Def of a Project Show Temporary - has a definite beginning and end Def of Project Management Applied knowledge, skills, tools, and techniques to project activities to meet project requirements Def of Business Advantage achievement of goals Def of Competitive Advantage culture of execution and collaboration Def of Scope A recognized project constraints Def of Scope Creep the tendency of most projects to shift boundaries (money, time, etc) as the project moves forward Def of Gold Plating adding needless details to a project 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. 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 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 5 process areas of project management IPEMC 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 Def of Life-Cycle Phase Activities focused on a specific outcome Key opportunity for mgmt review of deliverables and milestone definition for a project Def of Process Set of related actions directed at accomplishing a specific result minimizes risk and eliminates problems. 4 Type of project life cycles (approaches 1. Linear Reaons why projects are authorized and initiated Technological
advances Activities during the Planning Phase Assemble your team Activities during the Execution Phase Coordinate resources Activities during the Monitoring and Controlling Phase Mange specifications Activities during the
Closing the Project Present the project to stakeholders; receive official approval/acceptance 4 Project Success Factors Strong executive support Common Elements of Project Management Planning the project Activities during the Initiating Phase Start the project What are the 9 Knowledge Areas (PMI) Integration T or F: PMI's PMBOK® identifies 42 processes, organized into 5 groups True T or F: Every Project Has a Life Cycle True Def of Linear Life Cycle Increments Requirements known Few changes expected Low Risk High Feasibility Low/Manageable complexity Minimal involvement of customers/users during the project Def of Iterative Life Cycle Loops 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 Def of Adaptive Life Cycle Consider Adaptive Models 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 Def of Agile Life Cycle Focus on delivering business value to customers 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 Examples of Linear Life Cycle Projects simple software development 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. Examples of Adaptive Life Cycle Projects a lot of stakeholder
engagement Examples of Deliverables in Health IT Projects New or re-engineered systems IT-enabled processes, e.g., T or F: Customers may be ---Internal or External TRUE clarify your reporting roles to your senior management and your customer Def of Functional organizations projects operate within a single functional unit or across multiple units Def of Matrix organizations project staff have dual loyalties, to the project and their functional unit Def of Project-based organizations work gets done directly through project managers 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 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? Components of a Business Case considered after the project is acceptable from the strategic analysis Benefits to the organization Tools for Project Selection Qualitative models Quantitative models or financial tools Examples of Reasons for Health IT Projects Operational Improvements e.g. wait time, processes Organizational Initiative: 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 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 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 Components found in a Project Charter -Title and Dates 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 Outline of a Stakeholder Register Identification Information (name, role, etc.) Management Information Purpose of Project kickoff Meeting Gain support for the project Engage stakeholders so they can resolve any questions or issues before project planning Planning Lifecycle Phase of a Project Collect requirements A primary source of information for the project scope statement is the "-------" Project Charter Def of Requirements The characteristics of the project and its deliverables that must be met 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 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. 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. 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. Activity Duration Estimation Techniques Analogous 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 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 quality management plan a document within the project management plan. The document addresses project quality control (QC), quality assurance (QA), and continuous quality improvement. T or F: Planning for Human Resource Management starts after the project team has identified all activities that must be performed TRUE Components of an HR Plan People Assigned to the project, their roles & responsibilities 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 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, Def of Push communication method memos, reports, and faxes in which one party pushes communications to another party 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 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 T or F: Typically, the project management plan is shared during the kickoff meeting. True 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 5 Project Risk Planning Processes Plan risk management 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 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 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.
What is the procurement management plan documents the goods and services that will be procured from outside the project organization and the procurement approach 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 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 When should you stop decomposing a WBS? no longer
practical 2 documents that help you define/manage scope Project charter Outline of a Project Scope Statement Introduction: Objective, Audience, Version Control Project Scope: Statement of Work, Deliverables, Assumptions
and Constraints, System Boundaries Project Success Criteria References Types of system requirements Functional - what it does T or F: Linear model of phases when requirements are well known and not likely to change True T or F: Iterative and adaptive models, that work well when requirements are partially known 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 What is a Requirements Specification document? Structured document containing— Requirements Management Plan plan for managing requirements throughout the project 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 Properties of well-written requirements Each requirement given a unique identifier and priority (if applicable) 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 Outline of a Requirements Specification Document Introduction Overview of the System & Operational Concept (a user's view of the intended system) System Requirements References Def of WBS Dictionary A Supporting document showing description of the task, responsible entities for its completion T or F: For linear and iterative life cycles, you will typically be able to develop a WBS at the start 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: The requirements documentation is analyzed by the project team to develop a project scope statement True T or F: The scope statement is used to create a WBS. TRUE Triple Constraint Competing demands on projects: Time Management Process Sequence Define activities 3 types of dependencies Mandatory Def of Crashing Duration Compression Technique Def of Fast tracking Duration Compression Technique Types of Project Costs Direct cost 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. 3 types of contracts Fixed-price or lump-sum contracts What Are Procurement or Bid Documents? Invitation for Bid (IFB) Def of Effort amount of work or labor hours necessary to actually perform a scheduled activity Def of Duration total number of periods (work periods; days or workweeks) that are required to complete a scheduled activity Def of Project schedule network diagrams schematic depiction of scheduled activities and dependencies (logical relationships of activities); model of sequenced activities 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 Def of Schedule activity-based timeline or project baseline; documents when the project activities will be completed 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 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 Milestone marker on a timeline with zero days duration; signifies a major achievement or important event in a project. Project management is organized into how many process groups? 5 Time, cost, and procurement management take place in which project management process? Project Planning The project team can estimate the likely number of work periods required to perform an activity by using which method? Analogous Def of risk the effect of uncertainty on objectives Positive risk: opportunity to enhance project's success How to Manage Project Risks Develop a risk
management plan: Risk Management Plan—Contents Definitions of risk for the organization 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 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 4 risk categories Technical Organizational External Project Management Areas of uncertainty to identify risks WBS Activity Lists Reliability, Experience & capacity of
vendors 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. T or F: Probability and impact are assessed for each identified risk. True 2 methods to Analyze Identified Risks QUALITATIVE ANALYSIS - High-level subjective approach T or F: Tools and techniques used in identifying project risks include documentation reviews, expert judgment, and assumptions analysis. True T or F: The highest degree of uncertainty is in project closure. FALSE!!!!! Risk Response Strategies for positive risks (opportunities) Share Risk Response Strategies for negative risks (threats) Avoid
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 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 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" 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 The two primary documents supporting risk management are.... Risk Register and Risk Management Plan The document that defines the project team's approach to identifying, analyzing, responding to, and controlling risks is called the..... Risk Management Plan What is the function of the project management team? oversees the development and operation of the project aka: core, executive, or leadership team Order of the 4 HR Management Processes Develop
Human Resources Plan Staffing Management Plan Define roles and skills needed 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 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. 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. 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 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. 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. Maslow's Hierarchy of Needs motivation operates as a stepped process to meet employee needs Physiological Needs - food, water, shelter, clothing Forms of Power Referent The most important skill for a project manager or leader Negotiation acquire the project team process Select the Project Manager Role of PM in Team Development Mediator Stages of Team Development Forming, Storming, Norming, Performing Resolving Conflicts Collaborating 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 T or F: A project manager must be both manager and leader. True 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. Management Styles Autocratic A resource calendar is used to _____ Display which staff are needed over time for the project. A responsibility assignment matrix is _____. A diagram that correlates the project organizational structure to the Work Breakdown Structure The role requirements grid is _____. A detailed breakdown of the roles required to execute the project A project organizational chart is ___. A graphical picture of the organization and reporting relationships of the project Maslow's Hierarchy of Needs _____. States that there are various levels of needs for an employee Which are key characteristics of effective project teams? Support and Trust An autocratic management style means _____. That the manager makes decisions unilaterally, and without much regard for subordinates Key communication methods are _____. Interactive, push, pull 4 approaches to Situational Leadership Telling 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. The number of communication channels is defined by the formula: n(n-1)/2 Where N is the number of people communicating. Tools to Manage Stakeholder Expectations Stakeholder Register Establishing Project Baselines Baselines: documented values used for future comparisons Key Baselines: 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. How to Monitor & Control the Project Schedule Document the work
accomplished How to Control Quality Use the quality management plan to control quality 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 Techniques for Handling Change Requests Project Steering Team or Change Control Board (CCB) Use configuration management procedures and tools Document all change requests 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. 5 parts of the TQM Model Customer Focus Dr. W. Edwards Deming System of Profound Knowledge (4 points) Appreciation of a system Pareto Principle 80/20 rule 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 Six Sigma DMAIC project methodology has 5 phases: 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 Deming Cycle PDCA CYCLE Components of Org Culture Business environment Organizational values Cultural role model Organizational rites, rituals, and customs Cultural transmitters T or F: ISO 9000 and TQM are two different things True they are
not interchangeable The Seven Quality Management tools cause-and-effect diagram/Ishikawa/fishbone chart 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. 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. 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 ISO 9000 is a Certification A flowchart is... a type of diagram 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 The Quality Management Plan describes the following components -Quality objectives and Key project deliverables and processes First Step in Project Closing Revisit the Project Charter and Project Management Plan Don't give in to scope creep at this late stage by doing work that is not included in your project ! Customer Acceptance Document Used to formally record the customer's acceptance that the project is concluded Statement that the— How to Capture Lessons Learned capture lessons at project milestones Draft a document with team members contributing Conduct facilitated meetings Cut Over Transition Approach Switch to new system in one step Disadvantages: Can be a disaster if not well planned and executed Parallel Operation Transition Approach Run the new health IT system in parallel with the current system Disadvantages: Phased Strategy Transition Approach Switch to new system in phases Disadvantages: 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 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 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 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 Which project step will answer the following questions: Project Life cycle 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 document answers the following questions: Scope Statement 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 Which project document answers the following questions: Project Schedule What is the purpose of the project charter? Gain approval and formally authorize the existence and start of the project. 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. Which project document answers the following
questions: Cost Management Plan Which project document answers the following questions:
Risk Management Plan What are the phases in project management life cycle quizlet?Resource plan; Financial plan; Quality Plan; Risk Plan; Acceptance Plan; Communication plan; Procurement plan; Contract suppliers; Perform stage-gate.
What are the 5 phases of a project's lifecycle?The project life cycle includes the steps required for project managers to successfully manage a project from start to finish. There are 5 phases to the project life cycle (also called the 5 process groups)—initiating, planning, executing, monitoring/controlling, and closing.
During which phase of a project is the scope of the project defined quizlet?The planning phase creates an approved scope, budget, and schedule so that the project can move to the executing phase of the project life cycle. During the executing phase, needed talent is added to the project team.
What are the project management phases what is accomplished in each phase quizlet?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.
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The phase of the project management life cycle that outlines the overview of the project Quizlet
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