Kafli 4 - verkefnastjórnun

One tool that is widely used by project managers and task force leaders of small projects is the _____ _____.

responsibility matrix

Part of a _____ statement is a short, one- to two-page page summary of key elements of the scope.

scope

Project _____ is a definition of the end result or mission of your project.

scope

Project _____ is the keystone interlocking all elements of a project plan.

scope

Research clearly shows that a poorly defined _____ is the most frequently mentioned barrier to project success.

scope

Codes are used in a WBS to define ____.

levels and elements. Reason: Codes define the levels and elements in a WBS.

A _____ is a significant event in a project that occurs at a point in time.

milestone

Deliverables are the expected, measurable _____ over the life of the project.

outputs

In the context of a project scope checklist, deliverables and _____ are often used interchangeably.

requirements

_____ criteria are a set of conditions that must be met before the deliverables are accepted.

Acceptance

Competing priorities require trade-offs in project management. Given a project in which time to market is the key factor, match each approach with how it affects a project criterion.

Constrain ~ No deviation from the criterion of time is allowed. Enhance ~ Improvements to the scope should be made where possible. Accept ~ Increases to cost are tolerated, if it means achieving other criteria.

_____ define the boundary of the project by stating what is not included. For example, data will be collected by the client, not the contractor. (Enter only one word per blank.)

Exclusion/s

Which type of projects are best suited for a process breakdown structure rather than a work breakdown structure?

Projects without clearly defined outcomes. Reason: Development of the end objective is a "process", or series of phases to develop an outcome.

What is the primary benefit of creating a communication plan?

Regular planned reporting prevents confusion and interruptions. Reason: If stakeholders know what they're getting and when, they'll plan around it rather than asking on impulse.

Match the basic steps in developing a communication plan with the key activity in that step.

Stakeholder analysis ~ Identify the target groups who need to know about the project. Determine information needs ~ Define the specifics to provide to each organizational level. Determine information source ~ Identify how and from where information should be gathered. Define Dissemination Method. ~ Establish how to best communicate to various stakeholders. Define responsibility and timing ~ Determine who will communicate with stakeholders, and how often.

Which statement regarding project planning is correct?

The size and complexity of the project will influence the plan structure. Reason: The larger the size and/or complexity will drive the amount of detail/formal planning needed.

Which of the following represent trade off considerations for a project manager in times of conflict?

Time. Reason: When confronted with deciding which is more important, cost or scope, quality should not be compromised but an alternative would be a reduced scope reduced. Cost. Reason: When confronted with deciding which is more important, performance or time to complete, cost may need to be compromised. Scope (performance.) Reason: When confronted with deciding which is more important, cost or time to complete, performance may need to be compromised (scope reduced.)

Why are work package durations generally limited to the length of the progress reporting period?

To allow for project planning changes if required Reason: The goal is not to let any task get too far into trouble on time, cost, or performance before the project manager can step in to help. To make sure progress reporting doesn't stretch out too far Reason: Progress reporting is done on a need basis, as determined by the stakeholders and documented in a communicaiton plan.

Once the scope and deliverables have been identified, the work of the project can be successively subdivided into smaller and smaller work elements. The outcome of this hierarchical process is called what?

Work breakdown structure

What method will allow for detailed cost account reporting on a project team's efforts?

Work breakdown structure coding. Reason: Allows for roll up of costs from the work package level to major deliverables.

Why is the hierarchical process of managing work called the work breakdown structure (WBS)?

Work is successively broken down into smaller and more manageable chunks. Reason: To assist the planning and control process.

_____ _____ are short-duration tasks that have a definite start and stop point, consume resources, and represent cost.

Work packages

A deliverable in a process breakdown structure (PBS) is defined as:

an output of some activity allowing the start of a new project phase. Reason: Deliverables are not ignored but are defined as outputs required to move to the next phase.

Responsibility matrices help clarify the extent or type _____ of exercised by each participant in performing an activity in which two or more parties have overlapping involvement.

authority

It is important that project team members and stakeholders know why management _____ the project. (Enter only one word per blank.)

authorized

The problem or opportunity the project is addressing? This is sometimes referred to as the _____ _____ for the project.

business case

A project _____ is a document that authorizes the project manager to initiate and lead the project.

charter

A project priority matrix is used to visually identify which criterion is _____.

constrained, enhanced, or accepted. Reason: These are the three outcomes displayed in a priority matrix.

Milestones should be natural, important _____ _____ in the project.

control points

A key benefit of using a work breakdown structure (WBS) along with an organizational breakdown structure (OBS) is:

creating a project control point.

Technical requirements of a product or service typically clarify the _____ or define the performance _____.

deliverables specifications, specs or criteria

The product scope description is a detailed _____ of the characteristics of the product, service, or outcome of the project.

description

The description is progressively _____ throughout the project.

elaborated

The WBS defines all the elements of the project in a _____ framework and establishes their relationships to the project end item(s).

hierarchical

The project _____ answers the questions of what, when, how much, and at times where.

objective

The first step of project scope definition is to define the overall _____ to meet your customer's need(s). (Enter only one word per blank.)

objective or project

The tendency for a project scope to unofficially expand during project execution, and possibly change the requirements, specifications, and/or timing of a project is referred to as _____.

scope creep Reason: Generally considered a negative influence on a project, and one that will cause conflict at the end when comparing the results to the official project scope.

Research clearly shows that a poorly defined ______ is the most frequently mentioned barrier to project success.

scope or mission

A responsibility matrix (RM) is best suited for small projects due to its _____.

simple organization and communication format. Reason: Creating a matrix of tasks and responsibilities is concise and effective given small projects with little inter-relationship of activities.

In a project scope checklist, the technical requirements will ___.

state the performance requirements of a deliverable. Reason: Defines what the deliverable must do in clear terms. clarify the deliverables. Reason: The primary role is to prevent misinterpretation of a deliverable.

More frequently than not, a product or service will have _____ _____ to ensure proper performance.

technical requirements

The project charter is issued by _____ management and provides the project manager with written authority to use organizational resources for project activities.

upper, top, or senior

What are the most likely negative outcomes of scope creep?

-Added costs Reason: This is one of the most common negative effects of scope creep. -Project delays Reason: This is one of the most common negative effects of scope creep.

Identify which of the following is true about limits and exclusions in a project scope statement.

-Exclusion defines the boundary of the project by stating what is not included. -The limits of the scope should be well-defined.

Which of the following aspects of a work package are used by a work breakdown structure to facilitate planning, scheduling, and budgetary control?

-Resource requirements Reason: Includes people, equipment, and cost -Technical performance requirements Reason: WBS facilitates evaluation of cost, time, and technical performance. -Time estimates Reason: This may be included as part of the project charter or scope.

What key attributes are required to properly define a deliverable found within a project scope statement?

-Specific. -Tangible. -Measurable.

Which of the following are examples of acceptance criteria?

-Third-party certification is required -All tasks and milestones are complete -Customer on-site inspection is required

What are the two primary purposes in defining the project scope?

-To define the end user's deliverables. Reason: Project scope defines the end result for the client or customer. -To provide focus for the project plan. Reason: Project scope sets the stage for developing a project plan.

The project objective of a scope statement must answer which of the following questions?

-What is the budget for the project? Reason: How much will the project cost? -When does the project need to be completed? Reason: Since projects are defined as work with a specific start and end point, it needs to be stated in the scope. -What needs to be accomplished/delivered? Reason: This would state the overall mission of the project, and may or may not include actual deliverables.

True or false: An integrated information system should be developed before the work breakdown structure is outlined.

False Reason: The integrated information system is developed after the WBS is developed.

Milestones in a project:

-should be natural, important control points. Reason: Milestones should be natural, important control points in the project. -are a rough-cut project schedule. Reason: The milestone schedule shows only major segments of work; it represents first, rough-cut estimates of time, cost, and resources for the project.

vary from project to project.

Priorities

Who is responsible for developing a project communication plan?

Project Manager. Reason: The main job of a project manager is communication. The project communication plan is the primary tool to define how it will be accomplished.

The purpose of an organization breakdown structure (OBS) is to _____.

-tie organizational units to cost control accounts. -identify organizational units responsible for work packages. -summarize organizational unit work performance. Reason: An OBS provides a framework to summarize organizational unit work performance, identifies organizational units responsible for work packages, and ties the organizational unit to cost control accounts.

To ensure that scope definition is complete you typically use a checklist that has sequence of activities check off. Place the following activities in the correct sequence.

1. Project objective 2. Product scope description Justification 3. Deliverable Milestones 4. Technical requirements 5. Limits and exclusion 6. Acceptance criteria

How can a project manager best do his or her job of managing trade-offs among time, cost, and performance?

By understanding the project's priorities Reason: A project manager must define and understand the nature of priorities of the project, be on the same page with the customer and upper management about the relative importance of each criterion.