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What is project management?

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Planning, scheduling, and orchestrating project tasks to achieve objectives within time, resource, and quality constraints

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What are the benefits of project management?

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1. Getting work done well, on time and within budget 2. Utilizing resources efficiently 3. Managing expectations 4. Avoiding conflicts 5. Adding value to your business

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What are the benefits of project management? (1)

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Getting work done well, on time and within budget

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What are the benefits of project management? (2)

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Utilizing resources efficiently

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What are the benefits of project management? (3)

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Managing expectations

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What are the benefits of project management? (4)

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Avoiding conflicts

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What are the benefits of project management? (5)

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Adding value to your business

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What is the project management process?

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1. Defining and organizing the project 2. Planning the project 3. Executing the project 4. Closing down the project

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What is the project management process? (1)

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Defining and organizing the project

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What is the project management process? (2)

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Planning the project

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What is the project management process? (3)

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Executing the project

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What is the project management process? (4)

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Closing down the project

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Identify need or purpose of project, and interests/goals of various stakeholders

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1. Brainstorm alternatives 2. Set project objectives (SMART) 3. Align objectives

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Identify need or purpose of project, and interests/goals of various stakeholders (1)

answer

Brainstorm alternatives

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Identify need or purpose of project, and interests/goals of various stakeholders (2)

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Set project objectives (SMART)

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Identify need or purpose of project, and interests/goals of various stakeholders (3)

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Align objectives

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What does SMART stand for?

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Specific Measurable Action-oriented Realistic Time-limited

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S in SMART stands for

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Specific

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M in SMART stands for

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Measurable

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A in SMART stands for

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Action-oriented

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R in SMART stands for

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Realistic

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T in SMART stands for

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Time-limited

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What are the three competing demands of a project?

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1. Quality 2. Time 3. Costs

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What are the three competing demands of a project? (1)

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Quality

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What are the three competing demands of a project? (2)

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Time

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What are the three competing demands of a project? (3)

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Costs

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trade offs are calculated as

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Quality = Time + Costs

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Demand occurs within a

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project "scope"

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What does "Scope creep" mean

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doing more than originally planned, is like "death from 1,000 cuts" resulting from accepting additional requests from stakeholders

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When creating a project charter it should include the following

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1. Project's mission statement 2. Roles and responsibilities 3. Project scope 4. Deliverables and objectives 5. Budget, allocations and resources

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When creating a project charter it should include the following (1)

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Project's mission statement

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When creating a project charter it should include the following (2)

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Roles and responsibilities

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When creating a project charter it should include the following (3)

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Project scope

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When creating a project charter it should include the following (4)

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Deliverables and objectives

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When creating a project charter it should include the following (5)

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Budget, allocations and resources

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What does Developing High-Level Estimates do?

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1. process employs a work breakdown structure (WBS) to develop estimates, assign personnel, track process, and maintain scope 2. Divides tasks into smallest natural work units 3. Estimate time required for each task

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What does Developing High-Level Estimates do? (1)

answer

process employs a work breakdown structure (WBS) to develop estimates, assign personnel, track process, and maintain scope

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What does Developing High-Level Estimates do? (2)

answer

Divides tasks into smallest natural work units

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What does Developing High-Level Estimates do? (3)

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Estimate time required for each task

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What does a work breakdown structure (WBS) do?

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1. develop estimates 2. assign personnel 3. track process 4.maintain scope

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What does a work breakdown structure (WBS) do? (1)

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develop estimates

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What does a work breakdown structure (WBS) do? (2)

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assign personnel

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What does a work breakdown structure (WBS) do? (3)

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track progress

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What does a work breakdown structure (WBS) do? (4)

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maintain scope

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How do you estimate time required for each task?

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1. Use experience (yours and others) 2. Understand that commitments are binding 3. Manage expectations (clarify assumptions) 4. Pad estimates to reduce risk

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How do you estimate time required for each task? (1)

answer

Use experience (yours and others)

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How do you estimate time required for each task? (2)

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Understand that commitments are binding

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How do you estimate time required for each task? (3)

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Manage expectations (clarify assumptions)

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How do you estimate time required for each task? (4)

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Pad estimates to reduce risk

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Recruit based on

answer

1. knowledge 2. skills 3. abilities (KSA's)

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When recruiting you should do the following

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1. Match new and incumbent members to planned tasks 2. Make assignments with all members present 3. Be supportive to promote commitment

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When recruiting you should do the following (1)

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Match new and incumbent members to planned tasks

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When recruiting you should do the following (2)

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Make assignments with all members present

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When recruiting you should do the following (3)

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Be supportive to promote commitment

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When developing a budget you should do the following

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1. Estimate costs (personnel, travel, training, supplies, etc.) 2. Assess project's value (cost vs. benefits) 3. Budget for contingencies (e.g., 5% "wiggle room")

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When developing a budget you should do the following (1)

answer

Estimate costs (personnel, travel, training, supplies, etc.)

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When developing a budget you should do the following (2)

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Assess project's value (cost vs. benefits)

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When developing a budget you should do the following (3)

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Budget for contingencies (e.g., 5% "wiggle room")

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When developing a schedule ("the plan") you should do the following

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1. Define tasks using your WBS 2. Examine relationships among tasks 3. Create a draft schedule 4. Optimize the schedule

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When developing a schedule ("the plan") you should do the following (1)

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Define tasks using your WBS

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When developing a schedule ("the plan") you should do the following (2)

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Examine relationships among tasks

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When developing a schedule ("the plan") you should do the following (3)

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Create a draft schedule

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When developing a schedule ("the plan") you should do the following (4)

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Optimize the schedule

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What are the types of draft schedules

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1. Gantt charts 2. Critical path analyses 3. PERT charts

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When creating a communications plan you should do the following

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1. Hold regular meetings 2. Write meeting minutes 3. Draft progress reports (e.g., lab presentations) 4. Establish a stakeholder communication system 5. Make communication ongoing and two-way

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When creating a communications plan you should do the following (1)

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Hold regular meetings

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When creating a communications plan you should do the following (2)

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Write meeting minutes

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When creating a communications plan you should do the following (3)

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Draft progress reports (e.g., lab presentations)

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When creating a communications plan you should do the following (4)

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Establish a stakeholder communication system

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When creating a communications plan you should do the following (5)

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Make communication ongoing and two-way

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When launching a project you should conduct a launch meeting which includes

answer

1. Define roles and responsibilities 2. Review the project charter 3. Seek unanimous understanding 4. Reinforce project importance and goal alignment 5. Outline resource availability 6. Reinforce team member benefits

question

When launching a project you should conduct a launch meeting which includes (1)

answer

Define roles and responsibilities

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When launching a project you should conduct a launch meeting which includes (2)

answer

Define roles and responsibilities

question

When launching a project you should conduct a launch meeting which includes (3)

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Seek unanimous understanding

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When launching a project you should conduct a launch meeting which includes (4)

answer

Reinforce project importance and goal alignment

question

When launching a project you should conduct a launch meeting which includes (5)

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Outline resource availability

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When launching a project you should conduct a launch meeting which includes (6)

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Reinforce team member benefits

question

monitoring and controlling includes

answer

1. Monitor budget, processes & outcomes 2. Identify and investigate variances 3. Conduct periodic quality checks 4. Track milestones 5. Use plan to monitor & control

question

monitoring and controlling includes (1)

answer

Monitor budget, processes & outcomes

question

monitoring and controlling includes (2)

answer

Identify and investigate variances

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monitoring and controlling includes (3)

answer

Conduct periodic quality checks

question

monitoring and controlling includes (4)

answer

Track milestones

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monitoring and controlling includes (5)

answer

Use plan to monitor & control

question

factors that come up when you are monitoring budget, processes & outcomes

answer

1. Money 2. Time 3. Activities & milestones 4. Deliverables

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when managing a risk- avoiding the WCS you should

answer

1. Conduct a risk audit (internal & external risks) 2. Adjust plans to avoid risks 3. Develop contingency plans for risks 4. Incorporate "adaptive project management" when high uncertainty precludes planning

question

when managing a risk- avoiding the WCS you should (1)

answer

Conduct a risk audit (internal & external risks)

question

when managing a risk- avoiding the WCS you should (2)

answer

Adjust plans to avoid risks

question

when managing a risk- avoiding the WCS you should (3)

answer

Develop contingency plans for risks

question

when managing a risk- avoiding the WCS you should (4)

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Incorporate "adaptive project management" when high uncertainty precludes planning

question

What must you do to Incorporate "adaptive project management" when high uncertainty precludes planning

answer

1. Emphasize learning over planning 2. Act and learn quickly (fail faster to succeed sooner) 3. Emphasize early demonstrations of value 4. Avoid deterministic decision making tools

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What must you do to Incorporate "adaptive project management" when high uncertainty precludes planning (1)

answer

Emphasize learning over planning

question

What must you do to Incorporate "adaptive project management" when high uncertainty precludes planning (2)

answer

Act and learn quickly (fail faster to succeed sooner)

question

What must you do to Incorporate "adaptive project management" when high uncertainty precludes planning (3)

answer

Emphasize early demonstrations of value

question

What must you do to Incorporate "adaptive project management" when high uncertainty precludes planning (4)

answer

Avoid deterministic decision making tools

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What is involved when wrapping up the project

answer

1. Perform performance evaluation 2. Documentation (best) practices 3. Reflect on lessons learned 4. Celebrate (acknowledge contributors)

question

What is involved when wrapping up the project (1)

answer

Perform performance evaluation

question

What is involved when wrapping up the project (2)

answer

Documentation (best) practices

question

What is involved when wrapping up the project (3)

answer

Reflect on lessons learned

question

What is involved when wrapping up the project (4)

answer

Celebrate (acknowledge contributors)

question

factors of a performance evaluation

answer

1. Quality 2. Time 3. Cost

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