Project Management Unit 2: Planning Techniques

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Questions and Answers

What does project scope include?

Only the budget requirements for the project

The duration of the project timeline

The resources needed for the project execution

All features that must be included in the project deliverables (correct)

Which tool is used to improve the efficiency of project execution according to the unit?

Waterfall model

Gantt chart

Critical path method

Kanban agile framework (correct)

What new features did the University XYZ request to add to their digital management system during the COVID-19 pandemic?

Online classroom and online assessments (correct)

Improved student record management

Enhanced security measures

Automated grading system

What was the primary reason for the shift from manual to digital registration at the University XYZ?

To improve administrative efficiency Signup and view all the answers

What is involved in developing a project scope baseline?

Defining all features and requirements for the project deliverables Signup and view all the answers

What type of records does the digital management system for the University XYZ include?

Students’ transcripts and course files Signup and view all the answers

How long was the digital management system in use before the pandemic challenges emerged?

10 years Signup and view all the answers

Which aspect is NOT a part of project scheduling?

Prediction of project outcomes Signup and view all the answers

What is the primary function of Kanban in IT project management?

To visualize the execution process of projects Signup and view all the answers

How does Kanban help manage project tasks?

Through color-coding to denote task priorities Signup and view all the answers

Which of the following is NOT a part of a simple Kanban board?

Pending Approval Signup and view all the answers

What feature of Kanban aligns tasks with current resources?

Work in Progress limits Signup and view all the answers

Which element is essential for adequate project planning in Kanban?

Identifying project dependencies Signup and view all the answers

What is a key benefit of using Kanban software solutions?

They help manage complex projects more efficiently Signup and view all the answers

Which part of the Kanban board typically indicates completed tasks?

Done Signup and view all the answers

How does Kanban contribute to effective resource planning for future iterations?

By making project flow visible to identify needed resources Signup and view all the answers

What is the purpose of estimating duration in project scheduling?

To determine how long each task will take Signup and view all the answers

Which estimating method utilizes historical data from similar projects?

Analogous estimating Signup and view all the answers

Which formula is used for the three-point estimating method using the Beta distribution?

Estimation = O + P + 4ML / 6 Signup and view all the answers

What defines a mandatory dependency between tasks?

It is due to physical and other laws Signup and view all the answers

In which type of dependency can tasks overlap but one must start before the other begins?

Start-to-start Signup and view all the answers

What does a network diagram represent in project management?

The order in which tasks need to be executed Signup and view all the answers

What is the critical path in project management?

The longest sequence of tasks determining project completion time Signup and view all the answers

Which dependency is defined as not being under the direct control of the project team?

External dependency Signup and view all the answers

What is required to identify total project duration accurately?

Developing a network diagram Signup and view all the answers

Which of the following statements about immediate predecessors is true?

They are the tasks that must be completed before another can start. Signup and view all the answers

How is the duration estimated in the three-point estimating method?

By calculating weighted average of optimistic, pessimistic, and most likely scenarios Signup and view all the answers

What type of dependency is influenced by lessons learned from previous projects?

Discretionary dependency Signup and view all the answers

Which task characteristic indicates it can only proceed after another task is completed?

Sequential activity Signup and view all the answers

What is the significance of slack time in project management?

It allows for delays on the non-critical path without affecting total project duration. Signup and view all the answers

How can one determine the number of paths in a network diagram?

By simply following the direction of the arrows in the diagram. Signup and view all the answers

What defines a critical path in project scheduling?

It has the longest total duration in the project. Signup and view all the answers

In transforming a network diagram to a Gantt chart, activities without predecessors should start on what date?

The first day of the project. Signup and view all the answers

Which of the following statements about Gantt charts is false?

Gantt charts exclusively use vertical bars to represent activities. Signup and view all the answers

What is a project milestone used for?

To mark significant achievements and monitor project progress. Signup and view all the answers

Which activity's start date is dependent on multiple predecessor activities being completed?

Activity E Signup and view all the answers

What is the primary limitation of traditional Gantt charts for complex IT projects?

They are too simplistic for detailed project planning. Signup and view all the answers

What is essential for automatically creating a Gantt chart?

Knowledge of predecessor relationships and activity durations. Signup and view all the answers

What happens if delays occur in non-critical path activities?

It may not affect the overall project duration if within slack time limits. Signup and view all the answers

Which of the following software solutions is mentioned for project management?

MS Project Signup and view all the answers

What is a characteristic of Gantt charts?

They can display project milestones as vertical lines. Signup and view all the answers

Which activity should start after Activity D's completion?

Activity F Signup and view all the answers

In terms of scheduling, what is required for an activity that has more than one predecessor?

It must start after both predecessors have finished. Signup and view all the answers

What is a project scope primarily based on?

Customer or user requirements Signup and view all the answers

Which of the following is a key component of a scope statement?

SMART criteria elements Signup and view all the answers

What does a Work Breakdown Structure (WBS) help to identify?

Individual tasks and activities for the project Signup and view all the answers

Why is it important to identify dependencies between tasks in a project?

It aids in proper task sequencing and scheduling Signup and view all the answers

How should a project manager clarify detailed customer requirements in an agile project?

By constant communication throughout the project development process Signup and view all the answers

What defines the starting and finishing dates of a project?

The project schedule Signup and view all the answers

What is a Gantt chart primarily used for in project management?

To visualize the schedule of the project tasks Signup and view all the answers

What documents accompany the Work Breakdown Structure for better task understanding?

WBS dictionary Signup and view all the answers

Which aspect does the scope statement NOT specifically address?

The list of team members involved Signup and view all the answers

Why is the Project Schedule considered one of the most challenging elements of projects?

It can lead to penalties if completed late Signup and view all the answers

What represents the totality of the project being developed?

Project scope Signup and view all the answers

In the SMART approach, what does 'M' stand for?

Measureable Signup and view all the answers

What is considered one of the main constraints that project managers must manage?

Time (or scheduling) Signup and view all the answers

Study Notes

Study Goals

Apply project management tools for scoping and scheduling.
Develop a project scope baseline.
Estimate project schedules and create schedule baselines.
Implement the Kanban agile framework to enhance project execution efficiency.

Project Scope

Encompasses all features required in project deliverables.
Essential for effective project delivery; inadequate scoping can jeopardize outcomes.
Based on customer requirements aligned with project objectives.

Case Study Overview

University XYZ transitioned from manual to digital student registration using a management system over 10 years.
Faced challenges during COVID-19, leading to a project to add online classrooms and assessments.
Budget: 20,000 euros with a 2-month timeline for system upgrades.

Planning Techniques

Project scope must be clearly defined to satisfy customer needs, informed by requirements.
Requirements can be formalized in contracts, particularly in traditional methodologies.
Agile projects often start with general requirements, necessitating ongoing communication for clarity.

Scope Statement and Work Breakdown Structure (WBS)

Scope statement outlines project deliverables using the SMART criteria: Specific, Measurable, Attainable, Relevant, Time-bound.
Example for a scope statement: Upgrade digital management to support online classes for at least 200 students, assess plagiarism, and store submissions for 3 years within 2 months.
WBS decomposes the project into detailed activities for estimating duration, dependencies, resources, and costs.

Scheduling Techniques

Project duration estimation is critical and impacts project constraints.
Network diagramming and Critical Path Method (CPM) help manage schedules efficiently.
Sequencing of tasks is necessary to establish dependencies between activities.

Activity List and Task Estimation

Activity lists should include task names, descriptions, and unique identifiers.
Duration estimation methods include:
- Analogous estimating: Using past project data.
- Parametric estimating: Modeling duration based on variables.
- Three-point estimating: Creating optimistic, pessimistic, and most likely duration scenarios.
Total project duration is determined after developing a network diagram, not simply by summing individual task durations.

Dependencies and Scheduling

Dependencies among tasks include:
- Mandatory: Physical constraints.
- Discretionary: Based on experience.
- Internal: Managed by project teams.
- External: Outside direct control.
Types of dependency relationships:
- Finish-to-start (FS): Task A must finish before Task B starts.
- Start-to-start (SS): Task A begins simultaneously with Task B.
- Finish-to-finish (FF): Task A must finish to complete Task B.

Network Diagram and Critical Path

A visual representation of task dependencies; essential for identifying the critical path.
The critical path determines the shortest project duration and highlights tasks affecting overall timelines.
Non-critical path tasks can be delayed without impacting overall project completion due to slack time.

Gantt Charts

Gantt charts provide a graphical overview of project schedules using horizontal bars to represent activity durations.
Key information includes starting and finishing dates and allows tracking of any deviations from the project plan.
Gantt charts can be derived from network diagrams by adhering to task sequencing rules.

Milestones and Monitoring

Milestones mark significant achievements within the project timeline and help track progress, alerting managers to potential delays.
Example: Completion of the online classroom feature upgrade by a specific date.

Software Solutions for Project Management

Tools like MS Project simplify Gantt chart creation and project scheduling, automating the process based on dependencies and durations.

Operational Planning: Kanban

Kanban is utilized for visualizing and managing the iterative execution of IT projects, adapting to the evolving nature of project requirements.
It supports project managers by organizing tasks and enhancing workflow visibility.### Kanban Methodology
Kanban provides a visual way to manage project flow and task stages, similar to a traffic signal.
It utilizes a Kanban board, typically organized into three main parts: ToDo, InProgress, and Complete.
Each task is color-coded to indicate its current stage and priority level within the workflow.

Extended Kanban Board for Software Projects

For software projects, a more detailed Kanban board is recommended with five parts:
- Backlog
- Queue
- Writing
- Editing
- Done

Work in Progress (WIP) Limitation

Kanban emphasizes limiting Work in Progress to align tasks with available capacity and resources.
It helps project managers determine the number of tasks assigned at each stage.

Project Planning and Control

Adequate project planning leads to smooth execution and effective control systems.
The first step in planning is defining the project scope, which is essential for creating a work breakdown structure.

Scheduling and Dependencies

After identifying project tasks, project managers must establish dependencies and develop a project schedule.
Gantt charts are useful tools for visualizing project timelines and task relationships.

Agile and IT Projects

The Kanban approach is particularly effective for tracking progress in agile IT projects.
Flexibility and transparency provided by Kanban are crucial for handling the unique challenges posed by IT project management.

Tools and Implementations

Kanban can be used simply with a whiteboard or through specialized software solutions suitable for managing complex projects.

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Description

Enhance your project management skills with this quiz focused on planning techniques. You'll learn about scoping, scheduling, and the Kanban agile framework. This unit covers essential tools for developing project scope and schedule baselines to improve execution efficiency.