Unit 17 - Project and Programme Control Flashcards by Bnejaming Jaysob

What is essential to control a project?

A clear, accurate and feasible plan

The plan must be understandable to both technical and non-technical personnel.

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What should be included in project plans regarding health and safety?

Health and safety issues, control measures, hazardous activities

Consider toxic materials or other hazards to health.

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What is a project brief?

A short description of the scope and objectives of a project

It outlines the direction for the project team.

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What are the key components of a good project brief?

Timescales
Quantities
Quality materials
Safety requirements
Consumer profiles

These elements help ensure clarity in project execution.

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What are project goals?

The desired outcomes of a project as agreed by the client and company

They serve as benchmarks for success.

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What are the three typical initiators of a project?

Opportunity identified by a company (technology push)
Marketing department identifies need (market pull)
External client inquiry (market pull)

These initiators guide the project initiation process.

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What is the role of the project leader?

To investigate the idea and help create the project brief with the client

They are responsible for guiding the project from initiation.

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What does the implementation phase involve?

Putting the plan into action, assigning tasks, and checking progress

This phase ensures that the project follows the planned schedule.

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What is the purpose of monitoring and reporting in a project?

To check project progress against the plan and identify necessary changes

Regular meetings are held to discuss progress.

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What happens during the evaluation phase of a project?

The project is closed after client agreement, and lessons are reviewed

This is crucial for improving future projects.

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Fill in the blank: Constraints on a project might include _______.

[Available time, project costs, customer requirements, staffing/skills, available machinery]

Constraints can significantly impact project success.

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True or False: Project goals are flexible and can change throughout the project.

False

Project goals should remain consistent to ensure clarity and focus.

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What is the significance of consumer profiles in a project brief?

They help define the target audience for the product

Understanding consumer needs is vital for project success.

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What is a common challenge in large projects regarding the project brief?

Lengthy discussions between stakeholders may delay agreement

It can take months or years to finalize a project brief in complex projects.

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What is a potential issue when using specialized materials like carbon fibre?

There may not be anyone available in the company with the correct skill-set to handle it.

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What is an example of a limitation in available machinery during a project?

The company may not have a robotic welding machine available.

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What must project teams consider when pursuing identified opportunities?

The company may decide it is not worth pursuing if there will be no benefit to the business.

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What can happen if a project exceeds its budget?

The company might end up not making any money.

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What is a critical aspect of managing project costs?

The project leader and team need to keep track of costs at all times.

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How can rushed projects affect product quality?

Quality can suffer, leading to client refusal to accept the product.

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What is essential to balance in project management?

Time, costs, and quality.

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What is a key responsibility of a company regarding employee safety?

Ensuring all staff understand the dangers of working with hazardous substances.

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What is FMEA?

Failure Mode and Effects Analysis, a process to identify possible risks in a project.

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At what stages can FMEA be carried out?

At the design stage (DFMEA) or at production (PFMEA).

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What can poor communication in a project lead to?

Project failure.

What happens if project requirements change after the project brief is agreed?

The whole project may need to start again.

Which department members are involved in the FMEA process?

Representatives for all stakeholders.

What is a common format for taking meeting minutes?

Circulating minutes to all members after the meeting.

What is an agenda in the context of meetings?

A list of everything that needs to be talked about during the meeting.

What has email replaced as the main form of communication in companies?

Letters, fax, and telephone.

What has increased the importance of email in communication?

The ability to organize meetings and pass documents globally.

What was a limitation of video calls in the late 1990s?

They mostly took place using expensive systems that worked slowly.

What year did video calls start to gain popularity?

Late 1990s

What technology accelerated the use of video conferencing in 2020?

Global COVID-19 pandemic

Name two applications that facilitated easy video conferencing.

* Zoom * Microsoft Teams

What is a meeting?

Planned occasions when several members of a team come together to discuss a project.

What are documents?

Written, printed or electronic records of data and/or text.

Define video calls.

Telephone calls that use video to allow participants to see each other in real time.

What does collaboration mean?

Working together towards a common goal.

True or False: Collaboration can lead to a lack of fresh thinking.

True

What can be a disadvantage of collaboration?

Some members might be hesitant to offer new ideas.

What is the role of a project leader?

Controls the project, ensuring everyone knows their responsibilities and deadlines.

What must a project team comprise?

Members with different roles and areas of knowledge, experience, and expertise.

Who initiates a project and agrees to the project brief?

Clients

What are external stakeholders?

Individuals or groups who have an interest in the outcome of a project.

What is a Gantt chart?

A two-dimensional, graphical representation of tasks against time.

List two advantages of Gantt charts.

* Easy for non-specialists to read * Widely used in more or less the same format

Fill in the blank: A project team should comprise members with different roles and areas of _______.

[knowledge]

What are PERT charts used for?

Focusing on the tasks themselves, showing each task as a shape annotated with estimated completion time.

What are some planning points to consider in project management?

* Time * Budget * Human resources * Training needs * Communication needs * Production facilities

Why is it important to understand software or processes used in planning?

To ensure adherence to company policies, procedures, and processes.

What should be monitored during collaboration?

The work of the team to ensure everything runs smoothly.

What is the function of the Health and Safety Executive?

Enforces workplace health, safety and welfare.

What must be included in the budget during project planning?

Employee hours spent on planning and any time spent in meetings.

What does cloud technology allow in terms of document management?

Documents to be stored online and accessed simultaneously by different team members.

What can happen if tasks are not completed all in one go on a Gantt chart?

It can become hard to show on the chart.

What are possible outcomes if a project slips?

Allocating extra resources or negotiating with the client over the end date.

True or False: The project leader is responsible for keeping management informed of progress.

True

What is the purpose of a project brief?

Outlines the scope and objectives of the project.

What is a potential disadvantage of Gantt charts?

They can quickly become extremely complicated and large if printed out.

Fill in the blank: Collaboration can result in team members having either too much or too little _______.

[to do]

What is the role of management in a project?

Involved in monitoring progress and ensuring the project meets its objectives.

Why is it important to choose team members with relevant experience?

To support effective project leadership and develop the project plan.

What does a PERT chart focus on?

The tasks themselves ## Footnote Each task is shown as a shape and is annotated with the estimated time to complete it.

How is estimated time (E) calculated in a PERT chart?

E = (O + 4M + P) / 6 ## Footnote Where: O = optimistic time, M = most likely time, P = pessimistic time.

Define optimistic time (O) in the context of PERT.

If a member of staff is ready to work hard or does not understand the scope of the project, they might give an optimistic estimate.

What is the most likely time (M) in PERT calculations?

If a member of staff has broad experience and their opinion can be relied upon, they might give a most likely time.

What does pessimistic time (P) represent in PERT?

If a member of staff has had a previous bad experience of this sort of task, they may give a pessimistic estimate.

What is the critical path in project management?

The most time-critical set of tasks in a plan.

What does critical path analysis (CPA) identify?

The list of tasks that will need the most careful control if timescales are not to slip.

What is contingency in project management?

Extra time and resources reserved for any possible change in the plan.

What should a project team do once the critical path is recognized?

Put contingency plans into effect.

What are some typical planning technologies used in project management?

Gantt charts, PERT charts, and other graphic layouts to represent project flow.

What is the purpose of project control?

Tracking how projects are progressing.

What is the 'manage by stages' approach in project management?

Management checks on the project at defined points in the plan.

What is the 'manage by exception' process?

Requires greater expertise from the manager to identify unusual stages in the plan.

What is involved in monitoring reports for projects?

Looking at the budget and costs, the quality of the product, and the time the project is taking.

What is the significance of having regular updates from the project team?

It relies on accurate information being reported, avoiding disruption to the workflow.

What is typically produced at the beginning of a project?

A short description of the project's scope and objectives.

What are three ways a typical project might be initiated?

1. Client request 2. Internal proposal 3. Market opportunity

What are three constraints on a project team that might limit its capabilities?

1. Time 2. Budget 3. Resources

How does training staff affect the project budget?

Training incurs costs that must be accounted for in the budget.

How does FMEA help with risk management?

Identifies potential failure modes and their impacts on the project.

What is the purpose of a meeting agenda?

To outline the topics to be discussed and to structure the meeting effectively.

What were some effects of the 2020 COVID-19 pandemic on working practices?

Remote working, increased reliance on digital communication, and changes in project timelines.

In the PERT chart, how is the critical path determined?

By identifying the longest linked list of tasks.

Which task in Figure 17.9 is dependent on task G?

Task C

Unit 17 - Project and Programme Control Flashcards

(87 cards)