Introduction to Project Management

Integration management

*critical skill activities used to combine, unify, and coordinate various processes and project management activities during the project life cycle - guiding the team to focus on essentials of the project through integrating processes, knowledge, and people

Creation of projects

- Create value and benefits - Manage within limited budgets, timeliness, resources, and changing technology - remain competitive in the global economy, companies embrace project management to deliver business value

What are the 8 forms of power?

- Positional - Informational - Personal or Charismatic - Punitive or Coercive - Pressure based - Guild based - Persuasive - Avoiding

Management Elements

- authority given to work - uses specialized skills and availability to perform work - discipline of action - being paid fairly for work performed - demonstrating that goals of the organization take precedence over individual goals

Project Phase Examples

- concept development - solution development - transition - feasibility study - design - commission - customer requirements - prototype - build - test

What is the purpose of organizational systems?

- creates the organizational culture and capabilities - comprised of multiple factors that creates a unique structure and can impact the project operating in that system - determines the power, influence, interests, competence, and political capabilities of people within it

What can governance influence?

- how objectives are set - how risk is monitored - how performance is optimized

External EEFs

- marketplace conditions - social & cultural influences & issues - legal restrictions - commercial data bases - academic research - physical environment elements

Factors that cause a project to start

- meet regulatory, legal, or social requirements - satisfy stakeholder requests and needs - implement or change business or technological strategies - create, improve, or fix projects, processes, or services

Internal EEFs

- organizational culture, structure, & governance - infrastructure - IT software - resource availability - employee capability

Phase Gate Examples

- phase reviews - phase exits - stage gates - kill points

4 qualities that characterize projects of all types

1) Creates a unique product, service, or result 2) Temporary endeavor 3) Drives change 4) Enables business value creation

What are the 3 categories of the plans, processes, policies and procedures section of OPA's?

1) Initiating & planning 2) Executing & monitoring 3) Closing

What are the 6 leadership styles?

1) Laissez - Faire 2) Transactional 3) Servant Leader 4) Transformational 5) Charismatic 6) Interactional

What are the 11 personality types?

1) authentic 2) courteous 3) creative 4) cultural 5) emotional 6) intellectual 7) managerial 8) political 9) service orientated 10) social 11) systematic

What are the 3 factors that influence a system?

1) governance frameworks 2) management elements 3) organizational structure types

What are the 10 organizational structure types?

1) organic or simple 2) functional (centralized) 3) multidimensional 4) virtual 5) hybrid 6) matrix-strong 7) matrix-weak 8) matrix balanced 9) project oriented 10) project management office (PMO)

What are the two sections of OPA's?

1) plans, processes, policies and procedures 2) organizational knowledge repositories

Which sphere of influence category does the following describe? - educate professionals regarding the value of a project management approach to the organization - serve as an ambassador by educating the org about advantages of project management as it pertains to timeliness, quality, innovation, and resource managenet

Across Disciplines

Knowledge Areas

Categories of project management processes which are interrelated and independent

When PMO is controlling what does it provide and what level is the control?

Controlling PMO provides support/requires compliance and a medium level of control

When PMO is directive what does it provide and what level is the control?

Directive PMO provides taking control/manages projects with a high level of control

True or false? Leadership and management are the same thing

FALSE you must have both leadership and management skills to be successful

What is the following an example of? scheduling software tools, configuration management systems, web interfaces to other online automated systems

IT software (internal EEF)

What sphere of influence category does the following describe? - important to stay informed about industry trends and apply them to projects - industry trends include: product development, market niches, standards, technologies, economics that impact a project, sustainability strategies

Industry

Which type of power is the following describing? having the control of gathering or distributing information

Informational power

What type of leadership style is the following describing? hands off, allows team to make own decisions

Laissez-Faire

Is the following describing leadership or management? working with others through discussion or debate in order to guide them from one point to another

Leadership

Which part of the PMI talent triangle does the following describe? - the knowledge skills and behaviors needed to guide, motivate, and direct a team while demonstrating negotiation, resilience, communication, problem solving, critical thinking, and interpersonal skills. - Must learn how to study behaviors by doing the following 1) being optimistic, collaborative, visionary 2) building trust and satisfying concerns 3) applying conflict management 4) giving and taking feedback graciously 5) giving credit where due

Leadership

Is the following describing leadership or management? closely associated with directing another person to get from one point to another using a known set of behaviors

Management

What sphere of influence category does the following describe? - interacting with others creates a helpful force and becomes an advocacy role. you could potentially interact with other project managers, project sponsors, or all relevant managers. As a project manager you will work to - demonstrate the value of project management - further the acceptance of project management in the org - advance the efficacy of the project management office

Organization

Your job responsibility is to align components (projects, programs, or related operations) to the organizational strategy, organized into portfolios or subsidiary portfolios to optimize project or program objectives, dependencies, costs, timelines, benefits, resources, and risks. This is known as: - Process management - Portfolio Management - Program Management - Components Management

Portfolio management - portfolio management aligns portfolios with organizational strategies or projects, prioritizing the work, and providing the needed resources

Which type of power is the following describing? being in a formal position granted by the organization

Positional power

Which sphere of influence category does the following describe? - contribution of knowledge to others within the profession - participation in project management education - education in other professions, as they may pertain to a certain project

Professional Discipline

What sphere of influence category does the following describe? - as the project manager you can perform communication roles between the project sponsor, team members, and other stakeholders, and also provide direction and a vision of project success

Project

Which part of the PMI talent triangle does the following describe? - involves the ability to see the high level overview of the organization and implements actions that support strategic alignment including knowledge of finance, marketing, and operations - must be knowledgeable enough about the business to do the following: 1) explain to others the essential business aspects of a project 2) work with key stakeholders to develop an appropriate project delivery strategy 3) implement the strategy in a way that maximizes the business value of the project 4) explain to others and apply your knowledge about various aspects of the organization 5) be able to make appropriate decisions and recommendations for the project

Strategic and Business Management

When PMO is supportive what does it provide and what level is the control?

Supportive PMO provides a consultative role and a low level of control

True or False: your leadership style can be a combination of any of the 6 styles and may change overtime based on leader, team member, organizational, and environmental characteristics

TRUE

Which part of the PMI talent triangle does the following describe? - the knowledge, skills, and behaviors related to specific domains of project, program, and portfolio management - the abilities to effectively apply project management knowledge to deliver desired outcomes - focus on technical skills like success factors, finances, issues, and the schedule

Technical Project Management (TPM)

Operations are ongoing endeavors that produce repetitive outputs, with resources assigned to do basically the same set of tasks according to the standards institutionalized in a product life cycle, whereas projects are which of the following? - Ongoing to meet market needs - Temporary endeavors - Sequential activities - Revenue generating activities

Temporary Endeavors - a project is a temporary endeavor undertaken to create a unique product, service, or result.

Predictive life cycles are also referred too as___________________

Waterfall Life Cycles

Duties of a project manager

Works with stakeholders to determine the appropriate combination of processes, inputs, tools, techniques, outputs, and life cycle phases to manage a project a project manager is not a functional or operational manager

System

a collection of various components that produce results not obtainable by the individual components alone

Sphere of influence

a field or area in which an individual has power to affect events

Which of the following best description of a program? - A large or megaproject with significant cost and resource requirements - a group of related tasks, and scheduled program activities managed at the component level - a group of related project, subsidiary programs, and program activities managed in coordinated manner to obtain benefits not available from managing them individually - a large or megaproject with related tasks lasting one year or longer

a group of related project, subsidiary programs, and program activities managed in coordinated manner to obtain benefits not available from managing them individually *programs are NOT large projects

Program

a group of related projects, subsidiary programs, and/or program activities that accomplish a set of goals

Phase Gate

a review at the end of a phase in which a decision is made to continue, modify, or end a phase of a project

What is a project?

a temporary endeavor undertaken to create a unique product, service, or result. It has a definite beginning and end and are undertaken to fulfill objectives by producing deliverables.

What is the following an example of? Industry studies, publications, and benchmarking

academic research (external EEF)

Portfolio Management

aligns portfolios with organizational strategies by selecting the right programs or projects, prioritizing the work, and providing the needed resources - focuses on doing the "right" programs and projects to align with the business strategy

scope

all of the work required and only the work required to complete

System Component

an identifiable element that provides a particular function or group of related functions

What is a deliverable?

any unique, verifiable product, result, or capability to perform a service that is required to be produced to complete a process, phase, or project.

Project Management

application of knowledge, skills, tools, and techniques to project activities in order to meet project requirements

Which type of personality type is the the following describing? accepts others for what and who they are and can show open concern

authentic

Which type of power is the following describing? where one would refuse to participate

avoiding power

What type of leadership style is the following describing? able to inspire and are enthusiastic about the work

charasmatic

The following are examples of which category in the plans, processes, policies and procedures OPA? - project closing and guidelines or requirements

closing

Project Phases

collection of logically related project activities that produce one or more deliverables - variety of attributes that may be measureable and unique to a specific phase

What is the following an example of? Bench marking results, standardized cost estimating data, industry risk study information, and risk databases

commercial databases (external EEF)

risk

conducting risk management planning, identification, analysis, response planning, response implementation, and monitoring risk

Which type of personality type is the the following describing? applies appropriate behavior and etiquette

courteous

Which type of personality type is the the following describing? thinks abstractly

creative

Which type of personality type is the the following describing? measures sensitivity to other cultures including value, norms, and beliefs

cultural

Aspirational Standards

describe the conduct that practitioners strive to uphold. conduct in accordance with these is an expectation for those who consider themselves to be professionals (not optional)

Which type of personality type is the the following describing? perceives emotions and any information they present and manages them accordingly

emotional

What is the following an example of? existing human resources expertise, skills, competencies, and specialized knowledge

employee capability (internal EEF)

Mandatory Standards

establish firm requirements and in some cases limit or prohibit practitioner behavior. this code values responsibility, respect, fairness, and honesty as its foundation. it is meant to instill confidence in the project management profession

The following are examples of which category in the plans, processes, policies and procedures OPA? - change control - traceability measures - financial controls procedures - issue and defect management procedures - resource availability control and assignment management - organizational communication requirements - procedures for prioritizing, approving, and issuing work authorizations - templates - standardized guidelines, work instructions, proposal evaluation criteria, and performance measurement crititera

executing, monitoring, and controlling

Program Management

focuses on interdependencies between projects and the program level to determine the optimal approach for managing them - managing subsidiary programs and projects at the same time *programs are NOT large projects

Which organizational structure type is being described below? organized in entities based on specialties (marketing, IT, and procurement) and entities (departments or teams) - managers control/decide on most operational aspects and coordinate projects

functional (centralized)

What is the following an example of? Regulatory agency regulations and standards related to products, production, environment, quality, and workmanship

government/industry standards (external EEF)

Portfolio

group of projects, programs, subsidiary portfolios, and operations managed as a group to achieve strategic objectives

Which type of power is the following describing? the imposition of obligation or sense of duty

guilt based power

The types of project management office (PMO) structure in organizations include all of the following EXCEPT? - directive PMOs take control of the projects by directly managing the projects - harmonizing PMOs strive to reduce conflict and improve harmony among project team members - controlling PMOs provide support and require compliance through various means - supportive PMOs provide a consultative role to projects by supplying templates, best practices, training, access to information, and lessons learned from other projects

harmonizing PMOs strive to reduce conflict and improve harmony among project team members

Which organizational structure type is being described below? combines different types of organizational structures (multidimensional with functional or balanced with strong matrix)

hybrid

stakeholder

identify who could impact or be impacted by the project

resources

identify, acquire, and manage the resources needed

What is the following an example of? facilities, equipment, organizational telecommunication channels, IT hardware, availability, and capactiy

infrastructure (internal EEF)

The following are examples of which category in the plans, processes, policies and procedures OPA? - guidelines for tailoring processes for needs of the project - specific policies or standards - product and project life cycles, methods, and procedures - pre-approved supplier lists and various types of contractual agreements

initiating and planning

Which type of personality type is the the following describing? has human intelligence in multiple aptidues

intellectual

What type of leadership style is the following describing? combines transactional, transformational, and charasmatic leadership styles

interactional

OPA's (Organizational Process Assets)

internal to organization and may arise from organization itself. The plans, processes, policies and knowledge basis specific to and used by the performing organization (influence management of a project or used to inform future work)

Which of the following are processes, policies and procedures for conducting project work during executing, monitoring, and controlling? - issue and defect management procedures, and change control procedures - trace ability matrices and project closing guidelines - product and project life cycles, preapproved supplier lists and various types of contractual agreements - financial project audits and templates

issue and defect management procedures, and change control procedures

What is the following an example of? Country or local laws & regulations related to security, data protection, business conduct, employment & procurement

legal restrictions (external EEF)

Project Management Office (PMO)

liaison between organizations portfolios, programs, and projects and the organizational measurement system, responsibilities range from project management support functions to direct management to one or more projects - could be a group of stakeholders or support project managers

Which type of personality type is the the following describing? applies management practices

managerial

What is the following an example of? Competitors, market share brand recognition, and trademarks

marketplace conditions (external EEF)

Which organizational structure type is being described below? one employee assumes the role of project manager and has double responsibility. operational and project.

matrix-balanced

Which organizational structure type is being described below? dedicated entity, project management office (includes all pm's) - they have a project director, and are responsible only for project activities - similar to functional because people are organized into entities

matrix-strong

Which organizational structure type is being described below? project coordination is done at lower levels by a group of employees. They coordinate the project and have operational responsibilities which they do primarily

matrix-weak

quality

meeting stakeholder expectations

What type of framework does governance have?

multidimensional framework - considers people, roles, structures and policies - provides direction and oversight through data and feedback - authority and organization through rules, policies, procedures and norms

Which organizational structure type is being described below? organization is composed from multiple divisions which act independently - there is a higher entity (parent company) who has the high level control, but also gives alot of autonomy to its divisions

multidivisional

Which organizational structure type is being described below? simplest type of organization structure - flat reporting and a large number of employees for each manager, interactions between employees tend to be equal in authority

organic or simple

Governance

organizational arrangements designed to determine and influence the behavior of the organizations members

What is the following an example of? The vision, mission, values, beliefs, cultural norms, leadership style etc

organizational culture, structure and governance (internal EEF)

Configuration management and issue defect management data are examples of which of the following? - organizational charts - organizational knowledge repositories - governance frameworks - governance portfolios

organizational knowledge repositories

EEF (Enterprise Environmental Factors

originate from the environment outside of the project and often outside of the enterprise. Uncontrollable conditions that influence, constrain, or direct the project (considered outputs) (external <--> internal)

Which type of power is the following describing? using charm or attraction

personal or charismatic power

Which type of power is the following describing? the ability to provide arguments that move people to a desired course of action

persuasive power

What is the following an example of? Working conditions, weather, constraints

physical environment elements (external EEF)

cost

planning, estimating, budgeting financing, funding, managing, and controlling costs so the project can be completed in the approved budget

Which type of personality type is the the following describing? has political intelligence and can make things happen in an organization

political

Which type of power is the following describing? limiting freedom of choice or movement for the purpose of gaining compliance

pressure based power

Integration

process and activities to identify, define, combine, unify, and coordinate various processes and activities within the groups

procurement

process necessary to purchase or acquire products, services, or results needed from outside the project team

Which of the following are processes, policies and procedures for conducting project work during initiation and planning? - financial project audits and resource availability control and assignment management - product and project life cycles, preapproved supplier lists and various types of contractual agreements - change control procedures and traceability matrices - acceptance of project deliverables

product and project life cycles, preapproved supplier lists and various types of contractual agreements

Which organizational structure type is being described below? standardizes project related governance, processes, and facilities, the sharing of resources, methodologies, tools and technologies across a department or the entire organization

project management office (PMO)

Which organizational structure type is being described below? structured and oriented around projects. entities are created to manage, support, and implement a specific project. when a project is over if there hasn't been another one started, entities break off and employees move to another organization (contracted)

project oriented

Which type of power is the following describing? having the ability to invoke discipline or negative consequences

punitive or coercive power

Work Performance Data

raw observations and measurements identified during activities performed to carry out project work

communications

required to ensure ultimate disposition of project information

Schedule

required to manage timely completion

What is the following an example of? contracting and purchasing constraints, approved providers and subcontractors

resource availability (internal EEF)

Tailoring

selection of factors such as project management processes, inputs, tools, techniques, outputs, and lifecycle phases that should be selected to manage a project. Necessary because not every project is the same.

Project Life Cycle

series of phases that a project passes through from start to completion (framework) - sequential, iterative, or overlapping - can be predictive or adaptive

Product Life Cycle

series of phases that represent the evolution of a product from concept through delivery, growth, maturity, and retirement

What type of leadership style is the following describing? demonstrates commitment to serve and puts other people first, focuses on other peoples learning, growth, development, autonomy, and well being (leadership is secondary)

servant leader

Which type of personality type is the the following describing? willing to serve other people

service oriented

Which type of personality type is the the following describing? understands and manages people well

social

What is the following an example of? Political climate, codes of conduct, ethics and perceptions

social & cultural influences & issues ( external EEF)

Organizational Knowledge Repositories

store and retrieve important information regarding various factors including - configuration management - financial data - historical information and lessons learned - issue and defect management data - data repositories for metrics used to collect and make available measurement data on processes and products - project files from previous projects

Which type of personality type is the the following describing? drives to understand and build systems

systematic

Project Management Processes

systematic series of activities where inputs are acted upon by tools an techniques to create outputs - linked by outputs they produce and may contain overlapping activities - the output of one process generally results in the input of another

Project Governance

the framework that guides project management activities in order to meet organizational, strategic, and operational goals - tailored to the organization to be effective

The organization's processes and procedures for conducting project work during project initiation and planning include all of the following EXCEPT? - traceability measures - tailoring guidelines for project management processes and procedures - product and project life cycles, and methods and procedures - preapproved supplier list

traceability measures

What type of leadership style is the following describing? focuses on goals, feedback, and accomplishment to determine rewards

transactional

What type of leadership style is the following describing? empowers followers through idolized attributes and behaviors

transformational

Operations Management

transforms resource or data inputs into desired goods, services, or results and delivers value to customers - ongoing and are managed by organizational managers NOT project managers

Which organizational structure type is being described below? disseminated entities require specific technology to work and communicate - employs similar structures with other functional structures, but with entities located in different areas

virtual

A significant amount of data is collected and analyzed throughout the project. All of the following are examples of project data and information EXCEPT: - work performance data - work performance information - work performance reports - work performance analysis

work performance analysis - Project data are regularly collected and analyzed throughout the project life cycle. Work performance data, work performance information, and work performance reports are all key terminology regarding project data and information