Lesson 10: IT Project and Program Management Quiz Answers

How can scope creep undermine the success of a project?

A common problem associated with project management is the tendency for the project's scope to increase over time. Changes in project scope tend to occur in small increments, and therefore might seem negligible. However, small increases in scope will add up. These gradual increases are called scope creep. Any incremental changes in scope will affect the schedule, cost or performance required to complete the project. If you do not adequately manage scope creep, the success of your project may be compromised. Stakeholder influence may result in scope creep. A needs analysis, which identifies the problems or needs that the project must resolve or address, does not affect scope creep.

What is the purpose of a needs analysis?

A critical first step in the initiating phase is to conduct a needs analysis, which will help identify the goals of the project. A needs analysis identifies the problems or requirements that the project must resolve or address. You can then translate the results of the needs analysis into the requirements that the project must meet. Project constraints outline the factors, such as budget or time, that will limit your options. The Statement Of Work (SOW) outlines the requirements for each project task to ensure that the project objectives are met. A project schedule lists the planned dates for performing tasks and meeting goals identified in the project plan.

What is a project?

A project is a sequence of tasks that must be accomplished within a defined time frame to achieve a desired result. A project has a start date and an end date, and it produces a specific deliverable, or end product. A task is a unit of work that must be accomplished during the course of a project. A resource is a person, department or device needed to accomplish a project task. An assignment is the appointment of a specific resource to a specific task.

What is a project milestone?

A project milestone is a major event during the course of a project.

Which of the following is a document that lists the planned dates for performing tasks and meeting goals defined in a project plan?

A project schedule lists the planned dates for performing tasks and meeting goals defined in the project plan. A Gantt chart is a horizontal bar chart that graphically displays project tasks and durations. A Statement Of Work (SOW) outlines the requirements for each project task to ensure that the project objectives are met. A needs analysis identifies the problems or needs that the project must resolve or address.

Which of the following is a unit of work that must be accomplished during the course of a project?

A task is a unit of work that must be accomplished during the course of a project. A resource is a person, department or device needed to accomplish a project task. An assignment is made when a resource is given a specific task to perform. Scope refers to the goals and tasks of a project, and the work required to complete them.

Which term describes the appointment of a specific resource to a specific task?

An assignment is made when a resource is given a specific task to perform. A task is a unit of work that must be accomplished during the course of a project. A resource is a person, department or device needed to accomplish a project task. The project plan is a document that identifies all the tasks required to achieve the project goals. The project schedule is a document that lists the planned dates for performing tasks and meeting goals defined in a project plan. The end product or ultimate goal of a project, along with the tasks required to achieve that goal, constitute the project scope.

What is the term for a Web site and network used only by employees within a company?

An intranet is an internal, or in-house, Web site and network used only by employees within a company. An intranet could be described as a mini-Internet within a company. An extranet is an internal network designed to provide access to selected external users, and is not available to the Internet public. The Internet is a worldwide network of interconnected networks.

What is the term for the process, tools and techniques that help people implement changes to achieve a desired outcome?

Change management is the process, tools and techniques that help people implement changes to achieve a desired outcome. You may need to engage in change management as you adjust the project plan. Change management can help you manage the changes to the project's scope in a systematic fashion so that the project's objectives are not compromised. A needs analysis is a method for acquiring information, processing and evaluating a customer's needs, and then creating a plan of action to address those needs. A SWOT analysis is a strategic planning method that can be used to evaluate the strengths, weaknesses, opportunities and threats in relation to an organization. A milestone is the end of a stage that marks the completion of a task or series of related tasks, resulting in a key deliverable.

What are the three major constraints on any project?

Constraints are factors that limit your options. Generally, a constraint is a restriction. The three major constraints on any project are: schedule (time); resources (money, people, equipment); and scope. Project stakeholders are people or groups that can exert influence over the project and affect results. The project team consists of the group of individuals who have been tasked with executing the project plan and meeting the project objectives. A needs analysis identifies the problems or needs that the project must resolve or address. A Statement Of Work (SOW) outlines the requirements for each project task to ensure that the project objectives are met. A project schedule lists the planned dates for performing tasks and meeting goals identified in the project plan.

The formal project review consists of:

During the closing phase of every project, the project manager should perform a formal project review with the project team. The project review provides an opportunity to test the product, evaluate performances and document lessons learned. The needs analysis identifies the problems or needs that the project must resolve or address. The Statement Of Work (SOW) outlines the requirements for each project task to ensure the project objectives are met. The needs analysis and SOW are developed during the initiating phase of a project. As you develop a project schedule during the planning phase of a project, you should outline the required tasks and assign resources to each.

The project life cycle consists of:

Five project management phases constitute the project life cycle: initiating, planning, executing, controlling and closing. The project triangle consists of time, money and scope. Testing a product, evaluating product performance and documenting lessons learned are tasks in the closing phase of a project. Conducting a needs analysis and completing a Statement Of Work (SOW) are tasks in the initiating phase of a project. Creating a project schedule is a task in the planning phase of a project.

Receiving clear, detailed objectives and instructions so that you can provide the appropriate services and products can be considered which of the following?

IT professionals have certain rights, and they also have responsibilities to the organization. IT rights include receiving clear, detailed objectives and instructions so that they can provide the appropriate services and products to their customers. IT responsibilities refer to how IT professionals provide services and products, plan service and product installations, and conduct training. IT professionals are also bound by the rules and policies that govern an organization.

Which aspect of program management typically includes maximizing revenue, maximizing efficiency, minimizing cost and eliminating waste?

In benefits management, the management of all activities that are used to define, create, maximize and sustain the benefits created by a program are typically performed. These benefits can include maximizing revenue, maximizing efficiency, minimizing cost and eliminating waste. In stakeholder management, the management of competing stakeholder needs, objectives, priorities, resource allocations and demands are typically performed. In program governance, the enforcement of the rules and procedures that govern organizational behavior are typically performed. Justifying the Return On Investment (ROI) on a project is a project management responsibility. In the context of IT projects, ROI refers to the profit earned as a result of a project relative to the value of the resources required to complete the project.

Intranets are popular because they:

Intranets are popular because they provide a standard method for accessing resources, regardless of the operating systems used. For example, an intranet allows Macintosh, Windows and UNIX/Linux systems to access the same data because all these operating systems can use TCP/IP. They can access the same resources as if they were on the Internet. An extranet is an internal network designed to provide access to selected external users, and is not available to the Internet public.

What is program management?

Program management is the process of managing multiple interdependent projects to improve the performance of an organization. The overall program is designed to deliver benefits that will improve the organization. ISO 9000 details the steps recommended to produce high-quality products and services using a quality-management system that maximizes time, money and resources. Project management is the process of managing a project, which consists of multiple tasks that must be accomplished within a certain time frame to achieve a desired result. A needs analysis is the process of determining a customer's needs by acquiring information, processing and evaluating the information, then creating a plan of action to address the needs.

What is project management?

Project management is the practice of applying knowledge, skills and processes to activities in order to meet deadlines and achieve desired results. A project is a sequence of tasks that must be accomplished within a certain time frame to achieve a desired result. Project scheduling is the practice of listing the planned dates for performing tasks and meeting goals defined in a project plan. The project triangle refers to the three factors -- time, money and scope -- that affect every project.

How do projects differ from ongoing work operations?

Projects differ from ongoing work operations in that projects are temporary and unique. A project has a start date and an end date, and it produces a specific deliverable, or end product. Both projects and ongoing work operations can require organizational and planning skills, and consist of resources that must be assigned and tasks that are scheduled in advance of their completion.

Which term describes profit earned as a result of a project relative to the value of the resources required to complete the project?

Return On Investment (ROI) in the context of IT projects refers to the profit earned as a result of a project relative to the value of the resources required to complete the project. ISO 9000 standards are an international benchmark for systemizing processes to help organizations create products and services that meet the quality standards set by customers and government regulations. The Six Sigma methodology was originally developed to improve manufacturing processes in an effort to eliminate product defects. A Statement Of Work (SOW) outlines the requirements for each project task to ensure the project objectives are met.

A drawback of Webinars is that they:

Scheduling a Webinar will involve determining optimal times for the audience. A Webinar may require multiple presentations if participants are located in different time zones. Webinars allow files to be shared among participants, can be recorded for future use, and are set up to require user names and passwords for privacy.

How does the separation of duties help to ensure the quality of a product?

Separation of duties is a quality assurance technique in which one team member can check the work of another, and vice versa. This technique provides independent verification that project tasks were completed correctly. Determining the individuals and departments that contributed most to the project's success is a step that a project manager should perform during the closing phase of every project as part of a formal project review. By complying with ISO 9000 standards, organizations are implementing a best-practices approach to managing projects and processes to ensure high-quality deliverables. You can use project management software to track project progress and status.

ISO 9000 details the steps recommended to produce high-quality products and services using a quality-management system that:

The International Organization for Standardization (ISO) offers a family of management system standards called ISO 9000. ISO 9000 details the steps recommended to produce high-quality products and services using a quality-management system that maximizes time, money and resources. ISO 9000 outlines a systematic approach to managing business processes so that they consistently deliver quality products. You use project management software to track project progress and status. You deal with conflicts of interest among project stakeholders during the executing and controlling phases of a project. The Six Sigma methodology was developed to improve manufacturing and business processes in an effort to reach near perfection.

What is the Project Management Body of Knowledge (PMBOK) ?

The Project Management Body of Knowledge (PMBOK) identifies nine topic areas that define project management. Each topic area provides a set of principles and techniques to help you manage projects. The Project Management Institute (PMI) is a nonprofit membership organization that publishes standards and offers education in the project management profession. ISO 9000 standards are an international benchmark for systemizing processes to help organizations create products and services that meet the quality standards set by customers and government regulations.

During which project management phase should you conduct a needs analysis; determine project objectives, assumptions and constraints; and develop a Statement Of Work (SOW)?

The initiating phase sets the foundation for the project. This phase defines the project scope, the project goals and the tasks required to accomplish those goals. The initiating phase of a project consists of the following tasks: conducting a needs analysis; determining project objectives, assumptions and constraints; and developing a Statement Of Work (SOW). The planning phase addresses project details. Project work is performed during the executing phase. The closing phase is the final phase of a project in which details of the project are evaluated and recommendations made to improve project performance in the future.

Which of the following is affected by any changes you make to the three "project triangle" factors in an effort to optimize a project's schedule?

Three factors -- time, money and scope -- affect every project, and they form what is sometimes referred to as the project triangle. A fourth element -- quality -- is at the center of the project triangle. It is not a factor in the triangle, but any changes you make to the other three factors will most likely affect the quality of the project deliverable. For example, if you have extra time in your schedule, you may be able to increase the project's scope, which may result in a higher level of quality. If you need to cut costs, you may need to decrease scope, and a lower level of quality may result. Therefore, as you optimize a project's schedule, consider the ways that adjusting one element of the triangle might affect the other two, and how overall quality will be affected.

The project triangle consists of:

Three factors -- time, money and scope -- affect every project, and they form what is sometimes referred to as the project triangle. When any one of these elements is adjusted, the other two are also affected. The initiating, planning and executing phases are the first three of five project management phases. Conducting a needs analysis and developing a Statement Of Work (SOW) are tasks in the initiating phase of a project. Developing a project schedule is a task in the planning phase of a project. Testing a product, evaluating product performance and documenting lessons learned are tasks in the closing phase of a project.

The ability to gather information from customers at the beginning of a project, and keep project participants informed of the project's status can be considered:

To effectively manage a project, you must have strong planning, organizational, communication, problem-solving and leadership skills. Communication skills involve gathering information from customers at the beginning of a project to ensure that the end product will meet their needs, and keeping project participants informed of the project's status. As a project progresses, you must be able to evaluate the condition of the project and communicate project data effectively. Regular communication helps manage scope creep and determine whether costs are exceeding the budget. Organizational skills involve helping project participants coordinate and prioritize their tasks to stay within the project scope. Planning skills involve identifying the tasks that constitute the project, understanding the ways in which tasks are dependent upon one another, and knowing the ways that project dependencies will affect the project as a whole. Problem-solving skills involve the ability to quickly identify problems (real or potential) and propose solutions.

One of a project manager's skills is teaching effectively, which can be considered primarily a type of:

To effectively manage a project, you must have strong planning, organizational, communication, problem-solving and leadership skills. One of a project manager's skills is teaching effectively, which can be considered primarily a type of leadership skill. The project manager can help increase the knowledge, skills and aptitudes of group members as they progress through their tasks and overcome obstacles. Organizational skills involve helping project participants coordinate and prioritize their tasks to stay within the project scope. Problem-solving skills involve the ability to quickly identify problems (real or potential) and propose solutions. Planning skills involve identifying the tasks that constitute the project, understanding the ways in which tasks are dependent upon one another, and knowing the ways that project dependencies will affect the project as a whole.

As project manager, what should you do if conflicts of interest develop among various departments represented in your project to the point where the investment required to implement necessary project plan modifications is not justified?

To successfully execute and control a project, you must produce action plans and status reports to keep everyone apprised of the project's progress. Project team members will probably forward action plans and status reports to others within their departments. Each department will have a different reaction to project plan modifications, particularly if the modifications affect them directly. If conflicts of interest occur, you must make appropriate recommendations and adjust the project plan accordingly without losing sight of the project's ultimate goal. In a worst-case scenario, departmental differences may become untenable and put the entire project at risk. In some cases, the appropriate course of action may to terminate the project if it simply will not justify the investment required.

Which of the following takes place when IT projects are managed properly?

When IT projects are managed properly, employee productivity loss is minimized, which minimizes the negative impact to the company's bottom line. When IT projects are mismanaged, project tasks may take longer to complete, employee productivity may be hindered because of an inordinate amount of system downtime, and animosity among departments may occur because users will view IT as a department that hinders their ability to get their jobs done.

As a project manager, why should you keep an issues log?

You should keep an issues log in which you document problems that need to be escalated to managers or executives outside the project team for resolution. During the course of a project, issues often arise that require authoritative decisions in order for the team to complete tasks and keep the project on track. Milestones mark major events during the course of a project. A paper trail provides a record of the team members who worked on tasks, and the dates they started and completed them. Gantt charts graphically display project tasks and task durations.