Project Management

The Quality Management Plan describes the following components

-Quality objectives and Key project deliverables and processes -Quality standards and Quality control and assurance activities -Quality roles and responsibilities and Quality tools -Plan for reporting quality control and assurance problems

Components found in a Project Charter

-Title and Dates -Project summary: objectives, deliverables, Acceptance criteria -Project resources: Staff & Budget -Project strategy: Summary milestones, assumptions, risk, communication and reporting -Reference documents: Authorizing documents, Contracts, Standards, Business case -Organizational roles and responsibilities -Approval signatures

4 Type of project life cycles (approaches

1. Linear 2. Iterative 3. Adaptive 4. Agile

Kickoff Meeting

1st major meeting with the key project stakeholders Focus is on building relationships, reviewing project objectives, and understanding goals high-level discussion of project scope, risks, schedule and milestones, communications, constraints, and assumptions review team member roles and responsibilities

Project management is organized into how many process groups?

5

Pareto Principle

80/20 rule completing 20 percent of a job provides 80 percent of the benefit to accomplishing all of the work.

Def of WBS Dictionary

A Supporting document showing description of the task, responsible entities for its completion

The role requirements grid is _____.

A detailed breakdown of the roles required to execute the project

A responsibility assignment matrix is _____.

A diagram that correlates the project organizational structure to the Work Breakdown Structure

A project organizational chart is ___.

A graphical picture of the organization and reporting relationships of the project

Def of risk owner

A key category of the Risk Register the person assigned to monitor that particular risk and implement the risk response strategy.

Def of Scope

A recognized project constraints schedule,financial resources, objectives, and staff

What is a Requirements Traceability Matrix?

A tool to keep track of requirements and adding them to the rest of the project and the resulting system

Requirements Traceability Matrix

A tool to keep track of requirements and link them backward and forward to the rest of the project and the resulting system

Def of Life-Cycle Phase

Activities focused on a specific outcome Key opportunity for mgmt review of deliverables and milestone definition for a project

Examples of Iterative Life Cycle Projects

An example is your first pass or your first phase could be a system for ordering diagnostic tests, so that whenever a provider or a nurse wants to order an X-ray or a blood test, they can do that in the computerized system. Then, your next phase could be to provide pharmacy orders. And now they can not only order the lab test or the radiology test, but they can begin to order the medications.

The project team can estimate the likely number of work periods required to perform an activity by using which method?

Analogous or Expert judgment or PERT

Activity Duration Estimation Techniques

Analogous Expert judgment Parametric Three-point estimate Program Evaluation & Review Technique (PERT)

How Are Costs Estimated?

Analogous estimate/"top-down" estimate Parametric estimate uses a statistical or math model Bottom-up technique involves estimating a component of work and provides more detail than the other cost-estimation techniques.

Risk Response Strategies for negative risks (threats)

Avoid Transfer Mitigate Accept

Establishing Project Baselines

Baselines: documented values used for future comparisons Key Baselines: -Scope: Tasks and work packages in WBS -Time: Planned start and end times for all work packages -Cost: Estimated cost for each work package

Def of Project Management

Applied knowledge, skills, tools, and techniques to project activities to meet project requirements

Dr. W. Edwards Deming System of Profound Knowledge (4 points)

Appreciation of a system Knowledge of variation Theory of knowledge Knowledge of psychology

Def of Deliverables

Are unique and verifiable -- it must be possible to confirm that they have been generated by the project Must meet expectations of project stakeholders Timeliness and quality are key determinants of project success

Activities during the Planning Phase

Assemble your team Develop time line and resources Consider breaking down large projects into smaller, more manageable ones Develop the plan Estimate costs Communications Plan

Management Styles

Autocratic Democratic Laissez-faire

Components of Org Culture

Business environment Organizational values Cultural role model Organizational rites, rituals, and customs Cultural transmitters

Resolving Conflicts

Collaborating Accommodating Compromising Competing Avoiding

Planning Lifecycle Phase of a Project

Collect requirements Scope Develop a project management plan Creating a work breakdown structure (WBS) Develop a schedule risks and risk response plans communications management plan Estimate costs Determine budget procurement decisions Estimate resource requirements Define project roles & responsibilities Determine how performance will be measured Plan quality Conduct a kickoff meeting

Triple Constraint

Competing demands on projects: Scope Time Cost

How to Monitor & Control Risks

Conduct periodic staff meetings to evaluate actual work performance results with planned results in the project management plan Consider keeping a "Top Ten Risk" list

Def of Adaptive Life Cycle

Consider Adaptive Models ** When even PLANS may change*** Partially defined requirements Expected, possibly significant changes Moderate risk, due to unknown requirements Uncertain feasability, depending on nature of changes and new requirements Can be significantly complex Necessary involvement of customers and users during the project to propose changes and respond to evolving products and systems

Activities during the Execution Phase

Coordinate resources Supervise project activities Communicate wisely with team members re. timelines, deliverables, expectations Procurement

what is a Responsibility Assignment Matrix (RAM)

Correlates the project organizational structure to the WBS. Depicts the work that must be performed and the individual or team responsible for performing that work Common component in HR planning

Which project document answers the following questions: How do you accurately estimate project costs and determine the project budget? If there are variances in budget and cost, how will these be managed or controlled?

Cost Management Plan

Duration Compression Techniques

Crashing: adding more resources to activity; may result in increased cost Fast-Tracking: overlapping activities that are normally performed in sequence; may increase risk and result in rework

Test Environment Technique for Smooth System Transitions:

Create a test environment of computing hardware and software Implement the new systems, processes, and services in the test environment Bring in staff members to try out the new system in the test environment Obtain their feedback on how the new system is working and what changes should be made

5 parts of the TQM Model

Customer Focus Planning Process Process Management Process Improvement Total Participation

Six Sigma

DMAIC project methodology has 5 phases: Define the problem, the voice of the customer, and the project goals, specifically Measure key aspects of the current process and collect relevant data Analyze the data to investigate and verify cause-and-effect relationships Improve or optimize the current process based upon data analysis using techniques Control the future state process

Time Management Process Sequence

Define activities Sequence activities Estimate activity resources Estimate activity durations Develop a schedule Control schedule

Staffing Management Plan

Define roles and skills needed Determine timetable Determine availability Secure staff Identify training needs Iteratively refine plan

Risk Management Plan—Contents

Definitions of risk for the organization Probability and impact matrix Revised stakeholders' tolerances Reporting formats Tracking Roles and responsibilities Methodology Budgeting Timing Risk categories

During project planning the project team conducts a communication requirements analysis to:

Determine the type and format of information needed to develop the communications management plan. Identify the stakeholder information needs.

Order of the 4 HR Management Processes

Develop Human Resources Plan Acquire the Team Development of the Team Staffing Management

How to Manage Project Risks

Develop a risk management plan: Identify risks Perform qualitative & quantitative risk analysis Risk response plans Risk register

Types of Project Costs

Direct cost Indirect cost Fixed cost Variable cost

A resource calendar is used to _____

Display which staff are needed over time for the project.

How to Monitor & Control the Project Schedule

Document the work accomplished Compare actual progress with the project schedule Process change requests Use schedule compression techniques

Def of Crashing

Duration Compression Technique involves adding additional resources to perform an activity to compress the schedule, but may result in increased cost to the project

Def of Fast tracking

Duration Compression Technique involves overlapping activities that normally are performed in sequence. Compressing the schedule by performing activities at the same time or in parallel may result in increased project risk and rework

Properties of well-written requirements

Each requirement given a unique identifier and priority (if applicable) Clear and concise Testable Traceable to business need Usable by its audience: designers, testers, project managers.

T or F: The highest degree of uncertainty is in project closure.

FALSE!!!!!

3 types of contracts

Fixed-price or lump-sum contracts Cost-reimbursable contracts Time and material contracts

Def of Agile Life Cycle

Focus on delivering business value to customers Minimal Requirements, intentionally no attempt to try define them completely at the start View Changes as Desirable High risks; continually engage risk issues Uncertain feasability; excellent models when feasibility is in question Complexity can be significant stakeholders, developers and customers work as a team to evolve and enhance system System features define the scope

What Is a Project Charter?

Formal Authorization of a Project Issued by project initiator/sponsor Documents the business case Provides the PM with authority to apply resources Reviewed at project kickoff meeting

Stages of Team Development

Forming, Storming, Norming, Performing

Def of Life-Cycle (project approach)

Framework for managing the unfolding of a project over time Structured as a series of sequential, and possibly over-lapping, phases

Types of system requirements

Functional - what it does Nonfunctional - how users use the system Interface - how it relates to other systems

What is the purpose of the project charter?

Gain approval and formally authorize the existence and start of the project.

Purpose of Project kickoff Meeting

Gain support for the project Engage stakeholders so they can resolve any questions or issues before project planning

5 process areas of project management

IPEMC Initiation Planning, Execution/Implementation Monitoring and Controlling Closing

Outline of a Stakeholder Register

Identification Information (name, role, etc.) Management Information Level of interest, Influence, Expected level of participation Stakeholder-specific success criteria Background information/ management notes Management approach

Communications Management Plan

Identifies stakeholder information needs and defines the approach for communicating during the project. may include org charts, responsibility assignment matrix, name and contact info, meeting times and locations,

What is the "Identify Risks" Process

Identify and document potential risks that can impact a project how? Review project plans and documents, analyze assumptions, Engage key stakeholders Create a risk register

Purpose of the Monitor & Control Risks Process

Implement risk response plans, track identified risks, identify new risks, and evaluate the effectiveness of the risk response actions

An autocratic management style means _____.

That the manager makes decisions unilaterally, and without much regard for subordinates

Def of Linear Life Cycle

Increments Sequence is well known Requirements known Few changes expected Low Risk High Feasibility Low/Manageable complexity Minimal involvement of customers/users during the project

What are the 9 Knowledge Areas (PMI)

Integration Scope Time Cost Quality HR Communication Risk Procurement

Key communication methods are _____.

Interactive, push, pull

Outline of a Requirements Specification Document

Introduction Overview of the System & Operational Concept (a user's view of the intended system) System Requirements References

Outline of a Project Scope Statement

Introduction: Objective, Audience, Version Control Project Scope: Statement of Work, Deliverables, Assumptions and Constraints, System Boundaries Interfaces to Other Systems and Organizations Project Success Criteria References

What Are Procurement or Bid Documents?

Invitation for Bid (IFB) Request for Proposal (RFP) Request for Quotation (RFQ)

Def of Iterative Life Cycle

Loops Requirements moderately defined, some lack of clarity Few changes are expected, but able to respond better than linear models Low to moderate risk; iterations of process will provide flexibility and delivery of system in increments to enhance acceptance by users High Feasibility Low or Manageable Complexity Involvement of customers and users is needed to evaluate prototypes or early incremental deliveries

3 types of dependencies

Mandatory Discretionary External

Types of Activity Dependencies

Mandatory: Initial activity precedes the following activity Discretionary: Either activity can go first External: Something from "outside" is required that may impact sequence of activities

Activities during the Monitoring and Controlling Phase

Mange specifications Control scope creep Be flexible re. others ideas, but maintain scope Report on Performance

Role of PM in Team Development

Mediator Trainer Mentor Gopher Job Counselor Cheerleader Coach

The most important skill for a project manager or leader

Negotiation

Examples of Deliverables in Health IT Projects

New or re-engineered systems EHR implementation, Radiological imaging, order entry, billing IT-enabled processes, e.g., ER admission processing Outpatient service delivery RX fulfillment Web-based employee time reporting

Examples of Reasons for Health IT Projects

Operational Improvements e.g. wait time, processes Organizational Initiative: Two large physician practices are merging, integrate the EMRs

Key environmental factors to pay attention to during Project Selection

Organizational culture and cultural perspective of all involved parties. Will the culture support the project and the steps required to successfully undertake the project? Existence or lack of a project management information system. Is there is a system in place to support documenting all aspects of the project and to facilitate the key elements of monitoring and controlling the project? Workflow and processes. Are there established and accepted step-by-step, enforceable protocols for how to organize and manage a project? Human resource pool. Does the organization have staff with the skills and knowledge to undertake the project?

Def of Risk Register

Output of the Identify Risks Process contains information such as identified risks, probability of occurrence, impact of occurrence on project objectives, risk owners, proposed response strategies, and current status

Deming Cycle

PDCA CYCLE Plan Do Check Act

Components of an HR Plan

People Assigned to the project, their roles & responsibilities How to manage the team and staffing policies Describes how project resources will be acquired and released How training will be done Criteria for rewards and recognition Organizational charts and position descriptions

5 Project Risk Planning Processes

Plan risk management Identify risks Perform qualitative risk analysis Perform quantitative risk analysis Plan risk responses

Common Elements of Project Management

Planning the project Defining activities that make up the project Monitoring how the project is going Responding to changes that occur during a project Estimating resources -- what do you need to do the project, in time, people, materials?

Gap Analysis Technique for Smooth System Transitions:

Prepare an "as-is" model of how your current system operates Prepare a, "to-be," model Conduct a gap analysis Compare the, "as-is," and, "to-be," models so you can plan to, "bridge the gap"

Activities during the Closing the Project Phase

Present the project to stakeholders; receive official approval/acceptance Finalize project activities: file paperwork, formally close contracts, etc. Hold post-mortem with team: Review project processes, resources, budget, time lines, and outcomes

Def of Dimensions of Risk

Probability of event is the chance of a risk event occurring Generally is measured in percentages, real numbers, or nonnumerical Impact of event may be good or bad

A primary source of information for the project scope statement is the "-------"

Project Charter

Which project document includes: the name of the project, why you are undertaking this project, the objectives and constraints, who the key stakeholders are, and the project start and end dates?

Project Charter

Which project step will answer the following questions: What is the best method for taking on your project? How will your project unfold over time and how can you best manage that? What is the best way to structure your project as a series of sequential, and possibly over-lapping, phases?

Project Life cycle

Time, cost, and procurement management take place in which project management process?

Project Planning

Which project document answers the following questions: What is the importance of each constraint? What are the tasks that are dependent upon completion of other tasks? Is it possible to prioritize the constraints (rank order)? If you have constraints or dependent tasks can they be prioritized? What is the flexibility of a constraint? Can the deadline or budget of the project be negotiated? What is the customers' risk tolerance for changes to the project and plan?

Project Schedule

Techniques for Handling Change Requests

Project Steering Team or Change Control Board (CCB) Use configuration management procedures and tools Document all change requests

2 documents that help you define/manage scope

Project charter & Stakeholder register

2 methods to Analyze Identified Risks

QUALITATIVE ANALYSIS - High-level subjective approach QUANTITATIVE ANALYSIS - Numbers and data

Tools for Project Selection

Qualitative models Subject matter expert (SME) judgments "untouchables" concept Mandates internal or external Quantitative models or financial tools Net present value (NPV) Internal rate of return (IRR) Return on investment (ROI) Payback period

Forms of Power

Referent Formal Technical (SME) Coercive

First Step in Project Closing

Revisit the Project Charter and Project Management Plan Review Prior Phases, Activities, and Deliverables Don't give in to scope creep at this late stage by doing work that is not included in your project !

The document that defines the project team's approach to identifying, analyzing, responding to, and controlling risks is called the.....

Risk Management Plan

Which project document answers the following questions: What is the best way to avoid risky project elements? If there is risk you cannot avoid, how can you minimize or mitigate it?

Risk Management Plan

The two primary documents supporting risk management are....

Risk Register and Risk Management Plan

Parallel Operation Transition Approach

Run the new health IT system in parallel with the current system Advantages:You still have the current system in place, decide when to switch to new system Disadvantages: Can be expensive—and challenging for staff—to have both systems in operation

Which project document answers the following questions: How will you handle changes to the project that occur in mid-stream? How do you keep the work manageable when customers/clients/stakeholders continue to demand more and more from the project?

Scope Statement

acquire the project team process

Select the Project Manager Determine Size Facilities Determine Skill Requirements Duration of the assignment Equipment

Def of Process

Set of related actions directed at accomplishing a specific result minimizes risk and eliminates problems.

Work Breakdown Structure (WBS)

Sets the project boundaries - NOT A SCHEDULE Created after the project scope statement is complete Provides detailed scope definition, broken down into small manageable components Developed for all projects, regardless of size and complexity one of the most important project documents created during project planning because it helps prevent scope creep

Risk Response Strategies for positive risks (opportunities)

Share Exploit Enhance Accept

Simulation Technique for Smooth System Transitions:

Simulate the operation of the new system in the computing and workflow environment of the organization Experiment with the simulation model to gain confidence in the new system Simulation runs will help ensure that the new system will meet performance and responsiveness requirements of users

Which project document answers the following questions: who stands to be impacted by the operations and deliverables of your project, who are they by name, what is the nature of their stake in the project, and what are their expectations?

Stakeholder Register

Tools to Manage Stakeholder Expectations

Stakeholder Register Project Management Plan Communications Management Plan Issue Log Change Log Intangible Communication Tools: Communication Methods Interpersonal Skills Management Skills

Activities during the Initiating Phase

Start the project Who? What? Identify Stakeholders

Maslow's Hierarchy of Needs _____.

States that there are various levels of needs for an employee

4 Project Success Factors

Strong executive support Plenty of user involvement An experienced project manager Clear business objectives

What is a Requirements Specification document?

Structured document containing— Functional, nonfunctional, and interface requirements Assumptions and constraints Support requirements Training requirements

Requirements can be made more precise by use of.....

Structured language, such as use of "shall" statements to indicate a "must-have" requirement using req. software tools, and linking requirements to design, code, and test cases

Which are key characteristics of effective project teams?

Support and Trust Clear Objectives Cooperation and Conflict Process and Procedures

Cut Over Transition Approach

Switch to new system in one step Advantages: Simple —gets new system in operation Once the new system is in place, staff is motivated to work out the, "bugs" Disadvantages: Can be a disaster if not well planned and executed

Phased Strategy Transition Approach

Switch to new system in phases Advantages: Organization can ease into use of new system Can stretch out phases over time to match flow of funding Disadvantages: Requires breaking system into phases Delays implementation of full system

T or F: Planning for Human Resource Management starts after the project team has identified all activities that must be performed

TRUE

T or F:No project can run smoothly if expectations, responsibilities, objectives, and timelines are not clearly understood by all stakeholders, or those who are invested in your project.

TRUE

T or F: The scope statement is used to create a WBS.

TRUE A WBS is essential for project success because it ensures all work is identified (project management work, product. and product scope).

T or F: Customers may be ---Internal or External

TRUE respect role of customer even when part of your organization clarify your reporting roles to your senior management and your customer

4 risk categories

Technical  Organizational External Project Management

Reaons why projects are authorized and initiated

Technological advances Customer requests Legal/regulatory requirements Market demands

4 approaches to Situational Leadership

Telling Selling Participating Delegating

Def of a Project

Temporary - has a definite beginning and end Has Purpose - undertaken to create a unique product, service or result

Def of Requirements

The characteristics of the project and its deliverables that must be met

Work Breakdown Structure (WBS)

The document that shows the hierarchical structure of work to be done on a project

Define "Work Package" in terms of a WBS

The lowest level of task in a WBS, not further decomposed, used for estimating time and cost

Quality Management Plan

The purpose is to define activities or tasks that intend to deliver products while focusing on achieving the customer's quality expectations defined on the basis of the quality standards set by the organization delivering the product

Def of Champion

The stakeholder who is the principal advocate committed to the project and its success

Def of Project Sponsor

The stakeholder who provides the funding for the project

T or F: A risk register will include both threats and opportunities

True

T or F: Acceptance is a risk response strategy for positive and negative risks

True

T or F: Agile model, that makes no attempt to document requirements at the start because it is so often an unrealistic exercise

True

T or F: Every Project Has a Life Cycle

True

T or F: For adaptive and agile life cycles, you will want to have certain work packages be considered as planning packages—still assign budget to them, but defer any detail of their task structure

True

T or F: Iterative and adaptive models, that work well when requirements are partially known

True

T or F: Linear model of phases when requirements are well known and not likely to change

True

T or F: PMI's PMBOK® identifies 42 processes, organized into 5 groups

True

T or F: Probability and impact are assessed for each identified risk.

True

T or F: Project selection represents the implementation of an organizational strategy and requires a clear understanding of environmental factors in and outside the organization

True

T or F: Tools and techniques used in identifying project risks include documentation reviews, expert judgment, and assumptions analysis.

True

T or F: Typically, the project management plan is shared during the kickoff meeting.

True

T or F: The WBS is the foundation from which most planning stems. It provides a graphical view of a project, and organizes and defines the entire scope of the project.

True The project team will analyze each work package of the WBS to identify all the activities that need to be performed.

T or F: ISO 9000 and TQM are two different things

True they are not interchangeable ISO 9000 can be viewed as a subset of TQM

T or F: A project manager must be both manager and leader.

True As a manager a project manager must produce consistent results, including the planning, organizing, executing, and controlling operations of the project. As a leader, a project manager must lead at all levels, establishing a vision and strategy at the project and organizational level. The project manager must also be a positive motivating force for the team.

T or F: In a kickoff meeting project leadership often describes how the project fits into the organization's business strategy and the benefit in funding the project.

True It is also an opportunity for stakeholders to ask questions.

T or F: The requirements documentation is analyzed by the project team to develop a project scope statement

True This document provides a narrative description of the project scope.

T or F: While managing a systems development project, a project manager will utilize all of the following to identify project risks:Organizational process assets, Scope baseline and Activity cost estimates

True -- the PM WILL NOT USE "Inspection"

Why is it important to know your stakeholders?

Understanding their motivations will help you address concerns and avoid negative behaviors and tactics. You must know your stakeholders interests to effectively manage their expectations. Stakeholders can be a critical resource in determining the success or failure of the project.

How to Control Quality

Use the quality management plan to control quality Verify deliverables align to the quality standards required Identify causes of poor project processes or product quality Recommend preventive and corrective actions Process change requests by taking corrective action when required

Customer Acceptance Document

Used to formally record the customer's acceptance that the project is concluded Statement that the— Customer accepts project deliverables Project has been completed to the customer's satisfaction

Areas of uncertainty to identify risks

WBS Activity Lists Reliability, Experience & capacity of vendors Established use of resources Changing market forces Maturity of resources

Which project document answers the question: Now that you have defined project scope, how will you organize the work that needs to be done and clearly communicate to management in manageable work packages? in manageable work packages?

Work Breakdown Structure

McGregory Theory of Organizational Behavior

X and Y posits two types of employees: Type X and Type Y. Type X employees need to be monitored and encouraged to complete tasks, while Type Y employees are self-starters who will work without supervision.

ISO 9000 is

a Certification requires Auditing and Certification borrows principles from TQM requires Documentation of Procedures and Development of Quality Manual

Root Cause Analysis (or RCA)

a class of problem solving methods aimed at identifying the root causes of problems or incidents. This method approaches problem-solving by fixing or removing the original sources of the issue through an iterative and continuous approach, rather than attacking an individual current impact as it occurs.

What is the Schedule Management Plan

a document that contains information on how the schedule will be developed and controlled, how schedule processes will be measured, and what scheduling tool will be used.

What is the Risk Register?

a document that is developed early in project planning and progressively elaborated in the risk management planning process. contains risks, description of risks, results of the qualitative and quantitative risk analysis, risk triggers, risk owners, and planned risk response strategies.

quality management plan

a document within the project management plan. The document addresses project quality control (QC), quality assurance (QA), and continuous quality improvement.

What is the project organization chart?

a graphical picture of the organization and reporting relationships of the project useful when planning communications and identifying project stakeholders as well as determining project accountability useful for showing the "holes" that you have not filled in your project staff

Def of stakeholder register

a key deliverable during project initiation Record the results of stakeholder identification activity Use it to prepare for stakeholder management throughout the project

Examples of Adaptive Life Cycle Projects

a lot of stakeholder engagement plans may change Go Live of a system

The Juran Trilogy

a model of how an organization can better understand the relationship between processes that plan, control and improve quality and produce better business result Quality Planning Quality Control Quality Improvement

Earned Value Management (EVM)

a technique for monitoring and controlling your scope, time, and cost baselines. For each work package, EVM will use the assigned values, as well as actual number outcomes, for a project constraint to calculate variances from plan to outcome.

A flowchart is...

a type of diagram represents an algorithm or process shows the steps as boxes of various kinds shows order by connecting boxes with arrows

Def of Business Advantage

achievement of goals resource utilization Information-based decision making

Def of Schedule

activity-based timeline or project baseline; documents when the project activities will be completed

Def of Gold Plating

adding needless details to a project

Def of Effort

amount of work or labor hours necessary to actually perform a scheduled activity

Def of Stakeholder

an individual or organization actively involved in a project and whose interests may be positively or negatively affected by the project Examples: Champion, Sponsor, Customer, User

Def of Quality Assurance

applies to a process set of activities designed to ensure that the development and/or maintenance process is adequate to ensure a system will meet its objectives

Def of Quality Control

applies to a product a set of activities designed to evaluate a developed a work product

Total Quality Management or TQM Theory

based on the buy-in and participation of an organization's members. It's goal is the long-term organization success through customer satisfaction. benefits all members of the organization and society in general.

How to Capture Lessons Learned

capture lessons at project milestones Draft a document with team members contributing Conduct facilitated meetings

The Seven Quality Management tools

cause-and-effect diagram/Ishikawa/fishbone chart check sheet Control charts histogram/bar chart Pareto chart Scatter diagram stratification/flowchart/runchart

Ground Rules

clear protocols for behavior and project work provide a set of processes for how to deal with behavior outside of the protocols should be established early on via the project charter must be agreed upon and bought into by all team members

Components of a Business Case

considered after the project is acceptable from the strategic analysis Benefits to the organization Cost /benefits analysis over time Consequences if the project is not done Full life-cycle costs Qualitative models Quantitative models Risks

Def of Competitive Advantage

culture of execution and collaboration getting the "right" results reliably

Def of Activity relationships

diagramming technique to illustrate the activity's logical relationships: finish to start, start to start, finish to finish, and start to finish

What is the procurement management plan

documents the goods and services that will be procured from outside the project organization and the procurement approach

issues log

help you keep track of problems, both small and large Assign each issue an ID number, date, description, the planned response, and the person responsible for resolving it Update the log as the issue is resolved

Herzberg Theory of Organizational Behavior

if basic employment needs, such as salary or a safe working environment, are not met, people will not want to perform the work; on the other hand, these elements do not motivate employees to work. Rather, people are driven by the psychological aspects of employment, such as success, reward, and personal development.

Def of Flowchart

illustrates the relations between process stages by graphically presenting each stage as a box or shape, with arrows between the boxes showing the flow of the entire process.

Goal of risk management

increase the probability and impact of positive events and decrease the probability and impact of negative events in the project

Def of Pull communication method

internet sites, knowledge repositories, and other kinds of self-service information resources where people can go and consume the information at their will

Def of Float (Stack)

is the amount of time an activity can be delayed and not push back the early start of a successive activity, which are found on a noncritical path in the network diagram.

Def of Critical path

longest path of activities through the schedule network; establishes the soonest date the project can complete and has the greatest project risk

Def of Milestone

marker on a timeline with zero days duration; signifies a major achievement or important event in a project.

Def of Push communication method

memos, reports, and faxes in which one party pushes communications to another party

Maslow's Hierarchy of Needs

motivation operates as a stepped process to meet employee needs Physiological Needs - food, water, shelter, clothing Safety Needs - family security, protection Social Needs - belonging, friendship, love Esteem Needs - need to be a respected individual Self-actualization - to feel complete and valid in all aspects of self, to feel confident in being oneself THE pinnacle of the pyramid

The number of communication channels is defined by the formula:

n(n-1)/2 Where N is the number of people communicating.

When should you stop decomposing a WBS?

no longer practical tasks with no deliverables tasks have a separate external provider

What is a role requirements grid?

outlines the positions and duties necessary to complete the project details responsibilities, necessary skills, # of employees assigned to that role estimated start and finish dates for that role on the project.

What is the function of the project management team?

oversees the development and operation of the project aka: core, executive, or leadership team

Expectancy Theory of Organizational Behavior

people anticipate that they will receive positive reinforcement for their work. You can use the rewards to motivate your team members.

Requirements Management Plan

plan for managing requirements throughout the project gather req represent req change process ensure req are satisfied

Def of Matrix organizations

project staff have dual loyalties, to the project and their functional unit Has functional managers and program manager to oversee projects

Def of Functional organizations

projects operate within a single functional unit or across multiple units siloed

Def of Gantt chart

provides a good graphic illustration (bar chart) of the project schedule; chart is easy to construct and consists of listing project activities vertically on the left side of the bar chart and the schedule dates are listed horizontally across the top of the bar chart; good communication tool for the project team

Def of Project schedule network diagrams

schematic depiction of scheduled activities and dependencies (logical relationships of activities); model of sequenced activities

Examples of Linear Life Cycle Projects

simple software development project ADT project

Def of Statistical Process Control

the application of statistical methods to the monitoring and control of a process to ensure that it operates at its full potential to produce conforming product Determine Communication Needs

Def of risk

the effect of uncertainty on objectives Positive risk: opportunity to enhance project's success Negative risk: threat to project's success

Def of Scope Creep

the tendency of most projects to shift boundaries (money, time, etc) as the project moves forward

Def of Project Risk

those factors that may delay or obstruct a project's completion. Part of a project manager's job is to plan for and reduce the amount of risk to a project.

What is a resource calendar

tool used to determine which staff will be needed over time to complete the project Good for visualizing and planning resource allocation within an organization

Def of Duration

total number of periods (work periods; days or workweeks) that are required to complete a scheduled activity

T or F: For linear and iterative life cycles, you will typically be able to develop a WBS at the start

true

Def of Project-based organizations

work gets done directly through project managers projects are organized under programs, so a given program manager may have responsibility for several projects. This kind of organization is often found in consulting firms or professional service firms.