COMM3200 Exam 1 Study Notes

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Questions and Answers

Explain how scope, time, and cost are related in the ‘triple constraint’ model of project management, and provide an example of how a change in one affects the others.

The triple constraint posits that scope, time, and cost are interdependent. If one changes, at least one other is likely to be affected to maintain project quality. For example, if the project scope increases, either the time or cost must increase (or both) to accommodate the additional work.

What is the purpose of the ‘5 Whys’ technique, and briefly describe how it is applied in project management?

The '5 Whys' technique aims to identify the root cause of a problem by repeatedly asking 'why' until the underlying issue is revealed. It is applied by starting with a problem statement and iteratively questioning the reasons behind it, typically five times, to reach a fundamental cause.

Describe a key weakness of the Waterfall methodology and suggest a scenario where this weakness could lead to project failure.

A key weakness of the Waterfall methodology is its inflexibility in accommodating changes once a phase is completed. In a project with evolving requirements or unclear initial specifications, this inflexibility could lead to significant rework or project failure.

Explain how Work Breakdown Structure (WBS) supports project planning, and what benefit it provides to project managers?

<p>The WBS supports project planning by breaking down the project into smaller, manageable components or tasks. This allows for better estimation of time and budget requirements, resource allocation, and identification of dependencies, providing project managers with a clearer roadmap.</p> Signup and view all the answers

What is the critical path in project management, and why is it important to identify it?

<p>The critical path is the longest sequence of tasks in a project plan which determines the shortest possible project duration. It's important to identify it because any delays on critical path tasks will directly impact the project's completion date, requiring close monitoring and management.</p> Signup and view all the answers

State the three pillars of Scrum and explain how they contribute to the successful implementation of the Scrum framework.

<p>The three pillars of Scrum are Transparency, Inspection, and Adaptation. Transparency ensures all aspects of the project are visible to everyone. Inspection involves frequent checks to detect undesirable variances. Adaptation allows for adjustments to minimize further deviations, collectively promoting continuous improvement.</p> Signup and view all the answers

Contrast the roles of the Scrum Master and the Product Owner in a Scrum team.

<p>The Scrum Master ensures the Scrum framework is followed and removes impediments for the team, while the Product Owner defines and prioritizes the product backlog to maximize the product's value. The Scrum Master supports the process, while the Product Owner guides the product's direction.</p> Signup and view all the answers

Why is it beneficial to use a hybrid project management methodology?

<p>A hybrid methodology combines the flexibility of agile with the structure of traditional methods, allowing for a tailored approach that can balance predictability with the ability to adapt to changes. This can be particularly useful for projects that require both well-defined elements and iterative development.</p> Signup and view all the answers

What are user stories, and how are they structured to capture project requirements?

<p>User stories are short, simple descriptions of a feature told from the perspective of the end user. They are typically structured in the format: 'As a [user type], I want [some goal] so that [some reason].' This structure helps ensure the feature delivers value to the user and aligns with their needs.</p> Signup and view all the answers

Explain how a project retrospective can improve future project outcomes, and provide two reasons why they are often overlooked.

<p>A project retrospective helps improve future outcomes by identifying lessons learned, best practices, and areas for improvement from a completed project. They are often overlooked due to team fatigue, focus on new projects, or a reluctance to revisit past mistakes.</p> Signup and view all the answers

Flashcards

Project Management

Using knowledge, skills, tools, and techniques to achieve project goals.

Project Life Cycle Stages

Initiation, Planning, Execution, Monitoring and Controlling, and Closing.

Characteristics of a Project

Temporary, defined objective, and creates a unique result.

Triple Constraint

Scope, Time, and Cost

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Work Breakdown Structure (WBS)

A top-down project planning tool breaking down the project into manageable components.

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Critical Path Analysis

A method to estimate project duration by identifying the longest sequence of tasks.

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Three Pillars of Scrum

Transparency, Inspection, and Adaption

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Backlog (Scrum)

A set of features to be included in the project, typically captured as user stories.

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"AgileFall"

A project where agile techniques are undermined by waterfall practices.

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Risk Matrix

The probability and impact of risks to determine whether the risk is critical, moderate, or low

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Study Notes

  • Study notes for COMM3200 Exam 1

Fundamentals of Project Management

  • Project management is the application of knowledge, skills, tools, and techniques to achieve specific objectives.
  • Project management emphasizes long-term planning and focuses on stability to manage risks effectively.

Project Life Cycle

  • Initiation: Define project deliverables.
  • Planning: Lay out the tasks to be performed
  • Execution: Perform the tasks within defined constraints.
  • Monitoring and Controlling: Ensure execution aligns with constraints like budget.
  • Closing: Hand over the project to the client and assess outcomes.

Defining Characteristics of a Project

  • Projects are temporary endeavors with defined objectives.
  • Development may involve a series of projects, which can blur lines between them.
  • Projects create unique products, services, or results.

Roles of a Successful Project Manager

  • Develop collaboration by selecting the right people and fostering trust.
  • Integrate planning and review with learning by creating plans and conducting reviews.
  • Prevent disruptions by anticipating major problems.
  • Maintain momentum by resolving issues quickly and communicating frequently.
  • Mistakes to avoid include scheduling and risk mismanagement, insufficient planning, and ineffective stakeholder management.

Managing Tradeoffs of the Triple Constraint

  • Project scope defines what will be delivered as products and services
  • Time is the duration required to complete project tasks.
  • Cost refers to financial resources.
  • Realistic goals are important to avoiding delays and cost overruns.

Empathy Mapping and Five Whys Analysis

  • Empathy mapping explores user perspectives:
    • Says: What the user says.
    • Thinks: What occupies the user’s thoughts.
    • Does: User actions
    • Feels: User’s emotional experience.
  • The 5 Whys:
    • Used to find the root cause of a problem.
    • Uses iterative questioning, asking "Why?" to drill down to the fundamental issue.

Waterfall Methodology and Planning Tools

  • Waterfall methodology steps:
    • Requirement and gathering documentation
    • System design
    • Implementation
    • Testing
    • Delivery and Deployment
    • Maintenance.
  • Strengths of the waterfall model include its clear structure and well-defined goals.
  • Weaknesses include inflexibility, exclusion of the client/end user, and delayed testing.

Work Breakdown Structures (WBS)

  • WBS is a tool that breaks projects into component tasks.
  • It helps in estimating time and budget, allocating resources, and identifying dependencies.
  • Steps to create a WBS: Take a top-down approach and divide projects into discrete subtasks.

PERT and Critical Path Analysis

  • PERT (Program Evaluation and Review Technique) finds the tasks on the longest path through the network.
  • The critical path determines the shortest possible project duration.
  • Formula to estimate time: (optimistic + (4 * most likely) + pessimistic) / 6.

Agile and Hybrid Project Management Methodologies

  • Agile Frameworks:
    • Scrum: A framework to address complex problems and deliver products with high value.
      • Three Pillars: Transparency, Inspection, Adaption
      • No formal project manager.
    • Kanban: More lightweight framework with no pre-set periods or release cycles.

Advantages and Pitfalls of Agile

  • Meetings are focused, teams are cross-functional and morale improves
  • Embraces change and builds in course correction.
  • Pitfalls: Flexibility can lead to lack of predictability, inadequate documentation, and scope creep.

Key Components of Scrum

  • Backlogs: A set of features typically captured as user stories.
  • Events:
    • Sprint planning: Decide what to do in the sprint.
    • Daily scrum: Status update with minor course correction.
    • Sprint: Make incremental progress toward product goals.
    • Sprint review: Reflect on sprint output and adjustments.
    • Sprint retrospective: Reflect on process.
  • Roles in a team:
    • Product owner: Maximizes product value.
    • Developers: Self-organizing and cross-functional team.
    • Scrum master: Champions scrum and removes impediments.
  • Artifacts:
    • Product goal: Future state of the project.
    • Sprint goal: Objective of the sprint.
    • Definition of done: Meets criteria to be considered complete

Projects Best Suited for Agile vs. Waterfall vs. Hybrid

  • Agile is suitable for projects with evolving requirements (e.g., website redesign).
  • Waterfall is best for projects with well-defined requirements with limited scope (e.g., wearable device design).

Advantages of Hybrid Methodology

  • It offers flexibility, customer involvement, predictability, balanced approach, risk mitigation, and efficient use of resources.

Risks of "AgileFall"

  • "AgileFall” is the use of waterfall techniques undermining an agile methodology.
  • Arises when projects have high complexity but low uncertainty, industry regulations, or strict documentation requirements necessitating upfront goal definition.

User Stories

  • Purpose: Unit of work, codifies product requirements, facilitates feature prioritization.
  • Structure: "As [who], I want [what], so that [why]".
  • Accepted if requirements of stories are met.

Project Risk Management

  • Examples of “unknown unknowns”: Risks that are impossible to predict.
  • Unknown risks: If either one of occurrence or impact is uncertain, that event is considered to be uncertain.
  • Discovering “unknown unknowns”: Foster open communication and use risk identification techniques.
  • Articulating risks through a formal risk statement: Risk: “There is a risk that [specific event] will occur because [cause or source].” Impact: “If it occurs, the impact will be [quantified in terms of its effects on the project—time, cost, quality, scope].” Likelihood: “The probability of this risk occurring is [high/medium/low], based on [historical data, expert judgment, etc.].

Risk Analysis and Course of Action

  • Process: Identify risk, analyze risk, and then develop a course of action.

Project Management Ethics Principles of PMI

  • Responsibility: Take ownership of decisions.
  • Respect: Show high regard for others and resources.
  • Fairness: Make impartial and objective decisions.
  • Honesty: Act truthfully.

AI-Enabled Project Management Tools

  • Benefits: Efficient allocation of work.
  • Risks: Lack of accountability, bias in training data, and lack of common sense.

Project Retrospectives

  • The project retrospective is the project retrospective and how it's used
  • Waterfall retrospectives occur at the end of the project, while Agile retrospectives occur at the end of each sprint.
  • Process criteria versus Outcome criteria
    • PROCESS: time: on schedule, cost: on budget, product: met requirements
    • OUTCOME: use: used by client, learning: increased knowledge, value: improves efficiency
  • Key participants are all stakeholder groups, with a facilitator outside the project team, but familiar with the subject matter.

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