These slides are intended to aid in learning the core concepts within the IT Project + course. These questions in no way reflect the actual exams and do not guarantee any success of passing them.

Mark Grimes, MBA, PMP, MCSE, CNE, CCNAMgrimes@nhmichigan.com

http://mywebpages.comcast.net/mcsepmp

Disclaimer

Power Point Flash Cards

Review Day 1, 2, 3, 4

IT Project +Day 1 Review

A little morning mental exercise from Principles…

The PM Work Environment: Coping with Time and Stress

Dinsmore, Martin, and Huettel

1981 PMI Symposium Survey of over 800 PM

Professionals

How do you think your day is broken down by %?

RESULTS OF THE SURVEY….

20% meetings.

15% paperwork.

14% coaching, listening.

12% telephone.

12% closed door concentration.

What are ways you could better manage your time?

Brainstorm in your group and pick top five responses

Peter Drucker recommends..Make a time log

Record you activities for a week

When confronted with the facts, you are forced to take stock and make improvements

and become proactive

Drucker finds that the major time bottlenecks are..

Paperwork

Meetings

One-on-one coaching/mentoring

Telephone calls in/out

Drucker’s Recommendations….

Pareto 80/20

Trim and prioritize work

Plan time first, then work… lay out the day in blocks of time, then prioritize items to fit

the blocks

For less important items…delegate, reorganize, eliminate

For more time and stress management tips…

Read Principle pp. 45-63

Functional

Matrix

Projectized

What are the 3 organization types?

Functional

This type of requirement refers to the “What” is to be done?

Technical requirements

“How” the solution is to be implemented

Database Model

OS Platforms

Network Requirements

Hardware Requirements

Major Categories under the Technical Architecture

would be?

The risk event

Measure of the probability

Impact or Severity

What are the 3 components of RISK?

A group of related projects managed in a coordinated

fashion is a _______?

Program

P3 refers to…

People, platforms and processes used in analyzing opportunities

The doctrine of specialization would indicate what type of organizational

structure?

Functional

4 key steps in Problem/Opportunity

Identification

An accurate statement of current state

Statement of future state

P3 analysis in moving from current to future state

Stated Benefit from the above

What type of organizational structure exists for managing large complex projects without having

enough resources to become projectized?

Matrix Organization

Someone whose interests may be positively or

negatively influenced by the project is known as ______

Stakeholder

A tight matrix is most similar to what kind of organization?

None. It simply describes proximity of team members

Business Requirements

These are known as the “Why” a project is being done

What are the phases for the Project Management Life

Cycle?

Initiation

Planning

Executing

Control

Closeout

If there are differences in Stakeholder requirements, in whose favor should they be

resolved?

Customer

What are some examples of General Management skills?

Leading, Controlling, Communicating, Negotiating, Problem Solving

A document that contains the opportunity, evidence, impact, outcome, metrics and benefits succinctly is know as ______

Project Concept Definition

A group dynamic process used to enhance

communications and reduce conflict is know as …

Facilitation

In what phase would team creation of the WBS occur?

Planning

Who should sign the Project Charter?

Senior Management

The construction of general agreement or judgment

regarding a particular point or issue is known as..

Consensus Building

A kickoff meeting should occur at the end of which

phase?

Planning

Integration is the duty of…

Project Manager

What three areas should be covered in Lessons

Learned?

Technical

Gen PM

Gen Mgmt

Back to the courseware…

REVIEW

What are some common generic reasons for initiation of

a project?

Business Opportunities …the “why”

Market Demand

Technology advance

Social needs

But often due to informal drivers (in reality)

What is the Major Output of Project Initiation?

The Project Charter

Name some of the major components of a Project

Charter

Formal authorization of PM and assigned authority level

Initiation of the Project

ID Business Need

Goals/Objectives

How is a Scope Statement different from a Project

Charter?

Clearly defines deliverables/services

Forms agreement w/customer

What is the guideline for the length of Work Packages

8/80 Don’t track less than a day

If more than 10 days, break it up

A graphical representation of Work Packages and their

dependencies is aka

Network Diagram

What else may occur before Project Initiation?

Needs Assessment

Feasibility Study

Preliminary Plan

Cost/ Benefit Analysis

What of the following is a lie?• The purpose of requirements is to verify mutual

understanding of the requirements with the client• Most Project Managers not only manage, but are

effective leaders that have both the authority and ability to take the required risks

• The Scope is defined as the sum of all products and services to be provided as a project

Most Project Managers not only manage, but are effective leaders that have both the authority and ability to take the required risks

What type of Network Diagram Technique allow for loops and multiple

project end results?

GERT

Graphical Evaluation Review Technique

A deliverable oriented grouping of project components that organizes and defines the total scope of the

project is a definition for…

WBS

or Work Breakdown Structure

Key notes to know about the WBS

A graphical picture

Includes all work

Foundation for the project

Can be re-used

An output of Scope definition

What is another name for a task description designed to control what work is done and when

WBS dictionary

What is another name for PDM?

AON

Activity on Node

This type of estimating technique uses 3 time

estimates

PERT

Program evaluation and review technique

A backward pass of a Network Diagram is used to calculate

which variables?

LS & LF

What is another common name for AOA diagrams?

ADM or

Arrow Diagramming Method

What are the three types of dependencies?

Mandatory

Discretionary

External

What type of diagramming method uses Dummy Tasks?

AOA or ADM

Activity on Arrow or Arrow Diagramming Method

What type of Network Diagram Method uses 4 types of

relationships between tasks?

AON or PDM

The longest path on the network diagram is known as …

Critical Path

Name examples of PMIS

Project Central

eRoom

Primavera

Niku

Waiting time between tasks is known as…

Lag

What is the difference between a countermeasure and

mitigation

Countermeasurepreventative measure to eliminate or neutralize a specific risk

MitigationAction taken to minimize effect of a risk, should it happen

Methods for monitoring quality include…

Inspections/audits

Verification testing

Peer Reviews

Surveys/focus groups

A little morning mental exercise from Principles…

The PM Work Environment: Coping with Time and Stress

Dinsmore, Martin, and Huettel

Take a guess what the cost of stress is to the US economy

$75-100 Billion dollars

Heart attacks alone contribute $26 Billion

Write down 5-10 things that stress you out at work

What do you do to alleviate the stress of these things?

Other sources of work stress

Lack of praise

Coworkers

No career path or opportunity

Time demands

Communication

Unfinished business

Differing priorities

Accomplishments ignored or rejected

Responsibility with no authority

Effects of stress at work…

Anxiety

Ulcers

Heart Attacks

Turnover

Absenteeism

High Blood pressure

Insomnia

Aches and pains70% of all physical problems at the doctor’s office are related to stress and lifestyle

Definition of Stress from Dr. Hans Selye (researcher)

“the nonspecific response of the body to pressures, responsibilities, and real or imaginary threats from the environment.”

Stress is a response, not the elements that cause it. The

factors that produce stress are called “stressors”

? Does stress always have a specific response?

The distress from stress causes more deaths in the United States and other industrialized countries than any other cause of death

Techniques for managing stress

Keep a stress diary

Recognize your physiological responses

Identify the situations that link to your responses

Monitor HR or Blood Pressure

Techniques for managing stress

Positive attitude

Just say no…..sometimes

Exercise, meditation, yoga, eat right, etc.

Now for some real stress

A critical path problem!

Critical Path DataCritical Path Data

Activity Code Time Predecessors

Select Software SS 4 –

Select Hardware SH 3 –

Install Hardware IH 5 SH

Install Software IS 2 SS, IH

Develop Scripts DS 8 SS, IH

Test Modules TM 12 IS

Test System TS 8 IS

Accept System AS 1 TM, TS

Steps:

1. Draw the Network Diagram

2. Determine the “Critical Path”

3. Calculate ES, EF, LF, LS and Slack

Critical Path AnswerCritical Path AnswerSS4

DS8

TS8

AS1

IS2

TM12

SH3

IH5

Code Time ES EF LF LS Slack

SS 4 0 4 6 2 2

SH 3 0 3 3 0 0

IH 5 3 8 8 3 0

IS 2 8 10 10 8 0

DS 8 4 12 14 6 2

TM 12 10 22 22 10 0

TS 8 12 20 22 14 2

AS 1 22 23 23 22 0

Critical Path = 23

Back to the book!

REVIEW

A method of duration compression that adds more

resources to shorten time

Crashing

Considering the effects of project decisions before and after the

deliverable is what form of costing?

Life Cycle Costing

What are examples of control techniques?

Performance Review

Variance Analysis

Earned Value

Trend Analysis

The law that states that work expands to fill all of the time

available

Parkinsons Law

Steps in the Continuous Process

Improvement Process

PDCAPlan

Do

Check

Act

A chart used in Project to show actual performance versus

scheduled performance is aka

Tracking Gantt

A sum of all initial labor, equipment, materials, direct

overhead, and contingencies is aka

Cost Baseline

What type of costing uses a mathematical model to predict project costs using parameters

Parametric Estimating

If 7 people need to communicate, how communication channels will

there be?

7 * (7-1) / 2 = 21

Do want to work under theory X or Y, and why?

Y – can work with own efforts

X – authoritative, must be watched, people are incapable

Comparing Costs to previous projects is what form of

costing?

Analogous Estimating

What are some of the major inputs to Cost Estimating?

WBS

Network Diagram

Schedule

Historical Information

Risks

Resource Pool

What would be the major outputs to cost control?

Revisions

Updates

Corrective actions

EAC

Lessons learned

Summing all of the individual costs of all work packages defines what

estimating technique?

Bottom Up

What is the formula for SV?

BCWP - BCWS

What is the formula for CPI?

BCWP

ACWP

What is the formula for VAC?

BAC - EAC

Which of the following to you want to be higher?

Payback Period

BCR

IRR

NPV

Payback Period

An estimate in the range of –10% - + 25% is aka…

Budget Estimate

Order of Magnitude Estimate

Definitive Estimate

Order of Magnitude Estimate

Definitive Estimate

Budget EstimateOrder of Magnitude Estimate -25% - +75%

Definitive Estimate -5% - +10%

What are three standard methods used to calculate

percent complete?

Order of Magnitude Estimate

Definitive Estimate

0/100%

50/50%

Actual percentage complete

Weighted Milestones

Definition of quality..

Conformance to requirements

and fitness of use

A time management technique used to leverage the project manager’s time, by focusing on high risk, high

reward issues is aka

Management by Exception

Term for “continuous improvement”

kaizen

In which phase is QA typically performed?

EXECUTION

A little morning mental exercise from Principles…

Team Building for Project Managers:Stuckenbruck and Marshall

pp. 127 - 165

Discussion

How do you define a team. What makes a team unique from any group of individuals?

Some other definitions…

A group that…

share a common goal

enjoy working together

have different backgrounds

have loyalty to the project/mgr

have team spirit/morale

needs each other’s skills

The whole is greater than the sum of its parts

2 + 2 = 5 or more

= synergism and symbiosis

So, how do you know when you need team building? What are

the symptoms?

Individually make a list. Then share with your group to pick your top 5 answers.

Here are some other common symptoms

Lack of control

Low motivation

Lack of creativity

Unfair rewards

People problems

Wheel spinning

Performance slipping

Unclear objectives

Many surprises

More conflict

Members withdraw

Avoid resolution of problems

Quality problems

Schedule slippage

When Team Building won’ t help

Project concept is faulty

Management is unsupportive

Hopelessly unproductive people or PM

A bad project is inherited

What are the benefits of effective team building?

Resolution

Motivation

Creativity

Interdependence

Communication

Synergy

Ground rules for team building

Start early

Incorporate into daily activities

Practice what you preach

Delegate

Don’t manipulate

Know it takes time

Get an expert to help if needed

Earned Value AnalysisEarned Value Analysis

Situation:

3 month project starts Jan 1

Original Budget of $27,000

As of March 1, 70% of the work is completed

500 hours @ $40/hr have been paid for the work

Solve the following:

BCWS

BCWP

ACWP

SV

CV

SPI

CPI

BAC

EAC

ETC

AnswersAnswers

How is the project doing?

BCWS =

BCWP =

ACWP =

SV =

CV =

SPI =

CPI =

BAC =

EAC =

ETC =

BCWS = $18, 000

BCWP = $18,900

ACWP = $20,000

SV = + $900

CV = - $1,100

SPI = 1.05

CPI = 0.945

BAC = $27,000

EAC = $28,571

ETC = $8,571

Over Budget

Ahead of Schedule

THE END!