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Flashcards

Project Management from Slide 3 until end

Olesja Cirule Project Management English 59 cards

Cards in this deck (59)

  1. 1What is Project Organisation?Totality of organizational units that are necessary for the project realization
  2. 2What does the 'Project task/structure analysis implement?The design of the project team(inside) and its relationship to the organizational units of the parent
    organization(externally)
  3. 3What does the 'Project Process analysis' implement?The efficient design of work procedures/processes within a project
  4. 4What is a 'Project System'Subsystem of an organization
  5. 5Which components do belong to a project system?-Client, customer -project team -project leader -councils -client system
  6. 6Describe each component of the project systemClient: creation&establishing a project, makes resources available
    Project Team: execution of the project, timing of collaboration
    Project Leader: coordinates, leads and directs the project, directive,decisions, responsibility
    – project coordinator: no direction rights
    – project leader: disciplinary direction rights
    Council: coordination, information and communication function, bears overall responsibility for
    project,
    Client System:environment of proj. system
  7. 7What obligations do PM's and Managers have?PROJECT MEMBERS HAVE A REPORTING OBLIGATION, MANAGERS HAVE INFORMATION OBLIGATION!
  8. 8State the 3 types of Proj. Organization and explain briefly.1)Influence-project Organization, 2)Pure project organisation, 3) matrix project organization
    1) staff doesnt work full time, coordination through normal management channels, proj. coordinator, 1 manager, 1 project that decides about procurement, production, sales
    2)proj. leader with all decision & direction rights, staff works full time, independent organization -> different projects in different departments
    3)2 chains of demand, 1 along functional lines (Procurement, production, sales), other one along project lines (Proj.A, Proj.B), looks like a matrix
  9. 9Give Advantages and disadvantages for each kind of Proj.Org.1) + flexibility, in-depth expertise, no change
    - lack of focus, slow, poor integration
    2) + simple, fast, cross functional integration
    - expensive, difficult post project integration, internal strife(interner Wettkampf)
    3) + efficient, flexible, easier post project transaction
    - slow, stressful, infighting (interne machtkämpfe)
  10. 10Explain 1) 'Disciplinary Direction' (for functional line units) & 2) 'Functional Direction'(for project leader)1) formal direction, includes training, education of staff
    2) specific functions/objects processes, authority to set guidelines
  11. 11What are the two phases of Process Analysis? Give an Examaple1)project phase plan, definition of the main working steps 2) project planning, detailed scheduling
    Example:
    (Project preparation) -> Conception -> Specification -> Realization -> Implementation ->(Systemoptimisation)
    within the main body of the project(conception till implementation) takes phases of working steps, methods and tools place
  12. 12What is a 'Milestone'?-Stages into which a project is divided for monitoring & measurement of work performance
    -A milestone is a task of zero duration that shows an important achievement in a project. Milestones are a way of knowing how the project is advancing if you are not familiar with the tasks being executed. They have zero duration because they symbolize an achievement, a point of time in a project.
  13. 13Explain the main points of the 'Waterfall Model'process model, especially for software projects, each phase must be completed fully before the next phase can begin, usually for small projects, at the end of each phase a review takes place to decide
    to continue or discard the proj.,
    BUT; high amounts of uncertainty, poor for long ongoing proj., not for complex proj.
  14. 14Explain the main points of ' Spiral Models'4 phases: -planning -risk analysis -engineering -evaluation, mostly for software projects, project
    repeatedly passes through these phases in spirals
    BUT can be expensive, doesnt work well for smaller projects
  15. 15What are the advantages and disadvantages of Project Phase Plans?+solid basis for monitoring and control, facilitation of proj training
    -loss of individuality through standardization, high level of abstraction
  16. 16Name the steps of the Process of the Management of Projects1) Project start
    2) Specification of objectives
    3) Project planning, forms basis of entire proj.implementation
    4) project implementation, about execution of proj.plans, controlling has priority
    5) project control
    6) project closure, conclusion instruments to ensure that all stakeholders are satisfied
  17. 17What s the 'Feasibility study'?Is the project feasible from the current view? Evaluating the proj. Potential for success checking technical, economical, legally, ecological and social feasibility
  18. 18How does a project Start?2 phases, preparation of the project and Kick Off Meetings (official start)
  19. 19What are the tasks for the preparation phase?Contract negotiations, formulating and giving project order, analysis of proj. Environment, planning proj. Management system
  20. 20State possible contract negotiationsregulations for disputes, determination of price, performance specification
  21. 21What is the Project order?All relevant aspects & frameworks summed up in a comprehensible language for all persons concerned
  22. 22State possible project ordersdescription of proj objectives,
    presentation of risks
  23. 23The environmental analysis of a project can be divided into 'Task project environment' and 'global project environment'. Give examples of affected stakeholders.1) customer, supplier, entire company, proj. Team
    2) society, political institutions, financial market, economic development
  24. 24Stakeholder Analysis Explain what stakeholders are.Individual group that is interested in natural resources of the project area and that will be affected by project activities
  25. 25What are the steps of a Stakeholder Analysis?1) identifying key stakeholders & their interests
    2) assessing influence &importance of each stakeholder & their potential impact on the project
    3) identifying how to engage stakeholders
  26. 26Explain Stakeholder Matrix Analysiscommon method of stakeholder analysis, stakeholders are plotted against 2 variables: importance of stakeholder & influence of stakeholder, all stakeholders are listed and prioritized to find out who the key stakeholders are
  27. 27What are the instruments of Management?Planning&Controlling, Organisation, Information & Communication
  28. 28Explain each step of the instruments of management1) Planning&Controlling: predefinition of project schedule (project phase plan), specification of project-related processes such as design of management processes (cost, time,
    performance), planning of accompanying processes (quality&risk management)
    2) Organisation: decision about type of proj.organization, management tasks(responsibilities), clear competence rules
    3) Information&Communication: reporting and documentation rules, building framework for communication
  29. 29What is the difference between goals and objectives?Goals are 'high level statements' of what the project is trying to achieve and should align to business goals, whereas objectives describe specific deliverables that only the project will deliver with the so called 'lower level statements'
  30. 30Explain the 'Target Hierarchy' briefly1)Project vision (goal) 'why is the project relevant for our company?what is the most important goal?'
    2)Strategic project objectives 'what are the project objectives from a strategic point of view?
    3)Operative Project Objectives(cost, time, quality) 'what are essential conditions, which requirements?
  31. 31State the 3 main Target RelationshipsInterdependence – competing, complementary, neutral objectives?
    Preference – defining preferences
    Instrumental relationships – question of the existence or an end, sub-targets for reaching main-
    targets
  32. 32Explain the SMART ConceptS= specific (specific outcomes)
    M= measurable (what are the measurement criteria?)
    A= achievable (are the objectives reachable?)
    R= realistic (sensible, pragmatic&prioritised activities for achieving set goals)
    T= timely (time limit imposed for reaching goals)
  33. 33Describe the Process of Objective Specification. Name them in order, each with a decreasing uncertainty.1st phase 'strategic selection process' :high uncertainty, 'should we start that project?'
    2nd phase 'Project start':determining general objectives, visions &overall role of project, negotiations, environmental analysis & Kick-off start
    3rd phase 'project planning': based on final objectives,time budget & resources are planned, with a specification sheet everyone gets a particular goal
    4th phase 'project implementation': milestone decisions, if target data doesnt fit -> change in management
    5th phase 'project closure': status report, how successful was the applied strategy, problems involved?
  34. 34Why do we need planning?Less stress, control, prepared & easier to change strategies, lot of effort to find resources during beginning but later only implementation
  35. 35What are the sub-processes of project planning?1. WBS, Work breakdown structure planning: break down overall task into individual goals&work load packages
    2. workload planning: how much time to fulfil workload package?
    3. process planning: determine timely&logical order of working packages
    4. schedule planning: schedule for working packages, is there a buffer/too less time?
    5. resource planning: quantity&quality of resources, outsource workload packages?
    th cost planning:calculating costs for any package
  36. 36How can Work Breakdown Structure be applied?Either via 'Bottom-up'(from single task to overall task) or 'Top-down' (from overall task to WP's) procedure
    mostly top-down procedure is used
  37. 37What are the elements of WBS?Task, sub-task, Work package (WP's can be on different levels)
  38. 38What are the Parameters for Work Packages?Tasks?, persons in authority? Resources? Documentation? Time schedule? Place/area? Planned costs? Existing risks?
  39. 39Define Workload PlanningEstimation of the expense (necessary working time) which is necessary for the successful completion of a project
  40. 40What happens if estimations of workload planning were too low? or W hat if estimations of workload planning were too high?Not enough money, cause project exceeds budget
    or
    Every project fully exploit the budget → difficult to notice afterwards
  41. 41Explain the 3 steps of Workload Planning briefly.1) estimation of the amount of work (expense) to achieve goal
    • man-days / man-hours
    2) estimation of the intensity of resources to deliver the amount of work
    • personnel deployment in percent
    • planned absence can not be considered
    3) necessary time
    • based on previous 2 steps
    • duration in days/weeks/hours
  42. 42Define Process Planning• obtain an overview of the organisational and technical interrelationships within a project.
    • Dependencies/ parallelisation btw activities
  43. 43Define the Network Technique• all procedures to analyse/describe/plan/control the process on the basis of graph theory
    • graphic representation of logical & chronological order of activities
  44. 44What are Characteristics of Network Technique?• Realistic estimation of deadlines
    • identification of financial needs/operating materials
    • project control based on acquired data
    • visualisation of deviations
  45. 45What are the Elements of a network plan?• Functional Elements: activity, event, precedence, relationships
    • Formal Elements: node, arrows
  46. 46Out of what does a network plan consist of?• Nodes
    ◦ activity with defined beginning & end
    • Arrows
    ◦ activities & precedence relationships
    • Activity
    ◦ process with defined beginning & end
    • Event
    ◦ defined state within the project progression
    • Relationship
    ◦ connections btw 2 activities/events
  47. 47Explain the Precedences of Relationships• Finish to Start
    ◦ A must be finished before B can start
    • Start to Start
    ◦ A and B may start at the same time, but B cannot start until predecessor (Vorgänger) A begins
    • Finish to Finish
    ◦ A and B may end at the same time, but successor B cannot finish until predecessor A finishes
    • Start to Finish
    ◦ A must start before B can finish (seldom)
  48. 48What are the steps of a Network Plan?1. Design of a Network Plan
    • WBS in logical order
    2. Time Analysis
    • estimation of duration of activities
    3. Optimisation of Network Plan
    • optimal solution regarding to technical & time conditions
    4. Use of Project Control
    • can be used for monitoring project progress
  49. 49TIME ANALYSIS Give a short overview:• estimation of duration
    → workload planning
    • determining of time slack/reserve
    → Time Float or Slack
  50. 50How can date calculation be scheduled?• Early Start Date
    → earliest possible time an activity can start
    • Early Finish Date
    → Earliest possible point in time the activity can finish
    • Late Start Date
    → Latest point in time that an activity may begin
    • Late Finish
    → Latest point in time a task may be completed
  51. 51Explain the Critical Path Method• its an algorithm for scheduling a set of project activities
    • he sequence of scheduled activities that determines the duration of the project
  52. 52How can Time Float be distinguished? Explain briefly.• Total Float
    ◦ amount of time that an activity can be delayed from its Early Start Date (ES) without
    delaying the project Finish Date (FS)
    • Free Float
    ◦ amount of time that an activity can be delayed without delaying the Early Start Date (ES) of
    any successor (dendrochronology) activity
  53. 53How do you calculate each Time Float?• Total Float: Last Finish Date of activity minus Early Finish Date of activity
    ◦ LF – EF
    ◦ e.g. Chart (Backward Pass): Activity 02: LF= 9; EF=4
    → 9 – 4 = 5 → Total Float of 5 days.
    → OVERALL: more time for activity 02 will reduce time float doe successor's activity
    • Free Float
    ◦ ES of next activity – EF
    ◦ e.g. Chart (Backward Pass): Activity 05: ES of 07 = 21; EF = 12
    → 21 – 12 = 9 → Free Float of 9 days.
    → The Early Finish date of 05 can be delayed by 9 days without delaying the Early Start Day of the successor (07)
  54. 54What are pros and cons of the Network Technique?• PRO:
    ◦ representation of complex relationships
    ◦ recognition of 'critical paths'
    ◦ foundation for project controlling
    ◦ coordination&cooperation&planning can be improved
    • CONS:
    ◦ high demands
    ◦ lack of flexibility
    ◦ precedence relationships are not always clear
  55. 55RESSOURCE PLANNING Explain.• Determination and optimisation of all project resources (quantitative & qualitative)
  56. 56List 4 resources of Resource Planning• Personal
    • Equipment
    • Material
    • Finance
  57. 57What are the 4 necessary activities of resource planning?1. Assessing need or resources
    2. assessing amount of available capacity
    3. comparison of capacity & needs
    4. resource optimisation
  58. 58What are the 4 additional measures for the change of work packages in order to optimise resources?1. Relocating
    → transfer of activities
    2. Stretch
    → more time for processing
    3. Upsetting
    → temporal reduction
    4. Division
    → decomposition/fragmentation work package into additional WP's
  59. 59—

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Description
Project Cards
Created by
Olesja Cirule
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Tags
projectmanagementfun
History
  • Created by a deleted user · Jun 26, 2016
  • Copied by Olesja Cirule · Oct 20, 2017
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