Monitoring Progress in Project Planning

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Questions and Answers

What is the primary focus of Project Execution?

Coaching junior staff and providing feedback

Establishing the project plan and budget

Day-to-day management and monitoring progress (correct)

Managing project resources and costs

What is the primary purpose of collecting data on resource usage?

To identify areas for cost reduction

To monitor team member productivity

To track project expenses

To estimate remaining effort and cost (correct)

What information is NOT typically included on a timesheet?

Activity details, such as code and title

Estimated effort remaining

Predicted end-date of the project (correct)

Qualitative data, such as comments on problems or delays

What is the main component of labour costs?

Staff cost based on daily rate Signup and view all the answers

What is the purpose of establishing a climate for quality control?

To avoid personal judgment during reviews Signup and view all the answers

What type of data is collected on timesheets to identify problems or delays?

Qualitative data, such as comments on problems or delays Signup and view all the answers

What is the distinction between cost and price?

Cost is the amount paid, while price is the value of something Signup and view all the answers

What is NOT a type of project expense?

Project management software costs Signup and view all the answers

What is the primary goal of using quality control reviews?

To coach junior staff and improve their performance Signup and view all the answers

What is the purpose of a Quality Control Checklist?

To ensure that all necessary reviews and checks are conducted Signup and view all the answers

What is the main purpose of documenting quality control activities?

To provide a record of quality control activities for future reference Signup and view all the answers

What does the Earned Value Analysis (EVA) measure?

The project value earned, cost spent, and progress achieved Signup and view all the answers

What is the formula for calculating the cost variance?

BCWP - ACWP Signup and view all the answers

What is the purpose of predicting the project outcome?

To take corrective actions if the project is over budget and delayed Signup and view all the answers

What is a challenge of using Earned Value Analysis (EVA) in IT projects?

Measuring intangible tasks Signup and view all the answers

What is the first step in evaluating the current situation of a project?

Gather information from monitoring processes Signup and view all the answers

What is the purpose of Reporting Progress in a project?

To provide updates on project progress to stakeholders Signup and view all the answers

Who is a recipient of Progress Reports?

Immediate superior of the project manager, customer, and users Signup and view all the answers

How often should progress reports be generated?

Monthly, often aligned with the end of accounting periods Signup and view all the answers

What is the main risk of reporting progress too frequently?

Reporting may become a full-time task, hindering other project management activities Signup and view all the answers

What should be defined at the start of the project regarding reports?

The requirements for report preparation, including the effort required Signup and view all the answers

What is the preferred format for reports?

Written reports, for ease of circulation and thorough review Signup and view all the answers

What is a typical element of a project progress report?

Milestones and deliverables achieved Signup and view all the answers

What might be included in the 'Changes' section of a progress report?

Identified and implemented changes in the project Signup and view all the answers

What is the primary purpose of a quality plan?

To provide a framework for project management Signup and view all the answers

What is the main objective of inspection in quality control?

To identify defects early in the product lifecycle Signup and view all the answers

What is the primary benefit of using network diagrams in project planning?

To visualize relationships between project activities Signup and view all the answers

What is the purpose of documenting quality management responsibilities?

To ensure accountability Signup and view all the answers

What is the main advantage of using the Activity-on-Node (AON) method?

It helps manage project schedules effectively Signup and view all the answers

What is the primary cost associated with non-conformance?

Prevention costs Signup and view all the answers

What is the purpose of a glossary of terms in a quality plan?

To clarify project terminology Signup and view all the answers

What is the main difference between internal and external failure costs?

Internal failure costs are incurred before delivery, while external failure costs are incurred after delivery Signup and view all the answers

What is the primary purpose of a presentation after a written report?

To present findings to the project sponsor Signup and view all the answers

What is the main concept of quality according to the Oxford English Reference Dictionary?

The degree of excellence of a thing Signup and view all the answers

What is the primary goal of Total Quality Management (TQM)?

To deliver high-quality products Signup and view all the answers

What is the purpose of the Baldrige Award?

To measure progress and motivate companies to improve overall quality Signup and view all the answers

What is the main purpose of a Quality Management System (QMS)?

To demonstrate policy interactions and ensure system success Signup and view all the answers

What is the primary purpose of a Quality Plan?

To signify that the QMS is operational for a project, product, or service Signup and view all the answers

What is the primary focus of the Capability Maturity Model (CMM)?

To describe five stages of software process maturity Signup and view all the answers

What is the primary purpose of ISO 9000 Standards?

To represent international consensus on best practices across all industry sectors Signup and view all the answers

Study Notes

Monitoring Project Progress

Project planning is the easier part, while project execution involves day-to-day management, monitoring progress, and making necessary changes to stay on track.
The triple constraint involves managing a project in terms of time, cost, and quality.

Resource Monitoring

Collect data on resources used, primarily staff time, through timesheets completed by team members.
Information needed on a timesheet includes:
- Identifiers for team members, project, and reporting week
- Activity details (code, title, time spent daily, total weekly time, and estimated effort remaining)
- Qualitative data (comments on problems or delays)
- Predicted end-date and project-related activities not directly productive

Monitoring Other Costs

Labour costs are the main component, with staff cost calculated using a daily rate based on team member classification.
Other project expenses include training, accommodation, travel, consumables, and insurance.

Monitoring Quality

Establish the right climate for successful quality control, including impersonal criticism, coaching opportunities, and avoiding personal judgment.
Timing for quality control checks includes two main phases: checking work in progress and testing the finished product.
Methods for monitoring quality include planned reviews, quality control checklists, self-checking, team leader reviews, peer reviews, walkthroughs, Fagan inspections, and external review.

Documenting Quality Control

Documentation standards require traceable documentation from problem discovery to resolution (ISO 9001).
A milestone slip chart is a visual tool illustrating and measuring project progress and slippage effects.
Earned Value Analysis (EVA) measures project value earned, cost spent, and progress achieved.

Predicting Project Outcome

Budget and timescale predictions are calculated using the cost performance index (CPI) and schedule performance index (SPI).
Corrective actions are needed if the project is over budget and delayed.

Exercising Control

Evaluate the current situation by determining the state of the project if it continues on its current trajectory.
Focus on three key aspects: time, cost, and quality, using data collected from monitoring efforts.

Reporting Progress

The purpose of reporting is to provide updates on project progress to various stakeholders, including the project manager's superior, the board, the customer, and the project team.
Reports should be prepared in a structured format, including descriptive summaries, milestones, problems and solutions, projected completion dates, costs, and changes.

Quality Management

Quality is a key differentiator for companies, implying excellence, value for money, and superiority.
Quality signifies an acceptable level of performance recognized by customers, conformance to requirement, fitness for purpose, and customer satisfaction.
Total Quality Management (TQM) approaches include the Baldrige Award, European Foundation for Quality Management (EFQM), and Capability Maturity Model (CMM).

Quality Management Systems (QMS)

ISO 9000 standards represent international consensus on best practices across all industry sectors.
A QMS integrates functions, objectives, and activities for consistent quality, demonstrating policy interactions that ensure system success in efficiency, performance, and cost-effectiveness.

Quality Plan

A quality plan defines work processes formally, serves as a reference for project team members, bridges customer and supplier relationships, and provides a framework for project management.
Quality plan topics include project overview, glossary of terms, product requirements, project organization, availability, reliability, and maintainability.

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Description

This quiz covers the monitoring progress phase of project planning, including day-to-day management, resource monitoring, and triple constraint. It also deals with timesheets and the information required on them.