Crashing
- Adding more resources to shorten schedule
- No change in scope
- High cost and moderate risk
Fast tracking
- Perform tasks in parallel instead of sequential
- No additional resources required
- Low cost and high risk
41
Documenting project requirements
- Requirements specification document
- Tools used are interviews, workshops and surveys
- Clear, testable and traceable
- Jira, Confluence for tracking and validation
42
Stakeholder register
- A comprehensive document listing all stakeholders involved in a project.
- Includes details such as names, roles, influence, expectations, and engagement strategies.
43
Project schedule network diagram
- Visual representation of project's tasks and dependencies
- PERT (Program evaluation and review technique)
- CPM (Critical path method)
- Improves scheduling accuracy, identify task dependencies and helps in resource allocation
44
Feasibility study
- Project is viable from technical, financial and operational perspective
- Conducted before initiation phase
- Use SWOT or cost benefit analysis
45
How to perform cost estimation
- Process of predicting financial resources required to complete project
- Assessment of labor, material and equipment to ensure project stays within budget
- Techniques used are 3 point estimation and expert judgement
46
Functional vs non-functional requirements
Functional
- What system should do
Non- functional
- How system should perform
- Reliability, scalability, response time
47
Time & material contract
- Pays vendor based on actual work hours and material used
- Suitable when scope is not fully defined
48
How do you manage client expectations
- Set clear deliverables and timelines during planning
- Send regular updates
- Involve client in reviews
- Manage change via formal process
49
What is lessons learnt session?
- What went well, what didn't go well, what we can improve in future project
- Promotes continuous improvement and knowledge sharing
- Document findings and share with PMO
50
Project life cycle vs product life cycle
Project life cycle
- Focus on temporary effort to deliver a product from initiation to closure
Product life cycle
- Includes all stages of the product like introduction, growth, maturity and decline
51
What is your experience with vendor management?
- Define clear expectations and SLA's
- Maintain open and structured communication
- Implement performance monitoring framework
- Mitigate Risks & Build Contingency Plans
- Foster Collaborative Relationships
52
What is control chart in quality management?
- Statistical tool used to determine whether a process is in control
- Tracks variations over time against defined limits
53
What is Delphi technique in project management?
(Risk workshops)
- Structured decision-making method
- Used to gather expert opinion and achieve consensus on complex issues
- Used for forecasting, risk assessment and strategic planning
54
How do you handle last-minute scope changes?
- Perform impact assessment on cost, schedule and quality
- Consult stakeholders for trade-offs
- If approved, updated project plan and communicate changes
55
How do you ensure compliance with regulatory requirements?
- Identify relevant regulations during planning phase and incorporate them into scope document
- Consult compliance and legal teams whenever required
- Regular audits
56
What is the role of integration management in projects?
- Ensure all elements in the project work together seamlessly
- Includes development of project charter, managing changes and ensuring deliverables align with objectives
57
How do you track project progress effectively?
- Performance metrics like cost variance, schedule variance and earned value
- Visual tools like dashboard, gantt chart and burndown chart
-Regular status meetings and milestone reviews
58
What is RACI matrix?
- Clarifies roles by mapping tasks to responsible, accountable, consulted, and informed stakeholders
- Reduces confusion and overlaps in responsibilities
59
What’s the difference between effort, duration, and elapsed time?
- Effort refers to actual work hours required to complete a task
- Duration is the total time from start to finish
-Elapse time include weekends, holidays and any downtime that affects scheduling
60
What is scope creep and how do you manage it?
- Strong change control process
- Clear documentation
- Regular stakeholder communication
61
Milestone chart vs Gantt chart
Milestone chart
- Highlights key project events
- Doesn't display task, duration and dependencies
Gantt chart
- Display task, duration and dependencies
62
How do you estimate resource requirements?
- Use WBS and estimate effort per task
- Map resources based on skill and availability
63
What are project assumptions and constraints?
Assumptions
- Something you accept as true without proof
- eg. resource availability
Constraints
- Restriction or limitation that cannot be changed eg. deadlines, budgets or technology restrictions
-
64
How do you define and manage dependencies between tasks?
- Finish-to-Start (FS). Start-to-Start (SS), Finish-to-Finish (FF), Start-to-Finish (SF)
- Identify, visualize, mitigate, communicate and monitor dependencies
65
What is risk mitigation vs. risk contingency?
Risk mitigation
- Reduces the likelihood or impact or risk before it occurs
Contingency plan
- Predefined response if risk materializes
66
What are some common project documentation artifacts?
- Project charter
- Scope statement
- WBS (Work breakdown structure)
- Project plan
- Risk register
- Stakeholder register
- Change log
67
Product backlog vs sprint backlog
Product backlog
- Prioritized list of requirements maintained by product owner
Sprint backlog
- Subset of product backlog
- Contains the list of items selected for the upcoming sprint
68
What is rolling wave planning?
- Progressive planning technique
- Near term work is planned in detail and future at higher level
- Ideal for projects with evolving requirements
69
How do you manage remote or distributed teams?
- Communication channels like Slack, Zoom
- Collaboration tools like Jira, Trello
- Shared documentation and dashboards
- Cultural sensitivity and time zone awareness
70
What is Critical Chain Project Management (CCPM)?
- Focus on resource optimization and managing uncertainty to improve project performance
71
How do you calculate Schedule Performance Index (SPI)?
- SPI helps assess how efficiently a project is progressing compared to its planned schedule.
72
What tools do you use for project portfolio management?
- Microsoft Project
- Planview
73
What’s a project burn-up chart?
- Track progress over time
- Shows how much work has been completed versus the total scope of the project.
74
How do you manage project risks in Agile?
- Manages risk through iterative delivery, continuous feedback, and adaptive planning
- Discuss risks in sprint retrospectives and daily stand-ups.
75
What is a WBS dictionary?
- Document that describes each work package in the WBS
- Adds clarity and helps ensure consistent understanding across the team.
76
How do you estimate project timelines using PERT?
- Uses optimistic, pessimistic, and most likely estimates to calculate expected task duration using a weighted average
77
What is a quality audit in project management?
- Ensure compliance with standards
- Identify best practices or improvement areas
78
How do you manage changes in Agile projects?
- Managed via the product backlog
- Re-prioritize the backlog based on new requirements
79
What is the difference between ‘scope verification’ and ‘scope validation’?
Scope verification
- Review deliverables to ensure they meet documented requirements
Scope validation
- Formal acceptance of deliverable by stakeholder or customer
80
What is a process improvement plan?
- Focuses on identifying inefficiencies, implementing changes, and tracking outcomes to enhance project delivery quality.
81
How do you handle a project that is behind schedule?
- Analyze root cause
- Adjust resource or scope
- Communicate revised plan to stakeholders
82
How do you ensure knowledge transfer during project transitions?
- Create detailed documentation
- Conduct training sessions
- Facilitate handover meetings
