Project Management Unit 2

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Questions and Answers

What is the primary purpose of project management processes?

To establish a hierarchical structure in the project environment

To reduce risks and make it easier to achieve project goals (correct)

To create a project life cycle phase

To eliminate information flows within the project environment

What is a project management process?

A set of interrelated actions or activities to achieve a predetermined outcome (correct)

A project life cycle phase

A single action or activity to achieve a predetermined outcome

A logical grouping of project management inputs, tools, and techniques

How many main classifications of Project Management Process Groups are there?

Four

Five (correct)

Three

Six

What is the focus of the unit in terms of Organisational Structures?

Their impact on achieving the goals of the project Signup and view all the answers

What is the purpose of the initiating process?

To select the project Signup and view all the answers

What is the relationship between Project Management Process Groups and project life cycle phases?

They are different concepts Signup and view all the answers

What is the primary objective of the Initiating Process Group?

To align project stakeholder expectations with the project's purpose Signup and view all the answers

What is the document used to store data like costs, calculations, and benefits of the project?

Business Case Signup and view all the answers

During which phase is the project manager selected?

Initiating Process Group Signup and view all the answers

What is the main aim of the Planning Process Group?

To establish the total scope of the project and define objectives Signup and view all the answers

What is the primary focus of the Executing Process Group?

To complete the project work defined in the project management plan Signup and view all the answers

What occurs during the Monitoring and Controlling Process Group?

The project progress and performance are tracked and regulated Signup and view all the answers

When does the Monitoring and Controlling Process Group occur?

Throughout the project Signup and view all the answers

What is the outcome of the Planning Process Group?

The project management plan is developed Signup and view all the answers

What is the primary objective of the project management plan?

To outline the strategy and tactics to complete the project Signup and view all the answers

What happens during the Executing Process Group that may affect the project management plan?

Changes occur in activity durations, resource productivity, and availability Signup and view all the answers

What is the primary purpose of the Monitoring and Controlling process group?

To identify areas requiring additional attention in the project. Signup and view all the answers

What is the term used to describe the required output or result to be delivered to users in a project?

Deliverables Signup and view all the answers

What is the primary function of the Critical Path Method (CPM) in project management?

To develop a project schedule and identify critical tasks Signup and view all the answers

What is the purpose of the Closing process group in project management?

To formally close the project and obtain customer acceptance Signup and view all the answers

What is the term used to describe the alternative plans developed in case the original plan does not work?

Second plans Signup and view all the answers

What is the primary purpose of an Organisational structure in project management?

To group employees by specialty for maximum efficiency Signup and view all the answers

What is the term used to describe the process of centrally archiving lessons learned and historical information for future projects?

Knowledge management Signup and view all the answers

What is the primary characteristic of a functional Organisation structure?

Each employee has one clear superior Signup and view all the answers

What is the purpose of the Statement of Work (SoW) in a project?

To formally define project scope and deliverables Signup and view all the answers

What is the primary benefit of using the Project Management Process Groups in project management?

To provide a structured approach to project management and ensure successful project delivery Signup and view all the answers

What type of organisational structure does Multi Projects Inc. operate as?

Matrix Signup and view all the answers

What is the primary reason Goodly Company utilises Multi Projects Inc.?

Due to Teller's expertise, knowledge, and great work Signup and view all the answers

What is the focus of Quality Assurance in project management?

Preventing errors and maintaining quality Signup and view all the answers

What is the stage of a project life cycle that involves identifying and defining project goals?

Initiating Signup and view all the answers

What is the benefit of successfully completing the activities in this unit?

Applying project management theory in practice Signup and view all the answers

What is the purpose of the process groups in project management?

To integrate project activities into logical groups Signup and view all the answers

What is a benefit of a functional organisational structure?

It allows efficient allocation of work and reduces the likelihood of duplicating work or unutilised resources Signup and view all the answers

What is a disadvantage of a functional organisational structure?

It emphasises functional objectives rather than project objectives Signup and view all the answers

What is a characteristic of a Projectised structure?

Team members are often collocated. Signup and view all the answers

What is an advantage of a Projectised structure?

It promotes clear control and clear communication. Signup and view all the answers

What is a disadvantage of a Projectised structure?

The process of setting up and maintaining a number of self-contained project teams can be expensive. Signup and view all the answers

What is a characteristic of a Matrix structure?

It is a blend of functional and Projectised characteristics. Signup and view all the answers

What is an advantage of a functional organisational structure?

It allows for continuity and stability once the project comes to an end. Signup and view all the answers

What is a disadvantage of a functional organisational structure?

It has the propensity for project team members to become more absorbed in their work assignments. Signup and view all the answers

What is an advantage of a Projectised structure?

It promotes the expertise of a proficient team of Project Management professionals. Signup and view all the answers

What is a characteristic of a functional organisational structure?

Expertise is combined under one functional department. Signup and view all the answers

What is a characteristic of a Matrix Organisation?

It combines the advantages of functional and Projectised structures Signup and view all the answers

What is an advantage of a Matrix Structure?

It places project management parallel to functional departments in authority Signup and view all the answers

What is a disadvantage of a Matrix Structure?

It creates dual hierarchy, leading to frustration among workers Signup and view all the answers

What was the primary cause of the problems faced by Multi Projects Inc.?

Lack of leadership and no formal system for project integration Signup and view all the answers

What was the recommended solution for Multi Projects Inc.?

The creation and implementation of a Project Management Office (PMO) Signup and view all the answers

What is a benefit of introducing a Project Management Office (PMO)?

It solves a number of systemic problems inherent in the Matrix-type Organisation Signup and view all the answers

What is a characteristic of Multi Projects Incorporation?

It focuses on serving existing clients and targeting growing companies for future business Signup and view all the answers

What is a result of the lack of leadership and no formal system for project integration in Multi Projects Inc.?

Inefficient use of resources and dysfunctional behaviour Signup and view all the answers

What is a recommended strategy for Multi Projects Inc.?

The implementation of a team building strategy Signup and view all the answers

Why is the solution outlined in the report necessary for Multi Projects Inc.?

For continuous improvement and long-term competitive advantage Signup and view all the answers

Study Notes

Project Management Process Groups

Project management processes are clustered into five main classifications known as Project Management Process Groups.
These five Process Groups have clear dependencies and are typically performed in each project and highly interact with one another.
The five Process Groups are:
- Initiating
- Planning
- Executing
- Monitoring and Controlling
- Closing

Initiating Process Group

The main aim of this process is the alignment of project stakeholder expectations with the project's purpose.
It helps set the vision of the project to identify what is needed to be accomplished.
During this process group, authorisation to begin the project or phase is obtained.
The preliminary scope as well as financial resources are defined and committed.
Stakeholder analysis is carried out to identify internal and external stakeholders who will interact and influence the outcome of the project.

Planning Process Group

The main aim of planning is to delineate the strategy and tactics as well as the course of action required to attain the objectives.
It also expresses how the project will be done, setting the route to the desired objective.
During this stage, the Project Management Plan is developed along with other project documents exploring in detail all aspects of the scope, time, cost, quality, communications, human resources, risks, procurements, and stakeholder engagement.

Executing Process Group

This process group consists of those processes undertaken to complete the work defined in the project management plan to meet project specifications and requirements.
It involves synchronising people and resources, managing stakeholder expectations, as well as integrating and performing the activities of the project in accordance with the project management plan.

Monitoring and Controlling Process Group

This process group helps track, review, and regulate the progress and performance of the project.
It identifies any areas in which changes to the plan are required, and initiates the corresponding changes.
Monitoring and Controlling is where you get back on track, as it is where you compare the plan to actual occurrences in the project, measure variance, and take corrective action.

Closing Process Group

In the closing process group, you not only formally close the project, but you also get sign-off and acceptance from the customer.
This process helps project managers to formally complete the project, a phase, or contractual obligations.
It also verifies that the defined processes are completed within all the Process Groups to close the project or a project phase, as appropriate, and formally establishes that the project or project phase is complete.

Organisational Structures

Project Management systems provide a structure for initiating and executing project activities within an Organisation.
There are three key elements of Organisational structures:
- Defines official reporting lines, including the number of levels in the hierarchy and the managerial span of control.
- Categorises individuals into departments, and departments into the total Organisation.
- Comprises systems design duplication to ensure effective communication, coordination, and integration of effort across departments.

Functional Structure

The classic functional Organisation is a hierarchy where each employee has one clear superior.
It is efficient, allows for expertise retention, and provides flexibility and continuity.
However, it may lead to siloing, no logical location for a central project management function, and slow and ineffective communication.

Projectised Structure

A Projectised structure has dedicated teams assigned to projects.
It is a collection of personnel from the different functions assembled into a single project.
It provides clear control, clear communication, promotes expertise, and encourages flexibility.
However, it may be expensive to set up and maintain, and may lead to inefficient use of resources.

Matrix Structure

Matrix Organisations are a blend of functional and Projectised characteristics.
It is an attempt to blend the advantages of both functional and Projectised structures.
It places project management parallel to functional departments in authority.
It provides clear authority, close coordination of departments, expeditious performance, and diffusion of expertise.
However, it may lead to dual hierarchy, time-consuming decision-making, and conflicting messages.

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Description

Learn about the five Project Management Process Groups, their dependencies and interactions in each project. This unit also covers Organisational Structures in a Management setting.

Project Management Unit 2

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Questions and Answers

What is the primary purpose of project management processes?

What is a project management process?

How many main classifications of Project Management Process Groups are there?

What is the focus of the unit in terms of Organisational Structures?

What is the purpose of the initiating process?

What is the relationship between Project Management Process Groups and project life cycle phases?

What is the primary objective of the Initiating Process Group?

What is the document used to store data like costs, calculations, and benefits of the project?

During which phase is the project manager selected?

What is the main aim of the Planning Process Group?

What is the primary focus of the Executing Process Group?

What occurs during the Monitoring and Controlling Process Group?

When does the Monitoring and Controlling Process Group occur?

What is the outcome of the Planning Process Group?

What is the primary objective of the project management plan?

What happens during the Executing Process Group that may affect the project management plan?

What is the primary purpose of the Monitoring and Controlling process group?

What is the term used to describe the required output or result to be delivered to users in a project?

What is the primary function of the Critical Path Method (CPM) in project management?

What is the purpose of the Closing process group in project management?

What is the term used to describe the alternative plans developed in case the original plan does not work?

What is the primary purpose of an Organisational structure in project management?

What is the term used to describe the process of centrally archiving lessons learned and historical information for future projects?

What is the primary characteristic of a functional Organisation structure?

What is the purpose of the Statement of Work (SoW) in a project?

What is the primary benefit of using the Project Management Process Groups in project management?

What type of organisational structure does Multi Projects Inc. operate as?

What is the primary reason Goodly Company utilises Multi Projects Inc.?

What is the focus of Quality Assurance in project management?

What is the stage of a project life cycle that involves identifying and defining project goals?

What is the benefit of successfully completing the activities in this unit?

What is the purpose of the process groups in project management?

What is a benefit of a functional organisational structure?

What is a disadvantage of a functional organisational structure?

What is a characteristic of a Projectised structure?

What is an advantage of a Projectised structure?

What is a disadvantage of a Projectised structure?

What is a characteristic of a Matrix structure?

What is an advantage of a functional organisational structure?

What is a disadvantage of a functional organisational structure?

What is an advantage of a Projectised structure?

What is a characteristic of a functional organisational structure?

What is a characteristic of a Matrix Organisation?

What is an advantage of a Matrix Structure?

What is a disadvantage of a Matrix Structure?

What was the primary cause of the problems faced by Multi Projects Inc.?

What was the recommended solution for Multi Projects Inc.?

What is a benefit of introducing a Project Management Office (PMO)?

What is a characteristic of Multi Projects Incorporation?

What is a result of the lack of leadership and no formal system for project integration in Multi Projects Inc.?

What is a recommended strategy for Multi Projects Inc.?

Why is the solution outlined in the report necessary for Multi Projects Inc.?

Study Notes

Project Management Process Groups

Initiating Process Group

Planning Process Group

Executing Process Group

Monitoring and Controlling Process Group

Closing Process Group

Organisational Structures

Functional Structure

Projectised Structure

Matrix Structure

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Description

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