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Flashcards

A2 IT Project Management

Sean Byrne IT AS level English 84 cards

A2 IT Project Management

Cards in this deck (84)

  1. 1ConceptionStart of a project
  2. 2Gantt chartA chart used for planning a project
  3. 3ExecutionThe development stage of a project
  4. 4ClosureCompletion of a project
  5. 5Why do projects need to be managed properlyThis is in order to ensure deadlines are met, resources are available and everybody knows what they're doing
  6. 6What happens during the conception stageThe initial ideas for a project are identified and goals are met. Decisions are made if a project is appropriate by doing a feasibility study which determines whether or not the project will benefit the organisation
  7. 7Roles of stakeholders in conceptionRequirements are set so that stakeholders know what to expect of the project. Objectives of the project, its scope, risks and approximate budget and approximate timescales will be agreed between the stakeholders
  8. 8Why is planning essentialSo that stakeholders know their responsibilities during all stages. Ensure that the appropriate amount of time for each part of the project is allocated
  9. 9What goes on in the planning stageA comprehensive budget will be formulated along with the details of timescales. Milestones will be set, by that time certain parts of the project must be complete. These parts/tasks will be identified and prioritized
  10. 10What does a Gantt chart look likeWhat does a Gantt chart look like
  11. 11Why is the execution importantIt is critical that the plan is followed so that resources are used at appropriate times as any delays will have a knock back effect on successor tasks
  12. 12Why is monitoring and control importantThis is essential to project managements as they will be responsible for ensuring tasks are completed on time and monitor the performance of each team member. They also monitor expenditure and compare it to the budget set intially
  13. 13Why is closure importantHandover from the project manager to the client. This is where contracts will be terminated so some team members may need to find alternative work. Review of the project will take place where the success will be evaluated between the client and PM
  14. 14CollaborationWorking together
  15. 15Desktop project management softwareThis requires installation to a specified computer or set of computers. Where there is only one project manager for monitoring, this can be useful for sophisticated tasks. Some software allow for multi-user access, but as communication cannot be used within the software, collaboration can be difficult
  16. 16Web based project management softwareThis can be accessed through a browser where it is installed on an intranet or in the cloud. There can be delays in processing data and it requires an internet connection but collaboration can take place as it can be accessed by any user on any computer
  17. 17Single user project management softwareThis is a type of desktop system that is tailored to small projects for one project manager to use only and so it prevents any type of collaboration and communication
  18. 18Personal project management softwareSoftware that the home users/clients can use to become the project manager. It will be single user and include a simple interface with basic features such as: timeline, task management and resource planning
  19. 19Collaborative project management softwareThis is software intended to be used by several workers at once. There may be several sub project managers who are responsible for updating parts of the plan. This type of software is usually web based or delivered on a client server model
  20. 20Critical pathThe tasks which must be completed on time for a project to complete on time
  21. 21Planning in project management softwareMost of the planning is concerned with scheduling tasks and allocating resources to those tasks. However, key milestones can be identified with success criteria.
  22. 22Scheduling of tasks in project management softwareSoftware will allow the users to create a Gantt chart to show an overview of the tasks needed to complete on a timeline
  23. 23Features of Gantt chartsTasks assigned will have an estimated duration they will take to complete
    The project manager will identify which tasks are dependent upon other tasks
    Tasks can be delegated to other members
    How many hours have been spent on each task will be shown
    Milestones can be identified
  24. 24Resources in project management softwareCosts are assigned to task so the project manager can see how their use will affect the budget and help avoid resource conflicts and identify member overloads
  25. 25Costings in project management softwareThe project manager will be able to calculate the total cost of each task based on how many hours each resource is used. It can keep a record of all expenses
  26. 26Communication in project management software (Calendar)Each team member will have a calendar showing what they are doing at what time. This enables meetings to be schedules with each team member as well as attachments for documents
  27. 27Communication in project management software (IM / video chat / video conference)These tools will enable team members who are working remotely from each other to communicate in real time so that they can share ideas and discuss progress
  28. 28Communication in project management software (Shared documents)All documents are stored in a central storage unit or server for each team member to access. Documents can be assigned to tasks, resources or milestones so that they are available when needed. Changes to documents can be tracked and can notify team members.
  29. 29Communication in project management software (Discussions/forums)These can be set up for tasks, documents or milestones so that discussions between team members can be held. Useful when team members aren't available at the same time and comments and suggestions can be added
  30. 30Communication in project management software (Progress)The software can inform members and the manager of the progress that is being made. Tasks can be updated to show how near to completion they are
  31. 31Decision making in project managementCommunication can be logged so it is clear to see what decisions have been made and by who. If problems are occurring, the software will highlight tasks to see what adjustments will need to be made.
  32. 32Feedback in project mangamentGraphs, charts and reports can be used to analyse the budget, scheduling and task progress. Comparisons can be made and decisions can be made according to these
  33. 33PredecessorA task in project management that must be completed before another task can start
  34. 34Critical Path AnalysisFinds a projects critical path. Which identifies which tasks much be completed on time for the whole project to complete on time, and defines the minimum time in which the project can be completed
  35. 35Float timeThe float time is the time an activity can be delayed without affecting the rest of the project
  36. 36What information is needed to create a CPAThe list of tasks
    How long each task will take
    Which tasks are dependent upon predecessors
  37. 37Disaster Recovery PlanNeeded for disaster events so that recovery can be completed as quickly and effectively as possible, minimizing disruption to the organization
  38. 38Risk assesmentInvolves identifying the potential risks to an organisation, analyzing the potential impact to the organisation and the likelihood of each risk occurring
  39. 39List of potential hazardsPower cut
    Fire
    Flood
    Denial of access to premises
    Malware
    Unauthorized access to data
    Theft of data
    Corruption of data
    Loss of key personel
  40. 40PerpetratorsPeople who could deliberately cause problems
  41. 41How likelihood is calculatedOn a scale of 0.0 to 1.0
    1 being 100% certainty
  42. 42Examples of impact to the businessLoss of revenue
    Damage to organisation's image
    Penalty fees
    Cost of recovery
    Effect on other business activities
  43. 43Categories in which business activities can be put inActivities which must continue
    Activities which could be scaled down
    Activities which could be suspended
  44. 44How to calculate riskRisk = Likelihood x Impact
  45. 45How to secure risksAccess rights and password
    Bio-metric security
    Firewalls
    Backups
    Encryption
    Malware security
    Physical security methods
  46. 46Recovery managementProcedures need to be put into place to plan for recovery after a disaster has occured
  47. 47Activities in recovery managementRestoration of backups
    Replacement of hardware
    Re installation of software
    Emergency replacement of key personnel
    Emergency office accommodation
  48. 48RPO (Recovery Point Objective)The point in time prior to the disruption to which data must be recovered
  49. 49MTD (Maximum Tolerable Downtime)This is the maximum time that each business activity could tolerate not having access to their essential system functionality
  50. 50RTO (Recovery Time Objective)This is the estimated maximum amount of time that the organisation or business activity has in which to recover its systems and resume operations
  51. 51Recovery testingImportant to test disaster recovery plans such as restoring data and systems. Backed up data should be tested daily to ensure that the backup process has succeeded
  52. 52PrototypeA 'mock up' of a software or manufactured solution
  53. 53RADRapid application development
    Uses prototyping to develop a system in a very short time frame, usually less than six months.
  54. 54Uses of prototypesIt is used during the design stage to demonstrate how a system will look will and work. Used so that the client can get a feel for the new system and provide any feedback as well as comparing it to the requirement specification
  55. 55Evolutionary/incremental prototypingThis type of prototyping is where the requirements are specified, an initial prototype is developed, the prototype is then reviewed and then requirements are clarified and the prototype is improved based on feedback
  56. 56Benefits of using evolutionary prototypingEnd users may request enhanced or new features that they discover they require as the prototypes are being developed, features they would've have thought of at the initial requirements. Users can get used to using the parts of the system before the whole
  57. 57Throwaway/rapid prototypingThe prototype will never become part of the final delivered software, but will be discarded. A loosely, working model is created following a short investigation with the aim being to have something to show to clients to get feedback ASAP
  58. 58Diagram of evolutionary prototypingDiagram of evolutionary prototyping
  59. 59Diagram of throwaway prototypingDiagram of throwaway prototyping
  60. 60Benefits of rapid developementEnables the requirements to be fine tuned early in the process which is more cost effective than to continually improve. The main aspect to the prototype will be the user interface which the client will be able to test and experience
  61. 61Advantages of prototypingProblems can be identified early during the process and modifications made before it become costly to change
    Requirements can be clarified and refined
    The end users will be involved more in the process giving them more ownership
    The developers will have a much better understanding of what the users are expecting
  62. 62Disadvantages of prototypingRequirement analysis can be rushed, meaning prototypes don't reflect much of what the end users were expecting
    They can often get lots of ideas about features they would like included, which can lead to disappointment if these features can be funded
    Initial costs of developing a prototype are high compared with traditional designs
  63. 63Drawbacks of throwaway prototypesThe prototype will become rushed and when trying to develop it into a working system, it may have significant design flaws that carry through to the end solution
    May have false expectations of the timescale to develop a real working solution
  64. 64Drawbacks of iterative prototypingFeedback can sometimes last too long if the user is regularly wanting changes to be made to the latest prototype
  65. 65How are requirements gathered for RADFocus groups
  66. 66JADJoint Application Development
    Where users are key players and provide feedback to the prototyping for refinements
  67. 67How are deadlines met in RADStrict deadlines are allocated to the development of the system by allocating time boxes to the development of each requirement
  68. 68Other features of RADReuse modules of software that already exist, rather than developing form scratch.
  69. 69How users get involved in RADSoftware application frameworks can be used to develop the solution whereby a complex graphical user interface can be created using drag and drop functionality
  70. 70Waterfall methodRequirements
    Design
    Implementation
    Verification
    Maintenance
  71. 71Requirements in the waterfall methodThere will be lots of communication with the user at this stage in order to elicit the requirements of the potential solution
  72. 72Design in the waterfall methodThe interface and structure of the system will be designed.
  73. 73Implementation in the waterfall methodThe system will be developed which often involves programming
  74. 74Verification in the waterfall methodEnsure the project meets the customer's requirements
  75. 75Maintenance in the waterfall methodThe system will then be used and during its use there may be problems that are discovered that need to be corrected or other changes that need to be made
  76. 76Advantages of RADUser involvement means that the end solution is more likely to be suitable for the end users
    Evolutionary approach of RAD enables the requirements to involve
    It is quickly recognized when requirements are over ambitious and so can be simplified
    The strict deadlines ensure that the project will be completed on time
    Prototyping of the interface with user involvement means less time is spent on design and more on development
    Software application frameworks mean that a user interface can be developed quickly and users can even be involved in configuring the layouts of screens and reports
  77. 77Disadvantages of RADRequirements are not clearly specified from the outset and so the final solution may not meet the entire needs
    Users are required throughout the whole process which can lead to work overload
    The structure of the system may be compromised, as the focus is on the user interface
    The strict deadlines means that some parts may be rushed
    Existing software modules will not have been designed for the exact requirements
    Users not involved in JAD approach may feel left out
  78. 78CADComputer aided design
  79. 79CAMComputer aided manufacture
  80. 80How does CAD workUses vector graphics to create objects in two dimensions or three dimensions . Objects can be stretched, resized and moved and properties such as material and colour can be changed
  81. 81What are object librariesAvailable in CAD software so that the user can select standard objects. E.g. if designing a house, an object library could include steel beams, walls, windows etc.
  82. 82Application for CAD/CAM includeLandscaping
    Vehicle Manufacturing
    Textiles production
    Carpentry
    Manufacturing of components
    Printed circuit board
  83. 83Benefits of CAD and CAMExpensive prototypes are not always necessary as users can experience 3D models
    CAD drawings can be modified and enhanced without manufacturing cost
    A list of required materials can be produced from the CAD drawings automatically
    CAD models can be viewed from many angles by rotating the model and elements can be magnified
    Components that have been designed once can be reused
    CAD requires fewer designers than traditional drafters and so it is cheaper for busienss
    CAM enables products to be mass-produced consistently
    CAM is more precise than manufacturing by hand
    Manufacturers drawings can be created seamlessly
    CAM removes the need for manual labour and so reduces costs
  84. 84Drawbacks of CAD and CAMBoth CAD and CAM have led to the loss of jobs and the need for re-skilling of employees
    Testing using a model will never provide the same results as testing using the manufactured product
    Although a user can experience a 3D model, it is not the same as walking through a real building
    CAD software is very complex and so highly trained staff are required to use it
    Initial costs of purchasing CAD software can be high
    Design developed with CAD can include errors made by the designer as the software is not intelligent enough
    Designers are limited to using vector objects based on geometrical modelling

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AS level IT Flashcards on A2 IT Project Management, created by Sean Byrne on 04/12/2017.
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Sean Byrne
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