PMHUB_StudyNotes_Don_Rajesh_Rani.doc - PMHUB.net

PMHUB_StudyNotes_Don_Rajesh_Rani.doc - PMHUB.net PMP Study Notes By Don Kim Original content by Rajesh Rani and PMHub.net September 2007 PMP Exam Study Notes – Don Kim TABLE OF CONTENTS PMBOK (Project Management Body of Knowledge) ......................................................................................................... 4 Chapter 1 – Introduction (Project Management Framework) ............................................................................................... 4 Chapter 2 – Project Life Cycle and organization ................................................................................................................. 6 Chapter 3 – Project Management Processes for a project ................................................................................................... 8 Chapter 4 – INTEGRATION Management ........................................................................................................................... 9 Chapter 5 – SCOPE Management ..................................................................................................................................... 13 Chapter 6 – TIME Management ........................................................................................................................................ 17 Monte Carlo Analysis – 1. Probability of Completion and any specific day 2. Probability of Completion in amount of Cost 3.Probability of activity in critical path 4. Risk ............................................................................................................... 20 Chapter 7 – COST Management ........................................................................................................................................ 22 Chapter 8 – QUALITY Management .................................................................................................................................. 25 Chapter 9 - HUMAN RESOURCE Management ................................................................................................................ 29 Chapter 10 – COMMUNICATIONS Management.............................................................................................................. 34 Chapter 11 – RISK Management ....................................................................................................................................... 38 Chapter 12 – PROCUREMENT Management .................................................................................................................... 43 Select Sellers – Tools & Techniques ............................................................................................................................... 44 Chapter 13 – Professional Responsibilities........................................................................................................................ 48 POSSIBLE EXAM QUESTIONS ...................................................................................................................................... 49 Page 2 of 58 PMP Exam Study Notes – Don Kim Revision History Date: Revision: Description: 7/20/2007 1 Corrected misspelled words and cleared up abbreviations. Reformatted sections to look more consistent and easier to read. Page 3 of 58 PMP Exam Study Notes – Don Kim PMBOK (Project Management Body of Knowledge) Chapter 1 – Introduction (Project Management Framework) Studies conducted by Standish group in 2004 show that only 34% of the projects are successful Projects (Temporary & Unique) vs. Operations (Ongoing and Repetitive) Project management – Ability to meet project requirements by using various knowledge, skills, tools and techniques to accomplish project work. Triple Constraint – Cost, Time and Scope: As well as Quality, Risk and Customer Satisfaction. Management By Projects – Management of Projects and some ongoing operations, which can be redefined as projects using ―Project Management‖. An organization that adopts this approach defines its activities as projects in a way that is consistent with definition of project. 1. Project Integration Management - various elements of the project are properly coordinated. 2. Project Scope Management - includes all the work required, to complete the project successfully. 3. Project Time Management - ensure timely completion of the project. 4. Project Cost Management - completed within the approved budget. 5. Project Quality Management - project will satisfy the needs for which it was undertaken 6. Project Human Resource Management - to make the most effective use of the people involved with the project. 7. Project Communications Management - to ensure timely and appropriate generation, collection, dissemination, storage, and ultimate disposition of project information. 8. Project Risk Management - identifying, analyzing, and responding to project risk. 9. Project Procurement Management - to acquire goods and services from outside the performing organization. Areas of Expertise 1. PMBOK 1. Project Life cycle Definition 2. Five PM process groups 3. Nine Knowledge areas 2. Application area knowledge, standards and regulations. Application areas are usually defined in terms of a. Functional Departments and supporting disciplines b. Technical elements c. Management specializations d. Industry groups Each application areas generally have a set of accepted standards and practices. 3. Understanding Project environment 1. Cultural and social 2.International and political 3.Physical environment 4. General management knowledge and skills 1. Planning 2.Organizing 3.Staffing 4.Executing 5.Control the operations. It also includes supporting disciplines 5. Interpersonal Skills 1. Effective communication 2.Influencing the organization 3.Leadership 4.Motivation 5.Negotiation & conflict resolution 6.Problem solving Standard - is a ―document approved by a recognized body, that provides, for common and repeated use, rules, guidelines, or characteristics for products, processes or services with which compliance is not mandatory.‖ Standards start out as guidelines and later with widespread adaptation becomes accepted as if they were regulations. Regulation - is a ―document, which lays down product, process or service characteristics, including the applicable administrative provisions, with which compliance is mandatory. Page 4 of 58 PMP Exam Study Notes – Don Kim PROJECT MANAGEMENT CONTEXT Program – Group of related Projects managed in a coordinated way to obtain benefits and control not available from managing them individually. Portfolio – Collection of Projects, Programs and other work grouped together to facilitate effective management to meet strategic objectives. Projects or program in portfolio may be related or be independent. PMO – Project Management Office, Project office, Program Office – Centralize and Coordinate the management of project, oversee or administer project, program or both. OPM3 – PMI’s organizational maturity model. Expeditor – Staff Assistant and Communication coordinator. No Power to make decisions (Matrix) Coordinator – Some authority, power and reports to higher-level manager. (Matrix) Progressive Elaboration - Progressively means ―proceeding in steps; continuing steadily by increments,‖ while elaborated means ―worked out with care and detail; developed thoroughly‖ Page 5 of 58 PMP Exam Study Notes – Don Kim Chapter 2 – Project Life Cycle and organization Project life cycle - Organizations performing projects will usually divide each project into several project phases to improve management control. Collectively, the project phases are known as the project life cycle. Usually they are sequential. These are unique to the industries Project Life Cycle Define: 1. What technical work to do in each phase. 2. When the deliverables are to be generated, how they are reviewed, verified & validated. 3. Who is involved in each phase. 4. How to control and approve each phase. Project Phase - Each project phase is marked by completion of one or more deliverables. A deliverable is a tangible, verifiable work product. The conclusion of a project phase is generally marked by a) completion and review of both key deliverables and project performance to date, to b) determine if the project should continue into its next phase and c) detect and correct errors cost effectively. These phase-end reviews are often called phase exits, stage gates, or kill points. Practice of overlapping phases is often called fast tracking. PHASES - Common Characteristics: Cost and staffing - levels are low at the start, higher towards end, and drop rapidly as the project draws to a conclusion. Completion - The probability of successful completion generally gets progressively higher as the project continues. Stakeholder Influence – On the final characteristics of the project’s product and the final cost of the project is highest at the start and gets progressively lower as the project continues. Risk – Uncertainty and hence risk of failing is high at the beginning and get progressively lesser/better as project continues Key stakeholders – PM, customer (buy/use), org, team & sponsor (pays), project management team, PMO Differences - In general, differences between or among stakeholders should be resolved in favor of the customer. Managing - is primarily concerned with ―consistently producing key results expected by stakeholders,‖ Leading - Establishing direction vision of the future and strategies, Aligning people to vision, Motivating and inspiring. Organizational Structure Influence on Projects Functional Weak Matrix Balanced Matrix Strong Matrix Projected Little or None Limited Low to Moderate Moderate to High High to Total PM authority Little or None Limited Low to Moderate Moderate to High High to Total Resource Availability Functional Manager Functional Manager Mixed PM PM Project Budget Part Time Part Time Full Time Full Time Full Time PM Role (Expeditor/coordinator) Part Time Part Time Part Time Full Time Full Time Project Staff Area of specialization mix Organized by Grouped by project Request to Team member to two Within project Communication departmental head bosses then to other dept. and back Silos Two bosses No home Unique Functional – one clear superior, staff grouped by specialization. Scope of projects are usually limited to boundaries of the function. Any communication with other functions is done through function heads. Projectized- team members are collocated, most of the employees are on projects, PM have a great deal of independence and authority. Matrix org – Blend of functional and projectized characteristics: , Weak – maintains many characteristics of functional org and PM role is more of a coordinator or expediter. , Strong – maintains many characteristics of the projectized org, can have F/T PM with full authority and FT staff. , Balanced – recognizes PM but not full authority over projects. , Composite – Mix responsibility. Page 6 of 58 PMP Exam Study Notes – Don Kim PMO – function may range from advisory to recommendation to specific policy and procedure to a formal grant of authority from executive management. PM reports to PMO if it exists. Planning – Planning is the only PM Process group that has a specific order of activities Is the Last activity in the closing process group. Release Resources – Iterations – Start after Risk management because only after this final cost and schedule can be determined. Page 7 of 58 PMP Exam Study Notes – Don Kim Chapter 3 – Project Management Processes for a project Project process: 1. Project management process 2. Product oriented processes: specify and create the project’s product. Typically defined by project lifecycle and application area. Pick Process – Project Manager along with team is responsible for picking what processes are appropriate. Concept of interaction among PM processes - (By Deming) – PLAN (Planning) – DO(executing) – CHECK & ACT (Monitoring and Control) Process Groups – Are not project phases. Process groups are usually repeated for each phase/sub project. 1. Initiating Process Group- Defines and authorizes the project. a. Are often done external to the project’s scope of control. b. Facilitate formal authorization to start a new project. c. Inputs: requirements, SOW d. Output: Prelim Starts the project or its phase, Scope statement, Authorized Project Charter e. Project manager assigned f. Funding and approval happens external to project boundaries g. Many large or complex projects are divided into phases, and repeating it for each subsequent phases. 2. Planning Process Group: Defines and refines the objectives and plan the course of action required to attain the objective and scope that the project was undertaken to address. a. Develops project management plan and also refines project scope, project cost and schedule. b. It is updated and refines through out execution process group thru rolling wave planning. c. All necessary stakeholders are involved in this process d. Includes following processes i. Develop project management plan, Scope planning, Create WBS, Activity definition, Activity Sequencing, Activity Resource Estimating, Activity Duration Estimating, Schedule Development, Cost Estimating, Cost Budgeting, all sub plans and all risk process except Risk Monitoring and Control. 3. Executing Process Group– Majority of the project budget will be spent in performing Executing process group. Integrates people and other resources to carry out the project management plan for the project. a. Includes Direct and Manage Project Execution, Perform Quality Assurance, Acquire Project Team, Develop Project team, Request Seller Responses, Information Distribution, and Select Sellers. 4. Monitoring and Controlling Process Group - Group not only monitors and controls the work being done within a process group but also monitors and controls the entire project effort say all process areas so that timely corrective action can be taken. a. Monitoring and Control Project Work, ICC, Scope Verification, all control process, Manage Project Team, Performance Reporting, Manage Stakeholders, Contract Administrator. b. Monitoring the ongoing project against PMP and baselines, Control and Approve Changes, Preventive Action, Defect Repair and Manage Changes. 5. Closing Process Group: formalizes acceptance of the project deliverable. a. Close Project, Contract Closure Project Charter – Approval and funding are handled external to the project boundaries. Charter is primarily concerned with authorizing the project /phase. It links project to the ongoing work of the organization. Preliminary Scope Statement – contains project and deliverables requirements, product requirements, boundaries of the project, methods of acceptance and high level scope control. In multi phase project the process validates the project scope for each phase. Rolling Wave Planning – Progressive detailing of the project management plan is called rolling wave planning, indicating plan is an interactive and ongoing process. Core processes – Are performed in same order & may be iterated several times during any one phase Facilitating processes- Performed intermittently and as needed during project planning, they are not optional. Page 8 of 58 PMP Exam Study Notes – Don Kim Chapter 4 – INTEGRATION Management Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary Outputs CSMMMIC INTEGRATION Develop Project Developing the project 1. Contract (when applicable) 1. Project Selection 1. Project Chapter Charter charter that formally 2. Project Statement of Work Methods authorizes a project or a 3. Enterprise environmental factors 2. Project Management project phase 4. Organizational Process Assets Methodology (PMM) 3. Project Management Information system(PMIS) 4. Expert Judgment Develop Preliminary Developing Preliminary 1. Project Charter 1. PMM 1. Preliminary project Scope Statement Project Scope Project Scope Statement 2. Project Statement of Work 2. PMIS Statement that provides high level 3. Enterprise Environmental 3. Expert Judgment scope narrative. Factors 4. Organizational Process Assets Develop Project Documenting the actions 1. Preliminary project Scope 1. PMM 1. Project Management Plan Management Plan necessary to define, prepare, Statement 2. PMIS integrate and coordinate all 2. Project Management Processes 3. Expert Judgment subsidiary plans into a 3. Enterprise Environmental project management plan. Factors 4. Organizational Process Assets Direct and Manage Executing the work defined 1. Project Management Plan 1. PMM 1. Deliverables Project Execution in the project management 2. Approved Corrective actions 2. PMIS 2. Requested Changes plan to achieve the project’s 3. Approved Preventive Actions 3. Work Performance Information requirements defined in the 4. Approved Change Requests 4. Implemented corrective actions project scope statement. 5. Approved defect repair 5. Implemented Preventive actions 6. Validated defect Repair 6. Implemented Change Requests 7. Administrative Closure 7. Implemented defect repair Procedure Monitor and Control Monitoring and Controlling 1. Project Management Plan 1. PMM 1. Recommended corrective actions Project Work the processes used to 2. Work Performance Information 2. PMIS 2. Recommended Preventive actions initiate, plan, execute, and 3. Rejected Change Requests 3. Earned Value 3. Recommended Defect Repair close a project to meet the Technique 4. Forecasts performance objectives 4. Expert Judgment 5. Requested Changes defined in the project management plan Integrated Change Reviewing all change 1. Project Management Plan 1. PMM 1.Project Management Plan(updates) Control requests, approving 2. Deliverables 2. PMIS 2. Project Scope Statement (updates) changes, and controlling 3. Work Performance Information 3. Expert Judgment 3. Deliverables changes to the deliverables 4. Requested Changes 4. Approved corrective actions and organizational process 5. Recommended corrective actions 5. Approved corrective actions assets. 6. Recommended Preventive 6. Approved Change Requests actions 7. Rejected Change Requests 7. Recommended Defect Repair 8. Approved Defect Repair 9. Validated Defect Repair Close Project Finalizing all activities 1. Project Management Plan 1. PMM 1. Administrative closure Procedure across all of the project 2. Contract Documentation 2. PMIS 2. Contract closure Procedure management process groups 3. Deliverables 3. Expert Judgment 3. Final Product, Service or result to formally close the project 4. Work Performance Information 4. Organizational Process Assets or a project phase. 5. Enterprise environmental factors (updates) 6. Organizational Process Assets Integration Management – Unification, consolidation, articulation and interactive actions that are crucial to project completion. Integration is about making choices, about where to concentrate resources and effort. It also involves making tradeoffs among competing objectives and alternatives. Integration is primarily concerned with effectively integrating the processes among the Project Management Process Groups. Integration could be said to cover the high level work a PM needs to do. The other knowledge areas in this book are detailed work. Reasons to start projects – Problems, market, opportunity, business requirements, customer request, technological advance, legal requirement, social need. A project manager should be always be assigned prior to the start of planning and preferably while the project charter is being developed. Page 9 of 58 PMP Exam Study Notes – Don Kim It is a job of project manager to put all the pieces of the project together into one cohesive whole that gets the project done faster, cheaper and with fewer resources while meeting the project objectives. 1. Develop Project Charter – Developing the project charter that authorizes a project. 2. Develop Preliminary Project Scope Statement – Developing PPSS provides detailed scope description 3. Develop Project Management Plan – Developing all subsidiary plans into a project management plan. 4. Direct and Manage Project Execution – Accomplish the work defined in the project plan to achieve the project’s scope. 5. Monitor and Control Project Work – Monitoring and controlling the process used to Initiate, Plan, Execute and Close a project to fulfill the objectives defined in the project management plan. 6. Integrated Change Control – Review, approve and control all the changes/ change requests. 7. Close Project – Closing all the activities across all the process groups to close the project. Project Charter - 1. Authorizes a project 2. Gives Project Manager Authority 3. Issued by initiator or sponsor external to project organization who has the authority to fund. 4. It is broad enough that it does not have to change as the project changes. Project Charter Contain: 1. Requirements, wants and expectations 2. Business Needs 3. Project purpose or justification 4. Assigned PM and authority level 5. Stakeholder influences 6. Functional organization participation 7. Assumptions & Constraints 8. Business case and return on investment 9. Summary Budget Inputs 1. Contract (if applicable) 2. SOW is a narrative description of products or services to be supplied by the project and indicates: Business need, Product scope description, strategic plan. Created by customer/sponsor 3. Project doesn’t exist without Project Charter 4. Environmental Process Assets - Company Culture & Structure, Government or industry standards, infrastructure, existing human resources, personal administration (Hire, Fire, performance), work authorization, Market place condition, Stake holder risk tolerance, Commercial database, PMIS 5. Organizational Process Assets – Standards, Policies, Standard Product and Project Life Cycles, Quality policies & procedure, performance measurement criteria, Templates, Communication requirements, Project Closure Guidelines, Risk Control procedure, Issue and Defect Management Procedure, Change Control Procedure, Procedure for Approving & issuing work authorization. It also include Process Measurement database, project files, Historical information & Lessons learned, Configuration management database, financial database containing labor hours, costs & budgets. Tools and Techniques Page 10 of 58 PMP Exam Study Notes – Don Kim PMIS Expert Judgement Project Selection Methods Two categories used are Benefit Measurement (comparative approach) and Constrained Optimization (mathematical approach). 1. Benefit Measurement Methods (Comparative Approach) 1. Scoring Models 2. Benefit Contributions 3. Murder board – Panel of people who try to shoot down a new project idea. 4. Peer Review 5. Economic Models 1. Benefit Cost Ratio 2. Cash Flow 3.Internal Return Rate 4. Preset Value (PV) and net present value (NPV) 5.Opportunity Cost 6.Discounted Cash Flow 7. Return on Investment 2. Constrained Optimization Methods (Mathematical Models) 1. Linear 2. Nonlinear 3. Dynamic 4. Integer 5. Multiple Objective Programming Preliminary Project Scope Statement Contain: 1. Project & Product Objectives 2. Requirements & Characteristics 3.Acceptance Criteria 4.Boundaries 5.Requirements and Deliverables 6.Constaints 7.Assumptions 8.Project Organization 9.Initial Defined Risks 10.Schedule Milestone 11.Initial WBS 12.Order of Magnitude Cost Estimate 13. Configuration Management Requirements 14 approval requirements It is developed based on information from the sponsor or initiator. In general is contains all management plan and performance measurement baselines. It should be BARF (bought into, approved, realistic, formal) Project Management Plan – It defines how project is executed, monitored and controlled and Closed. PMP can be either summary level or detailed and can be composed of one or more subsidiary plans and other components. It contains following management plans 1. Scope 2.Schedule 3.Cost 4.Quality 5.Risk 6.Communication 7.Procurement 8.Schedule Baseline 9.Process improvement Plan 10.Staffing 11.Mile Stone list 12. Resource Calendar 13.Cost Baseline 14.Quality Baseline 15.Risk Register 16 Contract 17 Risk Response 18 Change Control Configuration Management (Tool) – It is a sub system of overall project management information system. It is a means of monitoring and controlling emerging project scope against the scope baseline; its purpose is to control change throughout the project. It is any documented procedures used to apply technical and administrative direction and surveillance to audit the items and system to verify conformance requirements. It documents the physical characteristics of formal project documents and steps required to control changes to them (e.g. would be used by a customer who wishes to expand the project scope after the performance measurement baseline has been established). When more than one individual has sign a Charter, you have to be concerned with competing needs and requirements impacting your efforts on configuration management. It is designed in the planning process group and used in the ICC process Configuration Management Activities – 1.Configuration Identification 2.Configuration Status Accounting 3.Configuration Verification and auditing Change Control Board – A group of stakeholders responsible for reviewing, approving and rejecting the changes to the project. Change Control System – It is a collection of formal documented procedures that define how project deliverables and documentation are controlled, changed and approved. It is a subsystem of configuration management. It must also include procedures to handle changes that may be approved without prior review (e.g. result of an emergency). CMS includes Change Control System. Page 11 of 58 PMP Exam Study Notes – Don Kim Integrated Change Control – It is performed from project inception thru completion. Here all recommendations for changes, CA, PA and defect repairs are evaluated and either approved or rejected. It includes: 1. Identifying that a change needs to occur or has occurred 2. Make sure only approved changes are implemented 3. Reviewing and approving requested changes 4. Managing approved changes as and when they occur and regulating them 5. Maintain integrity of baseline 6. Review and approve all recommended corrective and preventive actions 7. Controlling and updating scope, cost, budget, schedule and quality 8. Documenting impact of requested changes 9. Validating defect repair Changes - The best method to control changes on the project is to look for sources of change. The best method to deal with changes is to direct the changes to the Change Control Board. Changes to project charter from sponsor and other signatories. Project Manager has authority to approve some change requests. He is given authority to approve changes in emergency situations. Result of Monitoring & Control are recommended changes to the project as well as recommended corrective actions, preventive actions and defect repairs. Work Authorization System: system for authorizing the work-notifying team members or contractors that they may begin work on a project work package. Work performance Information: includes schedule progress, deliverables completion status, schedule, extend to which quality standards are met, costs authorized and incurred, estimates to complete, % complete, LLs, Resource utilization details. Primarily status reports on work progress. Baselines can be for scope, schedule, cost, quality, resource, technical performance baselines. Scope baseline includes the WBS, Project scope statement and WBS dictionary. Projects that deviate far from their baselines should have their risk management process reviewed. Should be changed for all implemented changes. Sometimes, certain classification of changes gets automatic approval on a project and do not need Change Control Board approval. Project Execution – Although the products, services or results of the project are frequently in the form of tangible deliverables such as building, road or software, intangible deliverables such as training is also provided. Schedule Change Control System – can include the paper, systems and approvals for authorizing changes. The project manager is normally not the approval authority, and not all the changes approved Organization Process Assets – Includes an index & location of project documentation , Formal Acceptance Documentation , Project Files , Closure Documents , Historical information Corrective Actions: are recommended in following processes M & C project work, Scope verification, All control areas, Perform quality assurance (only area from executing process group), Manage project team, Performance reporting, Contract Administration. Mostly in executing and M&C process groups. Recommended corrective actions result in the creation of change required which are approved or rejected in the ICC process and implemented in direct and manage project execution process. Preventive action: deals with anticipated or possible deviation from the performance baselines. Recommended PA are output of M&C project work, Perform quality control, Manage project team, RMC Defect Repair: another work for rework and is necessary when a component of the project work does not meet its specification. Discovered during Quality Management process and formed into change request during M&C, these changes are dealt in ICC. Page 12 of 58 PMP Exam Study Notes – Don Kim They are output of M&C and perform quality control Process for making changes: PM should Prevent Root cause of change 1. Evaluate impact with triple constraint 2. Create options 3. Get internal buy in 4. Get customer buy in Close project: Administrative Closure: happens ones to close the project or each phases of the project. Contract Closure: happens to close each contract. Involves both product verification and administrative closure. Page 13 of 58 PMP Exam Study Notes – Don Kim Chapter 5 – SCOPE Management Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary Outputs SCOPE Pack Dynamite With Verified Care – (PDWVC) Scope Planning Creating a project scope 1. Project charter 1. Expert Judgment 1. Project Scope Management Plan management plan that 2. Preliminary Project Scope 2. Templates, forms, documents how the project Statement standards scope will be defined, 3. Project Management Plan verified, controlled and how 4. Organizational Process Assets the work breakdown 5. Enterprise environmental factors structure will be created and defined. Scope Definition Developing a detailed 1. Project charter 1. Product analysis 1. Project Scope Statement project scope statement as 2. Preliminary Project Scope 2. Stakeholder analysis 2. Project Scope Management plan the basis for future project Statement 3. Alternatives Identification (updates) decisions. 3. Project Scope Management Plan 4. Expert Judgment 3. Requested changes 4. Organizational Process Assets 5. Approved Change requests Create WBS Subdividing the major 1. Project Scope Statement 1. Work Breakdown 1. Project Scope Statement (Updates) project deliverables and 2. Project Scope Management Plan Structure Templates 2. Project Scope Management plan project work into smaller 3. Organizational Process Assets 2. Decomposition (updates) more manageable 4. Approved Change requests 3. Scope baseline components 4. Work Breakdown Structure 5. WBS dictionary 6. Requested changes Scope Verification Formalizing acceptance of 1. Project Scope Statement 1. Inspection 1. Accepted deliverables the completed project 2. Project Scope Management Plan 2. Requested Changes deliverables. 3. WBS dictionary 3. Recommended corrective actions 4. Deliverables Scope Control Controlling changes to the 1. Project Scope Statement 1. Variance analysis 1. Project Scope Statement (updates) project scope. 2. Project Scope management plan 2. Re planning 2. Scope Baseline (updates) 3. Work breakdown structure 3. Change Control system 3. Work Breakdown Structure 4. WBS dictionary 4. Configuration (updates) 5. Work Performance information Management system 4. WBS Dictionary (updates) 6. Performance reports 5. Project Management plan 7. Approved Change requests (updates) 6. Organizational Process Assets (Updates) 7. Recommended Corrective action 8. Requested changes Project Scope Management - processes required to define what work is required and ensure that the project includes only that work required to complete the project. Involves managing both product scope and project scope. Processes outlined are used to manager the project scope only. Project Scope Management Plan - Provides guidance on how project scope will be defined, documented, verified, managed and controlled by project management team. It includes 1. Scope definition: A process to prepare detailed project scope statement based on preliminary project scope statement 2. Create WBS: A process that enables creation of WBS also establishes how WBS will be maintained and approved 3. Scope Verification: How formal verification and acceptance of the completed project deliverables will be obtained 4. Scope Control: A process to control changes to project scope, it is directly linked to integrated change control Project Scope - the work that must be done in order to deliver a product, services or result of the project; completion is measured against the project plan. It includes meetings, reports, analysis and all the other parts of PM. Product Scope - features and functions that are to be included in a product; completion is measured against the Product requirements. It can be supplied as a result of a previous project to determine the requirements. Design Scope – contain the detailed project requirements (used for FP contract). Gold plating is not an approved PMI practice. Scope Baseline – Approved detailed 1.project Scope statement, 2.WBS and 3.WBS dictionary. Page 14 of 58 PMP Exam Study Notes – Don Kim Scope Definition – subdividing major project deliverables. Primarily concerns with what is and is not included in the project. It involves using prelim scope statement and fleshing it to include all needs of the stakeholders, Scope constraints and assumptions. All the processes of scope management results in change requests. TOOLS Stakeholder Analysis: Stakeholder influences and interests and document their needs, wants and expectations for requirements. Product Analysis: methods for translating project objective into tangible deliverables and req. Product breakdown, system analysis, system engineering, value engineering and functional analysis. Alternative Analysis: tech used to generate different approaches to execute and perform the work of the project Project Scope statement: describe in detail the project’s deliverable and the work required to create those deliverables. Provides common understanding of the project scope among all stakeholders and describe project’s major objective. It also provides the scope baseline. Scope Statement Contains – 1.Project Objectives 2.Product Scope Description 3.Project Requirement 4.Project Boundaries 5.Project Deliverables 6.Product Acceptance Criteria 7. Constraints 8.Assumptions 9.Initial Project Organization 10.Initial identified risks 11.Schedule Milestones 12.Fund Limitation 13.Cost Estimate 14.Project Configuration Management Requirements 15.Specifications 16.Approval Requirements .Break Down Structures 1. Work Break Down Structure (WBS) 2. Organizational Breakdown Structure (OBS) 3. Resource Breakdown Structure (RBS) 4. Risk Breakdown Structure (RBS) 5. Bill of Materials (BOM) – Hierarchical tabulation of physical assemblies, subassemblies & components needed to fabricate a manufactured product. CREATE WBS WBS - subdividing project deliverables into smaller, more manageable components. It is a deliverable-oriented grouping of project elements that organizes and defines the total scope of the project. It is a communication tool and it describes what needs to be done and what skills are required. Anything missing in the WBS should be added. The WBS is created by the team (helps to get buy-in) and it is used to make certain that all the work is covered. It provides a basis for estimating the project and helps to organize the work. Its purpose is to include the total project scope of all the work that must be done to complete the project. st The 1 level should be the project life-cycle (not product). Defines the project’s scope baseline. Include only work needed to create deliverables. Divided further to get work packages. WBS is foundation of the project as everything that occurs in the planning process group after the creation of the WBS is directly related to the WBS. Ex risks, assignment, estimation, activity list, schedule, budget, network control. The 3 most common types of WBS are system/sub systems, life-cycle phasing and organizational. Benefits of WBS 1. Prevent work slipping thru the crack. 2. Provides the team with an understanding of where their pieces fit into the overall Project Management Process. 3. and gives them an indication of the impact of their work on the project as a whole 4. facilitates communication among team member and other stakeholders 5. provides basis and proof for all kind of estimates 6. help in team building WBS in short is 1. is a graphical picture of hierarchy of the project components 2. if it not in WBS then it is not part of the project 3. should exist for all project Page 15 of 58 PMP Exam Study Notes – Don Kim 4. does not show dependencies ndDecomposition - (1st level – Project lifecycle (for IT design, code, test, install), 2 level – Deliverables (Break down till cost estimates can be done, verify decomposition correctness) ) lowest level of the WBS may be referred to as work packages. Work not in the WBS is outside the scope of the project. WBS is a tool to do decomposition. Subdividing project work packages into smaller, more manageable components (activities/action steps). The heuristic (rule of thumb) used in project decomposition is 80 hours (work packages). Work Package - deliverable at the lowest level of WBS. They are control points in the work packages and are used for task assignments, cost and schedule estimates, risk identifications etc. They are further divided into schedule activities. Control account – one level above the Work Package, in large projects costs are estimated at this level. WBS Dictionary – Defines each item in the WBS, includes info such as a number identifier, control account for cost budgets, Statement of work (SOW) to be done, person responsible/staff assignments and schedule milestone. It helps to reduce Scope Creep, increases understanding and control and inspect the on going work. WBS dictionary can be used as a part of Work Authorization system to inform team members of when their work package is going to start, schedule milestones and other info. Scope Verification – to verify that the work done satisfies the scope of the project. It must be done at the end of each phase of project lifecycle to verify phase deliverables and in M&C. A similar activity during closure process is Product Verification (is for complete product) but scope verification (for deliverables/components) happens in M&C. The review at the end of the project phase is called phase exit, stage gate, or kill point. SV Checks the work against the PMP and project scope mgmt plan, WBS and WBS dictionary and then meeting the customer to gain formal acceptance of deliverables. Scope Verification is normally done after quality control which checks for correctness of work based on quality requirements and scope verification focuses on customer acceptance but these two processes can be performed in parallel. Alternative way to describe SV, Inspection, Reviews, Product Reviews, Audits and Walkthroughs, sign off etc SCOPE CONTROL: focuses on changes due to scope control and changes on scope due to other changes. All requested changes passes thru ICC 1. have clear definition of scope 2. measure scope performance against scope baseline 3. determine if any update to PMP or scope management plan needed. Scope Creep – Uncontrolled changes are often referred as project scope creep. Variance Analysis – Project performance is measurements are used to assess the magnitude of variation. It includes finding the cause of variation relative to the scope baseline. Rolling Wave Planning – The Project Management team usually waits until the deliverable or subproject is clarified so the details of the WBS can be developed. This is referred as rolling wave planning. So Work to be performed in the near future is planned to the low level of the WBS, where as work to be performed far into the future can be planned at the relatively high level of the WBS Management by Objective (MBO) – determining company’s objective and how the project fits into them. MBO focuses on the goals of an activity rather than the activity itself (manager is responsible for results rather than performing certain activities) Stakeholder Management – the project manager must identify the stakeholders, determine their needs and expectations, then manage and influence expectations to ensure project success. Project success depends primarily on customer satisfaction. 1. Identify all of them 2. Determine all of their requirements 3. Determine their expectations 4. Communicate with them 5. Manage their influence The principal sources of project failure are organizational factors, poorly identified customer needs, inadequate specified project requirements, and poor planning and control. Page 16 of 58 PMP Exam Study Notes – Don Kim Most Change Requests are the result of 1. An external event 2. An error or omission in defining the scope of the product 3. An error or omission in defining the scope of the project 4. A value-adding change A Change Request is the most effective way of handling the disconnect between what users actually want and what management thinks they want. The project manager’s role related to project change is to influence the factors that affect change. He should ask for a change order and look for impacts to the triple constraint. Scope Changes on project can be minimized by spending more time developing the scope baseline. If there is enough reserve to accommodate a change then it should be handled as a risk management process, the Project Manager can approve the change (we are paid to manage the scope completion within our budget and reserves) End of phase reviews happens at the end of the phase and is same as administrative closure at the end of the project Page 17 of 58 PMP Exam Study Notes – Don Kim Chapter 6 – TIME Management Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary Outputs TIME DSRDDC Activity Definition Identifying the specific 1. Enterprise environmental factors 1. Decomposition 1. Activity List schedule activities that need 2. Organizational Process Assets 2. Templates 2. Activity Attributes be performed to produce the 3. Project Scope Statement 3. Rolling wave planning 3. Milestone list various project deliverables 4. Project Management Plan 4. Planning component 4. Request Changes 5. Work breakdown structure 5. Expert Judgment 6. WBS dictionary Activity Sequencing Identifying and 1. Project Scope Statement 1. PDM 1. Project Schedule Network documenting dependencies 2. Activity list 2. ADM diagrams among schedule activities 3. Activity Attributes 3. Schedule Network 2. Activity list (updates) 4. Milestone list templates 3. Activity attributes (updates) 5. Approved Change Requests 4. Dependency determination 4. Requested changes 5. Applying leads and lags Activity Resource Estimating the type and 1. Enterprise environmental factors 1. Bottom-up estimating 1. Activity resource requirements Estimating quantities of resources 2. Organizational Process Assets 2. Alternatives Analysis 2. Activity attributes (updates) required to perform each 3. Project Management Plan 3. Published estimated data 3. Resource calendar (updates) schedule activity 4. Activity list 4. Project Management 4. Resource Breakdown Structure 5. Activity Attributes Software 5. Requested changes 6. Resource Availability 5. Expert Judgment Activity Duration Estimating the number of 1. Enterprise environmental factors 1. Analogous estimating 1. Activity Duration estimates Estimating work periods that will be 2. Organizational Process Assets 2. Parametric estimating 2. Activity attributes (updates) needed to complete each 3. Project Scope Statement 3. Three-point estimates schedule activities. 4. Project Management Plan 4. Reserve Analysis .Risk register 5. Expert judgment .Activity Cost estimates 5. Activity list 6. Activity Attributes 7. Activity Resource requirements 8. Resource Calendar Schedule Analyzing activity 1. Enterprise environmental factors 1. Schedule Network analysis 1. Project schedule Development sequences, durations, 2. Project Scope Statement 2. Critical path method 2. Schedule model data resource requirements, and 3. Project Management Plan 3. Schedule Compression 3. Schedule baseline schedule constraints to . Risk register 4. What-if scenario analysis 4. Resource requirements (updates) create the project schedule. 4. Activity list 5. Resource leveling 5. Activity attributes (updates) 5. Activity Attributes 6. Critical chain method 6. Project calendar (updates) 6. Project Schedule network 7. Project management 7. Requested Changes diagrams software 8. Project Management Plan 7. Activity Resource requirements 8. Applying calendars (updates) 8. Resource Calendars 9. Adjusting leads and lags .Schedule Management Plan 9. Activity duration estimates 10. Schedule model (updates) Schedule Control Controlling changes to the 1. Schedule management plan 1. Progress Reporting 1. Schedule model data (updates) project schedule. 2. Schedule baseline 2. Schedule change control 2. Schedule baseline (updates) 3. Performance reports system 3. Activity list (updates) 4. Approved Change requests 3. Performance measurement 4. Activity Attributes (updates) 4. Project management 5. Performance measurements software 6. Requested changes 5. Variance analysis 7. Recommended Corrective actions 6. Schedule comparison bar 8. Project Management Plan charts (updates) 9. Organizational Process Assets (updates) Project Time Management - processes required to ensure timely completion of the project Time Management – In small projects Activity Definition, Sequencing, Resource Estimation, Duration Estimation and Schedule development are so tightly linked that they are viewed as single process. Activity Definition – involves identifying and documenting the work that is planned to be performed. Here work packages are planned (decomposed) into schedule activities to provide basis for estimating, scheduling, executing, and monitoring and controlling the project work. Page 18 of 58 PMP Exam Study Notes – Don Kim Its final output is schedule activity where as final output is deliverable in create WBS process. It is done by the project team members responsible for the work packages. Planning Component (TT used in Activity Definition) 1. Control account: above work package and below WBS. All the work effort performed within a control account is documented in a ―control account plan‖ 2. Planning component: above work package but below control account Decomposition (TT used in Activity Definition) 1. Involves sub dividing the Work Packages into smaller components called schedule activities. 2. Activity Definition output is schedule activities not Deliverables (Create WBS output is Deliverables) 3. Activity list, WBS and WBS dictionary can be developed either sequentially or concurrently. 4. Performed by team members responsible for the work package. Activity List (output of activity definition) , Includes all schedule activity that is required as part of the project scope , It includes the activity identifier and scope of work description for each schedule activity in sufficient detail. , It is used in schedule model and is part of PMP , Schedule Activity’s scope of work can be in physical terms such as linear feet of pipe or lines of computer program. Schedule Activity are discrete components of the project schedule but are not components of the WBS Activity Attributes (output) – for each SA contains Activity identifier, activity Code, Activity Description, Predecessor Activities, Successor activities, logical relationships, leads and lags, resource requirements, imposed dates, constraints and assumptions, personal responsible for, geographical area, level of effort, Milestone (input) – Can be mandatory or optional, it a component of PMP, included in SS and WBSD and used in schedule model. Activity Sequencing involves identifying and documenting the logical relationship among the schedule activities. Tool: Arrow Diagramming Method (AOA): PERT and CPM focuses on float duration, to determine which activities have the least scheduling flexibility. Only Show finish-to-start relationship. Used by CPM Precedence Diagram Method (AON): Represents improvement to PERT and CPM by adding lag relationships to activities [Start to Start; Start to Finish; Finish to Start; Finish to Finish]. Work is done during activity. Arrow indicates dependency. No dummy, its used by most softwares. Dependencies: , Mandatory or Hard logic: Often involve physical or technological limitations (based on the nature of work being done) , Discretionary: may also be called preferred logic, preferential logic, or soft logic. Soft: desirable and customary (based on experience). Preferential: preferred or mandated by a customer (also, need of the project sponsor) Defined by PM Team. It is documented so that can be exploited for the schedule compression. All above are based on past experience , External: Input needed from another project or source Apply Leads and Lags – Lead allows acceleration of the successor activity, A lag direct a delay in Successor activity. Activity Resource Estimation – Identifies when and what resources (person, equipment or material) required for a schedule activity and what quantities of each resources will be available. It is closely coordinated with Cost estimating process. Schedule Management Plan (Input) – Development of Schedule Management Plan is part of Develop Project Management Plan Process. SMP is a subsidiary plan of PMP and may formal or informal, highly detailed or broadly framed depending on the project. This plan sets the format and establishes criteria for developing and controlling the project schedule. Bottom Up Estimation (TT of Resource Estimation) – Estimation is done for lower level items and then aggregated. Output: Activity resource requirements, Resource Calendar(update), RBS –it is a hierarchical structure of resources by category & type. Activity – consumes time (eg testing) Events – specified accomplishment / does not consume time (eg tested) Activity Duration Estimate – requires to estimate amount of work effort required, the assumed amount of resources to be applied and the number of work periods needed to complete the schedule activity is determined. Resource Calendar (Input) includes availability, capability and skills of human resources. TT for Activity Duration Estimation Page 19 of 58 PMP Exam Study Notes – Don Kim 1. Analogous Estimation – Using actual duration of previous similar schedule activity. It is at the project level, generally given to PM from Management or Sponsor; uses historical information and Expert Judgment and it is a form of Top Down estimate. 2. Parametric Estimation – Quantity of Work * Productivity Rate - 1.Regression Analysis (Scatter Diagram) 2.Learning Curve. Results of Parametric Estimation can become heuristics. It is based on historical records. 3. Three Point Estimates – Program Evaluation and Review Technique (PERT) Three-Point Estimate = (O + 4M + P)/6 Where O is Optimistic, M is Most likely and P is Pessimistic standard deviation = (P - O)/6 variance = 2 standard deviation(To add standard deviations: convert to variance then add; take the square root of the sum). Best method when you have no historical data for a similar task. Result is the 50% point (mean).The probability of completing a project at or later than its expected time is 50% 4. Reserve Analysis: Contingency reserve (known unknown) is for remaining risk after risk response planning and management reserve (unknown- unknown) is any extra amount of funds to be set aside to cover unforeseen risk. Cost baseline will include contingency reserve and cost budget will include management reserve. Contingency reserve is created as a part of contingency plan and used when identified (residual) risk as a part of active acceptance strategy, occurs. 5. Expert Judgment time reserve, Contingency Reserve or buffers as recognition of schedule risk. They can be % of the estimates. Graphical Evaluation and Review Technique (GERT)—allows for probabilistic treatment of both network logic and activity duration estimates. It is a form of ADM (A Network Drawing Method) that allows loops between activities. The easiest example is when you have an activity to design a component and then test it. A network diagram drawing method that allows loops between tasks. It is a method of sequencing (e.g. a project requires redesign after completion of testing) PM Role on estimating 1. Provide team with enough info to estimate 2. Set accuracy level for estimates 3. Do a sanity check 4. Prevent padding 5. Formulate reserve 6. Make sure assumption are recorded Schedule development: difference between time estimate and schedule is that the schedule is calendar based. Imposed dates in Scope Statement (I/P to Schedule Development Process) restrict the start or finish date. Imposed Dates – Schedule Network Analysis (TT for Schedule Development) 1. Critical Path Method – Calculate Project Duration, Critical path length and Float. Critical path can have 0 or negative total float. Uses only one time estimates. Doesn’t consider risk as important as cost so it focuses on controlling cost and leaving schedule flexible. Uses only ADM (AOA) diagram 2. Schedule Compression – Crashing (Additional Resources) and Fast Tracking (Parallel) 3. What if Scenario – Monte Carlo Analysis in which a distribution of possible activity duration is defined for each schedule activity and used to calculate a distribution of possible outcome for the total project. It helps to assess feasibility of the project schedule under adverse condition and in preparing contingency and response plans to overcome or mitigate the impact. 4. Applying calendars: identifying periods when work is allowed. Project calendar (affects all project activities like snowfall season no work can be planned) and Resource calendar affect a specific resource or category or resources like shift timings, planned vacations) 5. Schedule Compression Methods – occurs after activity duration estimating and before finalizing the schedule. Include Crashing – when you are worried about time, not so much about costs. Fast Track – activities that are done in sequence are done in parallel, involve increases risk and rework, it is done on discretionary dependencies. Should fast track tasks on the critical path (float = 0) in order to save time. Re-estimate should be done by reviewing risks. 6. Resource Leveling – Applied after Critical Path Method, Keep resource usage at constant level. Allows you to level the peaks and valleys of resource use from one month to another. Also know as resource based method and resource constrained schedule and produces resource limited schedule. Often results in a project duration that is longer than the preliminary schedule. Resource reallocation from non-critical to critical path activities is a common way to bring the schedule back, or as close as possible, to the originally intended overall duration. So 1. Schedule can slip 2. Cost increase. Reverse Resource allocation scheduling: based on finite and critical project resource (end date), in this case the resource is scheduled in reverse from the project ending date. Page 20 of 58 PMP Exam Study Notes – Don Kim 7. Critical Chain Method – deterministic and probabilistic approach. In lieu of managing the total float of network paths, the critical chain method focuses on managing the buffer activity durations and the resources applied to planned schedule activities. a. Project schedule network diagram is built using non conservative/most likely estimates with required dependency and defines constraints. Each activity is schedule to occur as late as possible to meet end date. b. Then Critical Path is calculate and c. Then resource limited schedule is determined making a altered critical path. d. Then add duration buffers that are non work schedule activities to maintain focus on the planned activity durations. Think of them as reserves from risk response planning. e. Then planned activities are schedule to their latest possible planned start and finish dates. Float / Slack – 1.Free 2. Total. A negative slack on the critical path means that the project is behind schedule. Free Float – amount of time a task can be delayed without delaying the early start of its successor. Total Float – amount of time that an activity may be delayed from early start without delaying the project finish date ―Start no earlier than‖ & ―Finish no later than‖ – Respectively #1 and #2 most popular date constraint in project management software. Monte Carlo Analysis - computer simulation of project outcomes using PERT estimates; result represented in S curve. Provides the ability to compute the probability of completing a project on a specific day. Can also be used to assess feasibility of schedule under adverse conditions (e,g., when a schedule constraint is identified) Monte Carlo Analysis – 1. Probability of Completion and any specific day 2. Probability of Completion in amount of Cost 3.Probability of activity in critical path 4. Risk Time Estimate – Non-Calendar Schedule – Calendar Based Output Schedule development Project network diagrams. Project network diagrams are schematic displays of the project’s activities and the logical relationships (dependencies) among them. Barchart (Gantt) 1. Weak Planning Tools 2. Good reporting tools 3. No Dependency Shown 4. No Resources shown Hammock Activity – O/p of Schedule Development -> Bar Charts -> For Control and management communication, the broader more comprehensive summary activity called Hammock Activity is used between milestones or across multiple interdependent work packages. Milestone Chart: Significant events; good for communicating status to top management. Schedule development: 1. Work with stakeholder priorities 2. Look for alternative ways to complete the work 3. Look for impact on other projects 4. Meet with managers to negotiate for resources availability 5. Give a team to approve the schedule 6. Look at calendar estimates to see if they are feasible. 7. Compress the schedule 8. Adjust all the component of PMP 9. Simulate using monte carlo anal 10. Level resources 11. Conduct meetings and conversation to gain stakeholder and mgmt approval. Schedule Control: part of ICC 1. Determining current status of the project schedule 2. Influencing the factors that create changes 3. Determining if schedule has changes 4. Managing actual changes as they occur Schedule Baseline - the original, approved project schedule; should never be changed without approved Change request. Any approved change should be documented in writing. Should be created at the beginning of the project and used during the project to gauge (measure) overall project performance, not just schedule. The project Performance Measurement Baseline should generally change only in response to a scope or deliverable change. Page 21 of 58 PMP Exam Study Notes – Don Kim Schedule Change Control System – defines procedures for changing the project schedule and includes the documentation, tracking systems, and approval levels required for authorizing schedule changes and part of Integrated Change Control Process. Fragment Network – Portions of project schedule network diagram are often referred to as a Sub network or Fragment Network. Sub Network templates are useful when project has several identical or nearly identical deliverables. Heuristics - rules of thumb Near Critical Path – Path is close in duration to critical path, the close it is the more RISK project has. Variance - Plan minus Actual Lag – waiting time between two tasks (negative lead) Resource Planning Tools Responsibility Matrix Identify who does what at what time/phase of the project, Resource Spreadsheet Quantifies how much work is needed from each resource during each time period Resource Gantt Chart Identify the periods of time (e.g. calendar date) when a particular resource is working on a particular task Resource Histogram Vertical bar chart showing the total number of resources needed during each time period (Resource Loading Chart) Progress Report – 50/50, 20/80, 0/100 – An Activity is considered X percent complete when it begins and gets credit of the last 100-X percent only when it is completed. Page 22 of 58 PMP Exam Study Notes – Don Kim Chapter 7 – COST Management Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary Outputs COST EBC radio is free of cost. Cost Estimating Developing an 1. Enterprise environmental factors 1. Analogous estimating 1. Activity Cost estimates approximation of the costs 2. Organizational Process Assets 2. Determine Resource Cost 2. Activity Cost Estimate Supporting of the resources needed to 3. Project Scope Statement Rates detail complete project activities 4. Work breakdown structure 3. Bottom-up estimating 3. Requested Changes 5. WBS dictionary 4. Parametric estimating 4. Cost management plan (updates) 6. Project Management Plan 5. Project Management Schedule Management Plan Software Staffing Management Plan 6. Vendor Bid analysis Risk Register 7. Reserve analysis 8. Cost of Quality Cost Budgeting Aggregating the estimated 1. Project Scope Statement 1. Cost aggregation 1. Cost baseline costs of individual activities 2. Work breakdown structure 2. Reserve Analysis 2. Project funding requirements or work packages to 3. WBS dictionary 3. Parametric Estimating 3. Cost management plan (updates) establish a cost baseline. 4. Activity Cost estimates 4. Funding Limit 4. Requested Changes 5. Activity Cost Estimate reconciliation Supporting detail 6. Project Schedule 7. Resource Calendars 8. Contract 9. Cost management plan Cost Control Influencing the factors that 1. Cost baseline 1. Cost change control system 1. Cost estimates (updates) create cost variances and 2. Project funding requirements 2. Performance measurement 2. Cost baseline (updates) controlling changes to the 3. Performance reports Analysis 3. Performance Measurements project budget. 4. Work performance information 3. Forecasting 4. Forecasted Completion 5. Approved Change requests 4. Project performance 5. Requested Changes 6. Project management plan reviews 6. Recommended corrective actions 5. Project Management 7. Organization process assets software (updates) 6. Variance Measurement 8. Project management plan (updates) Cost Estimating - Developing an approximation (estimate) of the costs of the resources needed to complete project activities. Cost Budgeting – Aggregating the estimated costs of individual activities or work packages to complete project activities Cost Control - Controlling changes to the project budget and influencing the factors that causes cost variance. Life Cycle Costing – Broader view of Project Cost Management, which includes cost of resources needed to complete schedule activities along with effect of cost decisions on using, maintaining & supporting the product, service or result of the project. Life cycle costing together with value engineering can improve decision making and is used to reduce cost and execution time. Cost Management Plan - It is created as part of the Develop Project Management Plan process. It can establish 1. Precision Level ($100, $1000 etc) 2. Units of Measure (Staff hours/days/lump sum etc) 3. Organizational Procedure Links (Control Account, code or account number directly linked accounting system) 4. Control thresholds (Agreed amount of variation allowed) 5. Earned Value rules (1.Computation Formula 2.Earned Value Credit Criteria 3.WBS Level) 6. Reporting Formats 7. Process descriptions (Each of the three cost management Processes are documented.) ROM – Accuracy of project estimate will increase as it progresses, project at initial stages can have rough order of magnitude (ROM) in the range of –50 to +100% later it will narrow to a range of definite estimate –10 to +15%. Cost Management Plan – (from Cost Estimating) the action taken by the project manager for all variances are described in the Cost Management Plan. Cost Estimating (Tools) Page 23 of 58 PMP Exam Study Notes – Don Kim Analogous estimating - also called top-down estimating, means using the actual cost of a previous, similar project. It is given by management as an expectation. It is less costly and less precise. Parametric modeling - mathematical model to predict project costs - per square foot of living space. It uses statistical relationship between historical data and other variables to calculate cost estimate. It can produce higher levels of accuracy depending on sophistication, resource quantity and cost data. Bottom-up estimating - The cost of individual activities or work packages rolled up to get the estimate for whole component. It is more accurate and costly. Reserve Analysis – Contingency Reserve are estimated to be used at the discretion of the project maanger to deal with anticipated but not certain events, called ―known unknowns‖. They are managed as a buffer kept at the end of the network path for that group of activities. As the schedule progresses, reserve is measure by resource consumption by the schedule activities. Management reserve: they are there to manage events called ―unknown unknowns‖. Since they are not distributed as budget to project hence they are not used for calculating earned values metrics. Cost of Quality: cost of quality initiative in an organization like training, audits etc, cost of poor quality: warranty cost, claims EV equals PV when the project is completed. Cost Calculations - Costs are more practical to calculate at one level higher (Control Account) than work package level Cost Budgeting Tools and Techniques Cost aggregation Funding Limit Reconciliation – Customer/sponsor will set limits on disbursement of funds for the project. Funding Limit Reconciliation will necessitate the scheduling of work to be adjusted to smooth or regulate those expenditures. It is accomplished by placing imposed date constraints for some work packages and compressing the schedule to reduce the estimated cost of the project. Conciliation happens for the cash flow of the project and with any cost constraint of the project. Cost baseline (output)- The cost baseline is a time-phased budget that will be used to measure and monitor cost performance on the project. It is shown as an S curve. The difference between maximum funding and the end of the cost baseline is Management Reserve in the S curve. Project Funding requirement (output) Project Performance Reviews (TT of Cost Control) – 1.Variance Analysis 2.Trend Analysis 3.Earned Value Technique Performance Measurement Analysis (TT of Cost Control) – PV, EV, AC, ETC, CV, SV, CPI, SPI Expected Revenues / Expected Costs. Measure benefits (payback) to costs; not just profits. The Benefit Cost Ratio higher the better (if rating over 1, the benefits are greater than the costs) Interest Rate which makes the PV of costs equal to PV of benefits Internal Rate of Return Number of time periods up to the point where cumulative revenues exceeds cumulative costs. Payback Period Weakness in this approach is the lack of emphasis on the magnitude of the profitability. Does not account for time value of money nor consider value benefits after payback. Cost of choosing one alternative and therefore giving up the potential benefits of another Opportunity Cost alternative: it is the value of the project not selected (lost opportunity). Expended costs which should be ignored when making decisions about whether to continue Sunk Cost investing in a project The point beyond which the marginal addition of resources does not provide a proportional Law of Diminishing amount of utility. Same amount each time period (e.g. 10 – 10 – 10). Returns Types 1. Straight Line 2. Accelerated (1. Double Declining Balance 2. Sum of Years Digits) Straight Line Depreciation Current Assets - Current Liabilities Working Capital Cost reduction tool that considers whether function is really necessary and whether it can be Value Analysis provided at a lower cost without degrading performance or quality. Finding the least expensive way to do the scope of work. Tool for analyzing a design, determining its function, and assessing how to provide those Value Engineering Tool functions cost effectively. At beginning, charge 50% of its BCWS to the account. Charge remaining at completion. 50-50 Rule Page 24 of 58 PMP Exam Study Notes – Don Kim Statistical technique graphically represented on scatter diagram Regression Analysis Mathematically models the intuitive notion that the more times we do something, the faster we Learning Curve will be able to perform Costs rise directly with the size and scope of the project Variable Costs Costs do not change; non-recurring (e.g. project setup costs) Fixed Costs Incurred directly by a specific project. Project training to project team. Direct Costs Part of the overall organization's cost of doing business and are shared by all projects. Usually Indirect Costs computed as a percentage of the direct costs. General and administrative cost, allocated to the project by the project team as a cost of doing business. Represent the basic level at which project performance is measured and reported. The purpose Control accounts of control accounts is to monitor and report on project performance. Documented in the cost management plan, defines the procedures of the cost baseline change. Cost Change Control Includes the documentation, tracking systems, and approval levels needed to authorize a change Systems and integrated with the integrated change control process. Amount of money earned: Revenue – direct costs Operating profit Present value method determines the net present value of all cash flow by discounting it by the Discounted cash-flow required rate of return. approach (output to cost control) Process and procedures developed for the closing or canceling of Project Closeout projects Formulas Probability * Impact Expected Value t FV / (1 + r)Present Value EV = BAC * (work completed/total work required) Cost Variance EV – AC (BCWP – ACWP) Variance = planned – actual CV PV = BAC *(Total time passed /total schedule time) Schedule Variance EV – PV [BCWP – BCWS] (if <0; work completed is less than what was planned) SV EV/AC [BCWP / ACWP] I am getting ____ out of each dollar. (>1 good; <1 bad) Cost Performance Index (CPI) EV/PV [BCWP / BCWS] I am progressing at ____% of the rate originally planned Schedule Performance Index (SPI) BAC / CPI Estimate at Completion (EAC) AC+ETC (when original estimates are considered flawed) AC+BAC-EV (when everything is OK and current variance will not occur in the future) AC+((BAC-EV)/CPI) (when everything is OK and current variance will occur in the future) EAC - AC or (BAC - EV) / CPI Estimate to Completion (ETC) BAC – EAC Variance at Completion (VAC) AC/BAC % Spent CV/EV Cost Variance in % SV/PV Schedule Variance in % (BAC-EV)/(BAC – AC) To Complete Performance Index (TCPI) How much should be done? This is the performance measurement baseline. BCWS (PV) How much work is done? (Progress) Budgeted cost of work performed. Value of the work BCWP (EV) completed in terms of what you budgeted (your baseline) How much did the ―is done‖ work cost? ACWP (AC) Budget at Completion – How much is budgeted for the total job? BAC would change BAC every time there is a funded scope change approved for activity to be performed in the future. Based on project performance and risk quantification EAC Estimate to Completion ETC Cumulative CPI does not change by more than 10% once a project is approximately 20% CPI complete. The CPI provides a quick statistical forecast of final project costs. Work Quantity(scope of the activity) / Production rate AD Page 25 of 58 PMP Exam Study Notes – Don Kim Formulas (crash cost - normal cost) / (crash time - normal time) ; if <0, as the time required for a Slope project/task decrease, the cost increase Page 26 of 58 PMP Exam Study Notes – Don Kim Chapter 8 – QUALITY Management Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary Outputs QUALITY The quality 3-Pack. (3 PAC) Quality Planning Identifying which quality 1. Enterprise environmental factors 1. Cost-Benefit analysis 1. Quality management plan standards are relevant to the 2. Organizational Process Assets 2. Benchmarking 2. Quality Metrics project and determining 3. Project Scope Statement 3. Design of experiments 3. Quality Checklists how to satisfy them. 4. Project Management Plan 4. Cost of quality (COQ) 4. Process Improvement Plan 5. Additional quality 5. Quality Baseline Planning Tools 6. Project Management Plan (updates) Perform Quality Applying the planned 1. Quality management plan 1. Quality planning tools and 1. Requested Changes Assurance systematic quality activities 2. Quality Metrics techniques 2. Corrective Actions to ensure that project 3. Process Improvement Plan 2. Quality audits 3. Organization process assets employs all processes 4. Work performance Information 3. Process analysis (updates) needed to meet 5. Quality control Measurements 4. Quality control tools and 4. Project management plan requirements 6. Approved Change Requests techniques (updates) 7. Implemented Corrective Actions 8. Implemented Preventive Actions 9. Implemented Change Requests 10. Implemented Defect Repair Perform Quality Monitoring specific project 1. Quality management plan 1. Cause and effect diagram 1. Quality Control Measurements Control results to determine whether 2. Quality Metrics 2. Control charts 2. Validated Defect Repair they comply with relevant 3. Quality Checklists 3. Flow-charting 3. Quality Base line (updates) quality standards and 4. Organization process assets 4. Histogram 4. Recommended Corrective Actions identifying ways to 5. Work performance Information 5. Pareto chart 5. Recommended Preventive Actions eliminate causes of 6. Approved Change Requests 6. Run Chart 6. Requested Changes unsatisfactory performance. 7. Deliverables 7. Scatter diagram 7. Recommended Defect Repair 8. Statistical sampling 8. Organization process assets 9. Inspection (updates) 10. Defect repair review 9. Validated deliverables 10. Project management plan (updates) Approach is compatible with ISO. Quality Planning Identifying which quality standards are relevant to the project and determining how to satisfy them. Although it usually occur during planning phase, it can occur during execution if there is a change. Quality Assurance Applying the planned, systematic quality activities to ensure that the project employs all processes needed to meet requirement. (e.g. evaluating overall project performance regularly) Quality Control Monitoring specific project results to determine whether they comply with relevant quality standards and identifying ways to eliminate causes of unsatisfactory performance. Project Quality Management – processes, procedures, policies required and followed to ensure that the project will satisfy the needs for which it was undertaken. Quality the degree to which a set of inherent characteristics fulfill requirements. Quality is planned, designed and built in – not inspected in. Input: Major input to quality management is to turn stakeholder needs wants and expectations into requirements through Stakeholder analysis performed during Project Scope Management. Grade is a category assigned to products or services having the same functional use but different technical characteristics. (a limited number of features). Low Grade is not a problem - low quality (many bugs) is a problem Precision – Consistency is value of repeated measurements having fine cluster and little scatter. Accuracy is a correctness of how close is measured value to true value. 4 Pillars of Quality Management: customer satisfaction, Prevention over inspection, Management responsibility, Continuous Improvement. Quality - Is planned, designed and built in, not inspected in. Joseph Juran – Quality - Fitness of Use Edward Deming – Quality Improvement – ―14 steps to TQM‖, Plan, Do, Check and Act Page 27 of 58 PMP Exam Study Notes – Don Kim Philip Crosby – Quality – COPQ, ―Conformance to requirements‖, Advocated Prevention over inspection and ―Zero Effects‖. Action for ensuring Quality 1. Review the project charter and project scope statement 2. Ask customer what is his definition of quality 3. Identify any quality standards that are applicable to the project 4. Identify the desired levels of performance in the product 5. Identify level of control for the project 6. Set standard to reach to that level of performance 7. Decide what will you to to ensure processes are followed and standards are met 8. Meetings, reports, measurements, calculations. 9. Perform QA 10. Perform QC Quality Planning: Key inputs are Quality Policy, rules, govt regulation, procedures, scope statement etc. Project Scope statement provide info on major project deliverables, project objectives, requirements, thresholds and acceptance criteria. If thresholds are exceeded it will require action from the project management team. Acceptance criteria include performance requirement and essential condition that must be achieved before project deliverables are accepted. The result of deliverables satisfying all acceptance criteria implies that the needs of the customer have been met and further formal acceptance during scope verification validates that the acceptance criteria have been satisfied. TT of Quality Planning: 1. Cost Benefit Analysis 2. Benchmarking: Comparing practices of other projects. Provides a standard to measure performance (time consuming). (e.g. investigating quality standards that other companies are using) 3. Cost of quality - All work to ensure conformance to requirements + nonconformance to requirements. Like audit, training, rework, COPQ. It is total cost incurred in preventing NCs to requirements, appraising the product etc. It includes Prevention Costs (training), Appraisals Costs (inspection/testing) and Internal (scrap, rework)/External (warranty) Failure costs 4. Additional Quality tools: like brainstorming, affinity diagram, force field analysis, nominal group techniques, matrix diagrams, flowcharts, and prioritization matrices. 5. Design of experiments - is a statistical method that helps identify which factors might influence specific variables. A statistical method to identify the factors which influences specific variables of a product/process and optimizes the product/process. The aspect of this technique is to provide a statistical framework for systematically changing all the important factors Output of Quality planning 1. Quality Management Plan – it describes how the PM team will implement the performing organization’s quality policy. Provides input to the overall project management plan and must address Quality Control, Quality Assurance and continues process improvement for the project. 2. Process improvement Plan – Subsidiary of PMP, it details the steps for analyzing processes that will facilitate the identification of waste and non value added activity, it includes: 1. Process boundaries (describes the purpose, start and end of processes, input/output, owner and stakeholder) 2.Process configuration (flowchart of the process) 3.Process metric (maintain control over status of the processes) 4.Targets for improved performance. 3. Quality Metrics – Defines what something is and how to measure it. 4. Quality Baseline: records quality objective of the project. Perform Quality Assurance: Inputs: QMP, Quality metrics, PIP, Work performance information, Quality control measurements. TT: Quality Planning TT, Quality Audits, process anal, Quality Control TT Quality Audit: objective is to identify ineffective policy, procedure, processes in use on the project, performed by auditors and can confirm implementation of approved CRs, CA, PA and defect repairs. It also creates LLs Process analysis: follows PIP to identify needed improvement and create preventive. It includes root cause analysis Checklist: Used to verify that a set of required steps has been performed in quality control process Page 28 of 58 PMP Exam Study Notes – Don Kim Perform Quality Control: involves monitoring specific project results to determine whether they comply with relevant QMS and are in control and identify ways to eliminate the causes of unsatisfactory results. Project management team should have working knowledge of statistical quality control, especially sampling and probability to help evaluate QC outputs. Following pairs useful to know: , Prevention (keeping errors out of the process) and inspection (keeping errors out of the hands of the customer). , Attribute Sampling Measures whether or not the results conform to specifications and Variable Sampling is the result on a continuous scale that measures the degree of conformity. , Variable Sampling Are characteristic you want to measure (size, shape, weight, etc…). An attribute is what you are measuring. The result is rated on a continuous scale that measures the degree of conformity , Special Cause Unusual event, Random Cause Normal process variation also know as common cause. , Tolerance is the result is acceptable if it falls within the range specified by the tolerance. Control limit is the process in control if the result falls within the control limits Inputs: QMP, Quality Metric, Checklists, Work Performance Information, Deliverables. TT: Seven basic tools of quality - C&E diagram, control chart, flowcharting, histogram, Pareto chart, run chart, scatter diagram, Statistical Sampling, inspection, defect repair review. Cause and Effect Diagram (Fishbone) (1) Creative way to look at actual causes and potential causes of a problem (2) Process of constructing helps stimulate thinking about an issue; helps to organize thoughts; generates discussion (3) Used to explore a wide variety of topics (4) Also known as Ishikawa or Fishbone diagram Control Chart Help determine whether the project is out of control (in order to verify quality level). Used for bother project and product life cycle processes such as schedule variance, volume and frequency of scope changes, and errors in project documents. ―Out of Control‖ points that are beyond control limits or non-random still within the upper and lower control limit (1) Upper and Lower Control Limit on a Control Chart Acceptable range of variation of a process, 3 sigma. [The control limits are determined from data obtained from the process itself.] (2) Assignable Causes Data point on a control chart that requires investigation (3) Specification Limit Shows customer’s expectations for quality (on a control chart). Fixed by the customer (4) Rule of Seven – Based on Heuristics, seven random data points grouped together in a series with in control limit. It represents that they are not random and should be investigated. Flow chart Help analyze how problems occurs, A diagramming technique shows how various elements of a system are interrelated. Histogram: it’s a bar chart showing a distribution of variables. Its helps identify the cause of problems in a process by the shape and width of the distribution. Pareto Diagram – Histogram, ordered freq of occurrence, take corrective action & 80 prob/20 causes. Used to identify and evaluate NCs. Rand ordering is used to guide CA. Run chart: shows the history and pattern of variation. It is a line graph that shows data points plotted in the order in which they occur (over time). Trend analysis involves using mathematical techniques to forecast future outcomes based on historical results. Scatter Diagram: shows pattern of relationship between two variables. Statistical sampling - Statistical sampling involves choosing part of a population of interest for inspection. Appropriate sampling can reduce cost of quality. Inspections - are variously called reviews, product reviews, audits, and walkthroughs. It is examination of a work product to determine whether it conforms to standards. It is also used to validate defect repairs. Defect Repair review. Output Validated Deliverables, recommend CA and PA, defect repair, Validated Defect Repair, quality baseline (updates), Quality Control Measurements – Results of QC activities that are fed back to QA to reevaluate and analyze the quality standards and processes for performing organization. PM is ultimately responsible for quality. Senior management has the overall responsibility and 85% of costs of quality are due to them. Page 29 of 58 PMP Exam Study Notes – Don Kim Operational definitions are also called metrics Quality function deployment – provide better product definition and product development. Its main feature are to capture the customer’s requirements, ensure cross functional teamwork, and link the main phases of product development. Rework – action taken to bring a non-conforming item into compliance. Rework is a frequent cause of project overruns. Marginal Analysis – Optimal Quality is reached at the point where the increased revenue from improvement equal incremental cost to secure it. Gold Plating – Giving Customers extras, it is not recommended. A quality characteristic that is measurable Quality Variable A quality characteristic that is classified as either conforming or nonconforming Quality Attribute Prevent errors from reaching the customer before delivery to the customer. Can be done throughout Inspection product development. Made popular Pareto Chart, Cause-and-Effect Diagram and Control Chart Ishikawa Is used to estimate the loss associated with controlling or failing to control process variability. If you Taguchi Method select good design parameters, you can produce products that are more forgiving and tolerant. The tool helps determine the value or break-even point of improving a process to reduce variability. Provides a basic set of requirements for a quality system, without specifying the particulars for ISO 9000 implementation. Determine if problems are related before planning what to do about them, one can use scatter diagram ―Statistically or regression anal to know that. Independent‖ If two events cannot both occur in a single trial Mutually Exclusive Conformance Non-Conformance (most accurate) Planning Scrap Training Rework and repair Process Control Additional Material Design and process validation Repairs and service Test and evaluation Complaints Quality audits Liability Maintenance and calibration Product recalls Inspection Field service Field testing Expediting Increased cost, Decreased productivity, Increased risk and uncertainty, Increased costs in Impact of Poor Quality monitoring Goal of the cost of quality program should be 3 - 5% of total value. Cost of non-quality is estimated to be 12 - 20% of sales. Two components of product availability are reliability and maintainability. To effectively use statistical quality control, the project team should know the differences between special causes and random causes. Sampling and probability are the most important topics to understand in statistical process control. TQM – Total Quality Management Philosophy encourages companies and their employees to focus on finding ways to continuously improve quality of their business practices and products. Normal distribution is used to measure variation Standard Deviation – From 3 point Estimates = (P – O)/6 Six Sigma – Level of Quality 3 sigma is 2700 defects ppm. +/- 1 +-1 Standard deviation equal to 68.26%, +-2 = 95%, +-3 = 99.73, +-6 = 99.99996% which is percentage of occurrences to fall between the two control limits. Page 30 of 58 PMP Exam Study Notes – Don Kim Page 31 of 58 PMP Exam Study Notes – Don Kim Chapter 9 - HUMAN RESOURCE Management Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary Outputs HUMAN PAD RESOURCE Human Resource Identifying and 1. Enterprise Environmental 1. Organization charts and 1. Roles and responsibilities Planning documenting project roles, Factors position descriptions 2. Project Organization charts responsibilities and 2. Organizational Process Assets 2. Networking 3. Staffing management plan reporting relationships as 3. Project management plan 3. Organizational theory. well as creating the staffing .Activity resource requirements management plan Acquire Project Team Obtaining the human 1. Enterprise Environmental 1. Pre-assignment 1. Project Staff Assignments resources needed to Factors 2. Negotiation 2. Resource Availability complete the project. 2. Organizational Process Assets 3. Acquisition 3. Staffing management plan 3. Roles and responsibilities 4. Virtual teams (updates) 4. Project Organization charts 5. Staffing management plan Develop Project Team Improving the competencies 1. Project Staff Assignments 1. General management skills 1. Team Performance assessment and interaction of team 2. Resource Availability 2. Training members to enhance project 3. Staffing management plan 3. Team-building activities performance. 4. Ground rules 5. Co-location 6. Recognition and rewards Manage Project Team Assigning the tasks to the 1. Organizational Process Assets 1. Observation and 1. Requested Changes team member, Tracking 2. Project Staff Assignments conversation 2. Recommended Corrective Actions team member performance, 3. Roles and responsibilities 2. Project performance 3. Recommended Preventive Actions providing feedback, 4. Project Organization charts appraisals 4. Organization process assets resolving issues, solving the 5. Staffing management plan 3. Conflict management (updates) conflicts among the team 6. Team Performance assessment 4. Issue log 6. Project management plan members, appraises team 7. Work Performance Information (updates) member performance and 8. Performance Reports coordinating changes to enhance the project performance Project management team is a subset of the project team and is responsible for project management activities. Can be divided into administrative and behavioral decisions HR Planning I/P to HR Planning Enterprise Environmental Factors – (I/P to HR Planning) 1. Organizational (which departments, their working arrangements, relationships) 2. Technical (Disciplines and Specialties needed) 3. Interpersonal (Formal or informal reporting relationships, culture and language differences etc) 4. Logistical (How much distance) 5. Political (Individual goals and agendas) Constrains – Organizational Structure, Collective bargaining agreements, Economic Conditions. Collective bargaining agreements: Contractual agreements with unions or other employee groups can require certain roles or reporting relationships. Organizational process assets- templates and Checklists PMP: Activity Resource Requirement TT Organizational Charts and position description– Hierarchical, Matrix based and Text Oriented. Some assignments are in risk, quality or communication plan. To ensure each work package has clear owner and each member has clear understanding of their R&R. Hierarchical Organizational Breakdown Structure (OBS) - A depiction of the project organization arranged so as to relate work packages to organization units. RBS – Resource Break Down Structure is an hierarchical chart which shows break down of project by resource types. RBS is helpful in tracking project costs, aligned with organizations accounting system, can contain categories other than human resources. Page 32 of 58 PMP Exam Study Notes – Don Kim RAM (Matrix based also called table) – Responsibility assignment Matrix, can be developed at various levels. RACI (Responsible, Accountable, Consult and Inform). Show who does what (x=person, y=phase). The most important feature of the RAM is the participatory development process involving all stakeholders Text oriented more detailed include responsibilities, authority, competencies and qualification also known as position description and ―Role responsibility authority forms‖. Networking: Informal interaction including proactive correspondence, luncheon etc. Concentrated Networking is useful at the beginning of the project. Interpersonal Skills – Are also known as soft skills O/P of HR Planning Roles and Responsibilities Role, Authority, Responsibility and competency Staff Management Plan – Describes when and how human resource requirements will be met. SMP can be updated because of promotions, retirements, illness, performance issues and changing workloads. SMP contents: 1. Staff acquisition – internal or external or contract, same location or different, Cost etc 2. Timetable – Resource histogram is prepared, bars beyond the maximum available hours identify need for resource leveling strategy. 3. Release criteria – Morale is improved if transitions are already planned. 4. Training Needs 5. Recognition and rewards 6. Compliance – With Government regulations 7. Safety Project Organization Chart Acquire Project team: improves the competencies and interaction of team members to enhance project performance. Includes improving skill and feeling of trust and cohesiveness. I/P : EE factors (availability, ability, experience, Interest, cost), OP assets, R&R, Project Org Chart, Staffing Mgmt Plan. TT: Pre-assignment, Negotiation, Acquisition, Virtual teams O/P: Project Staff Assignments, resource availability, SMP (update) * Before creating final schedule ―resource availability‖ has to be confirmed. Develop Project Team: involves tacking team member performance, providing feedback, resolving issues and coordinating changes to enhance project performance. I/P : Project staff assignment, staffing management plan, resource availability TT: General Mgmt Skills (Soft Skill), Training, Team Building activities, Ground rules, Co-location, R&R O/P: Team Performance Assessment: Project team effectiveness is evaluated. Manage Project Team: involves tracking team member performance providing feedback, resolving issues and coordinating the changes to enhance project performance. Project management team observes team behavior, manages conflict, resolves issues and coordinating changes to enhance project performance. Management of Project teams is complicated in Matrix organization. I/P: OP asset, Project Staff Assignments, R&R, Org Charts, Staff MP, Team Performance Assessment (for project teams), Work Performance Information (for team member), Performance Reports (for projects). TT: Observation and conversation, Project performance appraisals, conflict management (team members initially responsible to resolve and later manager), Issue log. O/P: Inputs to org performance appraisal, LLs, Halo Effect – Tendency to rate high or low on all the factors due to the impression of a high or low rating on some specific factor. Five Stages of Team Development – Forming, Storming, Norming, Performing and Adjourning Kickoff Meeting – Indirect Method to start team development. It should answer 1.Why am I here? 2.Who are you and your expectations of me? 3. What is this team going to do? 4.How is the team going to do this work? 5.How do I fit into all this? Lessons Learned from Manage Project Team – 1. Project organization charts, positions and Staff MP 2. Ground rules, conflict management techniques and recognitions Page 33 of 58 PMP Exam Study Notes – Don Kim 3. Procedures for Virtual teams, co-location, training and team building 4. Special skills and competencies by team members discovered 5. Issues and solutions Role of Sponsor 1. During initiation: to provide financial resource, provide requirements, SOW, info for Prelim project scope statement, dictates milestone, issue project charter, set priority between projects and triple constraints, 2. Act as a protector of the project 3. During planning: May review WBS, supply initial risks, determine reporting needs, provide expert judgment, approve PMP 4. During project executing and M&C: approve changes to project charter, enforce quality policy, resolve conflict beyond PM, help evaluate tradeoffs between crashing, fast tracking and re-estimate, clarify scope questions, approve or reject changes 5. provide formal acceptance of deliverables (if he is a customer) Role Team member: completes the work in addition involve in determining WBS, estimates and its completion and deviation from PMP. Role of functional manager: individual who manages and owns the resources in a specific department and directs the technical work. Approves PMP and final schedule, assigns resources, assist with team member performance. Role of Project manager: Is in charge of the project not necessarily of the resources. May be technical expert, leads and direct project plan development, determine and deliver quality level, create change control system, maintains control over the project, accountable for project success and failure, integrates project components into a cohesive whole. Leadership Styles PM makes decision without soliciting information from team Autocratic Intensive information solicited; PM makes decision Consultative Team makes decision; open discussion and information gathering by team Consensus Telling other what to do Directing Coordinating the input of others Facilitating Instructing others Coaching Providing assistance along the way Supporting Linear Responsibility Chart (LRC) – identifying responsibility, assignments by work packages and action required. Also referred to as RAM. Resources Histogram – often part of Staffing Management Plan; shows resource usage (eg staff hours) per time period (eg week, month) of a specific job function. Types of Power Legitimate (Formal) Derived from formal position Penalty (Coercive) Predicated on fear Reward Involves positive reinforcement and ability to award something of value Project often needs their own rewards system to affect employee performance. Used correctly, bring the team’s goals and objectives in line with each other and with the project. Expert Held in esteem because of special knowledge or skill (requires time). Earned of our own. Referent Ability to influence others through charisma, personality, etc. The best forms of power are generally Reward and Expert. Form of power by position are reward, penalty and formal Reasons of Conflicts in Order of Frequency – 1. Schedule 2. Project Priorities 3. Resources 4. Technical Opinions 5. Administrative Procedures 6. Cost 7. Personality Page 34 of 58 PMP Exam Study Notes – Don Kim Conflict Management Avoidance/Withdrawal At least one party withdraws from conflict. Cool off period, could be lose/lose (Ignoring) Retreating from actual or potential disagreement; delaying (e.g. ―Just document the problem‖) Competition/Forcing Exerting one’s viewpoint; a last resort [win/lose] (e.g. ―Call the customer and demand that you receive the approval today.‖ Compromising Bargaining and searching for solutions; neither party wins but each gain some satisfaction. [Lose- Lose Situation] this is very rarely a good way to resolve technical issues. Definite solution is achieved in the end Accommodation Opposite of Competition. One party meets other party need at expense of his own. Lose/Win Collaborating Involves incorporating multiple ideas and viewpoints from people with different perspectives and offers a good opportunity to learn from others (good when project is too important to be compromised) Win/Win Best Strategy De-emphasize differences and emphasize commonalities; friendly but avoids solving root causes; **Smoothing delaying (eg. Manager says an issue is valid but doesn’t think it will be a big problem later) **Problem Solving / Address conflict directly in problem solving mode [win/win] Confrontation 3 steps of problem solving: 1. Analyze the situation / Document the situation 2. Develop alternatives with the team 3. Go to management Motivational Theory: Content & Process Theories Content: ―What‖ energizes, directs behavior – 1. Maslow’s Hierarchy of Needs Theory Physiological (need for air, water, food housing, clothing), Safety (security, stability, freedom from harm), Social (love, affection, approval, friends, association), Esteem (accomplishment, respect, attention, appreciation), Self-Actualization (self fulfillment, growth, learning) 2. Hertzberg’s Motivator/Hygiene Theories (Motivator: Responsibility, Self-Actualization, Professional Growth, Recognition; Hygiene: Working Conditions, Salary, Relationship at Work, Safety, status) Process: ―How‖ personal factors influence behavior 1. McGregor’s Theory X and Theory Y (X: Assumes people lack ambition, dislike responsibility, are inherently self- centered and are not very bright; motivate by reward and punishment. Y: Assumes people become lazy w/o recognition, will accept responsibility, can become self-motivated and exercise self-control; motivate by removing obstacles and providing self-directed environment.) 2. Ouchi’s Theory Z/Japanese Theory ( focus on team, company; usually lifetime employment, collective decision making ) Other Motivational Theories: Behaviorism – people behavior can be modified through manipulation of rewards and punishments Expectancy Theory – Motivation is explained in terms of expectations that people have about (1) their ability to perform effectively on the job, (2) the rewards they might obtain if they do perform effectively and (3) the value or degree of satisfaction they anticipate from those rewards. Leadership Theories: McGregor – Theory X (employee lack ambition) and Theory Y (org structure are responsible for motivation) Tannenabaum-Schmidt model – Continuum of leadership styles between the autocratic and participative styles Blake and Mouton – ref to managerial grid (Concern for People Vs Concern for Production), whereas 1,1 is laissez faire mgmnt, 1,9 is Country Club mgmnt, 9,1 is Task oriented mgmnt, 5,5 is Compromise mgmnt and 9,9 is team mgmnt. Forms of Organization Functional A hierarchical organization where each employee has one clear superior, staff are Grouped people by areas of specialization, and managed by a person with expertise in that area. Project manager has no formal authority of resources and must rely on informal power structure and his own interpersonal skills to obtain Page 35 of 58 PMP Exam Study Notes – Don Kim resource commitments from functional managers. Project Retains functional but adds a Project Expeditor who serves as a communications link and coordinator for the Expeditor project across functional units Project Similar to Project Expeditor except the Coordinator reports to a higher level manager and has some authority Coordinator to assign work Weak Matrix Vertical functional lines of authority maintained with a relatively permanent horizontal structure containing managers for various projects. Balance of power leans toward the Functional Manager. Can cause a project to fall behind because functional managers are pulling resources away to perform non-project related tasks. The Project Manager may be able to make resource decision on his own but not technical decision. Strong Matrix Same as Weak except that the balance of power leans towards the Project Manager Projectized A separate, vertical structure is established for each project. All the project team members report directly and solely to the project manager. **Memorize PMBOK ―Organizational Structure Influence on Projects‖ Team building is most difficult in a matrix organization. Its main purpose is to improve team performance. Team development is based on the individual development of each member. Resource calendar – identifies period when resource is working through the year. Performance Appraisals/Assessment – Project Manager will collect information from team member’s supervisors when project performance appraisals are completed. Team Performance assessment is done by the PM in order to evaluate and improve the effectiveness of team. Arbitration – The hearing and resolution of a dispute performed by a neutral party. Perquisites – Giving Special rewards like corner office, parking space. Fringe Benefits – Standard benefits given to all employees. Page 36 of 58 PMP Exam Study Notes – Don Kim Chapter 10 – COMMUNICATIONS Management Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary Outputs CIPM COMMUNICATIONS Communications Planning Determining the 1. Enterprise Environmental 1. Communications 1. Communication information and Factors requirement analysis management plan communications needs of 2. Organizational Process 2. Communications the stakeholders Assets Technology 3. Project Scope Statement 4. Project management plan .Constraints .Assumptions Information Distribution Making needed 1. Communication 1. Communication skills 1. Organizational Process information available to management plan 2. Information gathering and Assets (updates) project stakeholders in a retrieval systems 2. Requested Changes timely manner 3. Information distribution methods 4. Lessons learned Process Performance Reporting Collecting and distributing 1. Work Performance 1. Information presentation tools 1. Performance reports performance information. Information 2. Performance information 2. Forecasts This includes Status 2. Performance Measurements gathering and compilation 3. Requested Changes reporting, progress 3. Forecasted completion 3. Status review meetings 4. Recommended Corrective measurement and 4. Quality control 4. Time reporting systems Actions forecasting measurements 5. Cost reporting systems 5. Organizational Process 5. Project management plan Assets (updates) Performance measurement baseline 6. Approved Change requests 7. Deliverables Manage Stakeholders Managing communications 1. Communications 1. Communications Methods 1. Resolved Issues to satisfy the requirements management plan 2. Issue Logs 2. Approves Change Requests of and resolve issues with 2. Organizational Process 3. Approved corrective actions project stakeholders. Assets 4. Organizational Process Assets (updates) 5. Project management plan (updates) Communications Planning—determining the information and communications needs of the stakeholders: who needs what information, when they will need it, and how it will be given to them. It is often tightly linked with enterprise environmental factors and organizational influences. It is required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and disposition of project information. 1. Communication planning: determining the info and comm. needs of the project stakeholders 2. Information distribution: making needed info available to project stakeholders in a timely manner. 3. Performance reporting: collecting and distributing performance information, including status reporting, progress measurement, and forecasting 4. Manage Stakeholders: managing communication to satisfy the requirements of and resolve issues with project stakeholders. Art of Communications – Includes Sender-receiver Models, Choice of Media, Writing Style, Presentation techniques and Meeting Management Techniques. Communication planning: determines who needs what, when, how and by whom. I/P: EE Factors, Org Process assets, Project Scope statement, PMP (constraint and assumptions) TT: Comm requirement Analysis: info required on: org chart, pjt org and stakeholder resp relationship, departments in org, logistic of how many channels, int-ext comm need, Communications Technology – factors that affect the project include Urgency of the need for information, Availability of technology, Expected Project Staffing, Length of the Project and Project Environment. Page 37 of 58 PMP Exam Study Notes – Don Kim O/P: CMP – Contains stakeholder communication requirements, information format, receiver, content, detail level, person responsible, methods or technologies, frequency and time of communication, methods for CMP updates, escalation process & Glossary of common terms. Can also include guideline for project status meetings, email etc. basically documents how one control and manage communication. Information distribution: includes implementing the CMP as well as responding to unexpected RFI. I/P: CMP TT: Communication skills: Written and oral, listening and speaking; Internal and ext; Formal Vs informal; vertical Vs horizontal (with peers). Information gathering and retrieval system: Infor distribution methods: Project meetings; electronic comm and conf tool (email, fax); electronic tool. LLs: it can be good team building exercise. PMs are professionally obligated to hold LL session particularly if project yielded less than desirable results. O/P: LL dox, Project Records, Project reports (DSRs, issue logs, closure reports), Requested Change Performance reporting – Involves collection of all baseline data and distribution of performance report to stakeholders. Generally on Scope, Quality, Schedule and Cost. But may include information on Risk and Procurement. right definition is ―Collecting and Distributing performance information in terms of status reports, progress measurement reports and forecasting reports. It is a control feature and is done during control and project closure phase. I/T: Work performance info, performance measurements, forecasted completion, quality control measurements, baselines, deliverables. TT: info presentation tools, performance info gathering and compilation, Status review meetings, time reporting system, cost reporting system. O/P: Performance reports, forecasts, recomm CA, changes, LL update to OPA. Manage Stakeholder: refers to managing comm. To satisfy the needs of and resolve issues with project stakeholders. Ensure persons to operate synergistically and limits disruption with stakeholders. I/P: CMP, OPA TT: Communication Methods (face to face, email), Issue log (that can be used to document and monitor the resolution of issues, owner is assigned and target date is given) O/P: resolved issues, approved CRs, CA Major responsibility of project expeditor is communication management. Team Meetings – periodic team meetings is the most effective way to accelerate the project integration process. Performance Reviews – meetings held to assess status and/or progress. The main objective of a performance review is to identify performance successes or failures, progress with respect to the contract statement of work. Communications Model Communicator The originator of the message Message Thoughts, feelings, or ideas reduced to "code" that is understood by both sender and receiver Medium The vehicle or method used to convey the message Recipient The person for whom the message is intended [Sender] -- Encoding , Transmission , Decoding -- [Receiver] , Feedback Page 38 of 58 PMP Exam Study Notes – Don Kim 2Communications Channels = (n- n)/2 or n(n-1)/2 …the fact that two team members are working ―directly‖ together does not reduce the number of communication channels. Tight Matrix - all team members allocated in a single office space A variance is considered to be significant if it jeopardizes project objectives. Types of Communications Formal Written Project Charter, Management Plan, complex problem, change contract, clarifying work package, requesting resource, poor performance notice – Second (this is the best type of communication method to use when there are cultural differences and distance between team members) Informal Written Notes, memos, scheduling meeting, email, Formal Verbal Presentations, conducting bidder conference Informal Verbal Conversations, discover root cause, poor performance notice- first Note: 55% of communications is non-verbal (it is the most important aspect of a conversation) 90% of Project Manager's time is spent acquiring and communicating information Paralingual: Pitch and tone of voice also helps to convey a message. Everything we do in contract environment is more formal than what we do in other project activities. Objectives of a Kickoff Meeting Get to know each other Set team goals and objectives Review project status Review project plans Identify problem areas Establish responsibilities and accountabilities Obtain commitments Barriers to Communications (which lead to conflict) Lack of clear communication channels Physical or temporal distance Difficulties with technical language Distracting environmental factors Detrimental attitudes The most likely results of communication blocker and miscommunication as a whole is conflict. Building Effective Team Communications Be an effective communicator Be a communications expeditor Avoid communication blockers Use a "tight matrix" (single office space) Make meetings effective (meeting during execution is the best format to communicate) Management Styles Authoritarian Lets individuals know what is expected of them Combative Eager to fight or be disagreeable over any situation Page 39 of 58 PMP Exam Study Notes – Don Kim Conciliatory Friendly and agreeable Disruptive Tends to disrupt unity and cause disorder Ethical Honest and sincere Facilitating Does not interfere with day-to-day tasks, but is available for help and guidance when needed Intimidating Reprimands employees for the sake of a "tough guy" image Judicial Applies sound judgment Promotional Cultivates team spirit; rewards good work; encourages subordinates to realize their full potential Secretive Not open or outgoing in speech, activity, or purpose Management Skills Leading Establishing direction, aligning people, and motivating and inspiring Communicating The exchange of information in a variety of dimensions Negotiating Conferring with others in order to come to terms or reach an agreement Problem Solving A combination of problem definition and decision making Influencing the The ability to get things done based on an understanding or the formal and informal structures of Organization the organization Documentation Kind of Performance report , Progress Report - summarize project status. Preferred report to quickly review where a project now stands. , Trend Report – show performance over time (shows if it is improving or deteriorating) Reports are a method to , Variance Report – compare project results, looks at specific project items or tasks distribute information, not , Forecasting Report – only looks into the future (predicting) just to report on progress , Status Report – relating a moment in time (static) regarding triple constraints. , Earned Value , LLs , Project Plan -Staffing Management Plan , Communications Management Plan - should cover all phases of the project WBS – Can be effective tool for communicating in a situation internal and external to the project. Risk response strategy should be communicated. Communication in Contract – Everything we do is more formal communication in contract environment. Page 40 of 58 PMP Exam Study Notes – Don Kim Chapter 11 – RISK Management Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary Outputs It's risky to have an RISK IQ in DC. Risk Management Deciding how to approach 1. Enterprise Environmental 1. Planning meetings and 1. Risk management plan Planning and plan risk management Factors analysis activities. 2. Organizational Process Assets 3. Project Scope Statement 4. Project Management Plan Risk Identification Determining which risks are 1. Enterprise Environmental 1.Documentation reviews 1.Risk Register likely to affect the project & Factors 2. Info-gathering techniques documenting their 2. Organizational Process Assets 3. Checklist analysis characteristics 3.Risk management plan 4. Assumptions analysis 4. Project Scope Statement 5. Diagramming techniques 5. Project Management Plan Qualitative Risk Assessing the impact and 1. Organizational Process Assets 1. Risk probability & impact 1.Risk Register (Updates) Analysis likelihood of identified 2. Risk Register assessment risks. 3. Project Scope Statement 2. Probability and impact 4. Project Management Plan matrix 3. Risk data quality assessment 4. Risk Categorization 5. Risk urgency assessment Quantitative Risk A process that analyzes 1. Organizational Process Assets 1. Data Gathering and 1. Risk Register (Updates) Analysis numerically the probability 2. Project Scope Statement representation techniques of each risk and its 3. Risk Management Plan (Interviewing, probability consequence on project 4. Risk Register distribution and EJ) objectives 5. Project Management Plan 2. Quantitative Risk analysis * Project Schedule & modeling techniques. Management Plan (Sensitivity, EMV, Decision * Project Cost Management Tree) Plan Risk Response Developing options & 1. Risk Management Plan 1. Strategies for negative risk 1. Risk Register (Updates) Planning determining actions to 2. Risk Register or threats 2. Project Management Plan enhance opportunities to 2. Strategies for positive risk (Updates) reduce threats to project or opportunities 3. Risk related contractual objectives 3. Strategies for both threats agreements and opportunities 4. Contingency response strategy Risk Monitoring & Tracking identified risk, 1. Risk Management Plan 1. Risk reassessment 1. Risk Register (Updates) Control monitoring residual risks, 2. Risk Register 2. Risk audits 2. Requested Changes and identifying new risk, 3. Approved Change Requests 3. Variance and trend 3. Recommended Corrective actions ensuring the execution of 4. Work Performance Information analysis 4. Recommended Preventive actions risk plans and evaluating 5. Performance Reports 4. Technical performance 5. Organizational process asset the effectiveness in reducing measurement (Update) risk. 5. Reserve analysis 6. Project Management Plan 6. Status Meetings (Updates) Project risk - Is an uncertain event or condition that, if it occurs, has a positive or a negative effect on a project objective. A risk has a cause and, if it occurs, a consequence. Risk identification is an iterative process. (Just like core process). Objective is to decrease the probability and impact of negative events and vice versa. 1. Risk Management Planning: deciding on how to approach, plan and execute risk mgmt activities for a project. 2. Risk Identification: determining which risk can effect the project and documenting their characteristics. 3. Qualitative Risk Analysis – Prioritizing risks for subsequent further analysis or action by assessing and combining their probability of occurrence and impact. 4. Quantitative Risk Analysis – Numerically analyzing the effect on overall project objectives of identified risks. 5. Risk Response Planning: developing options and actions to enhance opps and reduce threats to project objectives. 6. Risk Monitoring and Control: tracking identified risk, monitoring residual risks, identifying new risks, executing risk response plans and evaluating their effectiveness though the project life cycle. Page 41 of 58 PMP Exam Study Notes – Don Kim RMP: it is input to cost and time estimating, schedule development and cost budgeting. I/P: EE factors (attitude towards risk and tolerance, which can be found in policy statement or revealed in actions), OP assets, Project scope statement, PMP TT: Planning meetings and analysis: Risk cost element and schedule activities will be developed for inclusion in the project budget and schedule respectively. Responsibilities will be assigned; templates will be tailored for use later. Output: Risk Management Plan – Describes how Risk Management will be structured and performed, it includes 1. Methodology (Approach, tools and data sources) 2. Roles and responsibilities 3. Budgeting (assign Resources and estimated Cost for inclusion in cost baseline) 4. Timing (When and how often; includes risk activities in project schedule) 5. Risk Categories (RBS, Good practice is to review risk categories during RMP prior to Risk Identification Process) 6. Definition of Risk Probability and Impact (Definition of probability and impact) a. Probability and Impact Matrix (Look up table, with impact categorized as Low, Moderate or High) 7. Revised Stakeholders tolerances 8. Reporting Formats (Describes Risk Register Contents and format) 9. Tracking (Auditing and Documentation for current project, future needs and LL) Risk Types – 1. Business (Gain or Loss) 2. Pure Risk (Only Risk of Loss) Attitude about Risk – Should be made explicit, Communication about risk should be honest and open. Risk response reflects organizations perceived balance between risk taking and risk avoidance. Some one who does not want to take risks is said to be Risk Averse. Tolerance and Threshold – Tolerance are areas of risk that are acceptable or unacceptable. A threshold is the amount of risk that is acceptable. You use this information to help assign levels of risk on each work package. Risk Identification IP: EE Factors, OP assets, project scope statement (assumptions), risk management plan(R&R, RBS, risk provisions), project management plan Tools: Documentation reviews, info gathering techniques (Brainstorming, Delphi tech, interviewing, RCA, SWOT); Check List Analysis - based on Historical information of previous similar projects. The lowest level of RBS is used as Risk Checklist; Assumption analysis; Diagramming tech: C&E, system/process flow chart, influence diagram, OP: Risk Register Delphi tech: is a way to reach a consensus of experts, questionnaire is sent to solicit ideas and responses are summarized and re-circulated to the experts. Consensus is reached in few rounds. It helps to reduce bias in the data and keeps any one perform fro having undue influence. Qualitative Risk Analysis: focuses on prioritizing risks using probability and impact of the risk as well as time frame and risk tolerance. It also leads to over all risks of the project. It is also known as Risk assessment. IP: OP assets, project scope statement, RMP, Risk Register, TT: Risk probability and impact assessment, Probability and impact matrix, Risk data quality assessment, Risk Categorization (based on common causes, using RBS/WBS/Phases), Risk urgency assessment. OP: risk register (updates) Quantitative Risk Analysis: it assigns numerical ranking to the prioritized risks primarily uses Monte Carlo Simulation and Decision Tree Analysis. It should be redone after RRP and RMC to asses risk reduction. IP: OP Assets, Scope Statement, RMP, Risk Register, PMP (SMP, CMP). TT: 1. Expert Judgment 2. Data Gathering and Representation Techniques , Interviewing, , Probability Distribution Beta Distribution and Triangular Distribution can use ordinal or cardinal values. Both uses 3 point estimates and are continuous distribution. Decision tree uses representation of discrete distribution. Uniform distribution can be used when no obvious value in early concept stage of design. Page 42 of 58 PMP Exam Study Notes – Don Kim 3. Quantitative Risk Analysis and Modeling Techniques , Sensitivity Analysis – Determine which risks have most potential impact, Tornado Diagram (compares relative importance of variables that have a high degree of uncertainty to those more stable) , Expected Monetary Value – Opportunity expressed as Positive, Risk expressed as negative example Decision tree. Modeling and Simulation is recommended for Cost & Schedule Risk analysis because they are more powerful and less subject to misuse than EMV analysis. , Decision tree analysis – Shows available choices and their possibilities with more complex process than EMV. It assumes mutual exclusivity. , Modeling and Simulation – Done using Monte Carlo Technique. In simulation project model is calculated many time (iterated), with the input values randomized from a probability distribution function and a probability distribution is made. Cost Risk Analysis use CBS or WBS. Schedule Risk analysis use PDM. OP: Risk Register (updates) Risk Response planning: it creates owner for each agreed to and funded risk. Risks responses are developed in risk planning and risk response planning stage IP: RMP, Risk Register TT: Strategy for negative risk (avoid, transfer, mitigate), Strategy for positive risk ( exploit, share, enhance), for both acceptance, contingent response strategy, OP: Risk Register (Updates), PMP (updates), Risk related contractual agreement. Risk Management Control Process of identifying, analyzing and planning for newly arising risks, keeping track of identified risks and those on the watch list, reanalyzing existing risks, monitoring trigger condition for contingency plans, monitoring residual risks and reviewing the execution of the risk responses and their effectiveness. IP: RMP, Risk Register, App CRs, work performance Info TT: Risk reassessment, Risk Audits, Variance and trend analysis, Technical performance measurement, reserve Analysis, Status Meetings (RM is an agenda) 1. Risk Audits: examine and document the effectiveness of risk responses in dealing with identified risks and their root causes, well as the effectiveness of the risk management process. 2. Variance and trend analysis: reviewed using performance data, EV anal and other methods used. Measure overall project performance deviation from baseline indicating the potential impact of threats or opps. 3. Technical performance measurement: compares technical accomplishments during project ececution to the PMP’s schedule of technical achievement. Reveals degree of success in achieving project’s scope. 4. Reserve Analysis: it monitors contingency reserves remaining to the amount of risk remaining at any time in the project in order to determine if the remaining reserve is adequate. OP: Risk register (updates), CRs, recommended CAs and Pas, OP asset (update), PMP (update) Risk Register – (O/P of Risk Identification) 1. List of Identified Risks (including root causes and assumptions) 2. List of Potential Responses 3. Root causes of Risks 4. Updated Risk Categories (RBS which is developed in RMP is enhanced or amended) Updates after Qualitative Risk Analysis 5. Relative Ranking or Priority list of Project Risks 6. Risks grouped by categories 7. List of Risk requiring Response in the near term 8. Watch list of low priority risks 9. Trends in Relative Risk analysis results Updates after Quantitative Risk Analysis 10. Probabilistic Analysis of the project: this output typically expressed as a cumulative distribution is used with stakeholder risk tolerances to permit quantification of the cost and time contingency reserves Page 43 of 58 PMP Exam Study Notes – Don Kim 11. Probability of Achieving Cost and Time Objective 12. Prioritized List of Quantified Risks 13. Trends in Quantitative Risk Analysis Results Updates after Risk Response Planning 14. Identified Risks, their descriptions, areas of the project and how they affect project objectives 15. Risk owners and their responsibilities 16. Agreed upon response strategies 17. Symptoms and warning signs of risks occurrence 18. Budget and Schedule activities required to implement the chosen responses 19. Contingency reserves of Time and Cost and Triggers. 20. Fallback plan 21. Residual and Secondary Risks Risk Response Planning Techniques Strategies for Negative Risks or Threats , Avoidance (elimination/abatement) Eliminate the threat posed by an adverse risk. Can be done by changing the Project Plan or protecting (isolating) project objectives from its impact. Or relaxing time, cost, scope and quality or cut scope , Mitigation (reduction) Reduce the Expected Monetary Value by reducing probability or impact. Float can be use to mitigate potential risks. Reduction in the probability or impact of an adverse risk. Adoption less complex processes, conducting more tests, stable supplier. , Transfer Deflect or share (eg. Insurance, warranties). Shifts the negative impact of a threat to a third party it doesn’t eliminate it, insurance, performance bonds, warranties, guarantees etc, Strategy for positive Risks or opps , Exploit: assigning better quality resource to reduce time to complete , Share: allocating ownership to third party who has expertise. , Enhance: by facilitating or strengthening the cause of the opportunity, targeting its trigger. Strategy for both , Acceptance Accept or retain consequences. 2 types: Active Acceptance (develop a contingency reserve) or Passive Acceptance (no action). Residual Risks – Risks that are expected to remain after planned responses have been taken, as well as those have been deliberately accepted. Secondary Risks – Risks that arise as a direct outcome of implementing a risk response. Recommended Corrective Actions – For Risk monitor and Control include Contingency plans and workaround plans. Workaround Unplanned response to negative risk events (requires to be impacted by the risk first).Work around plans are not initially planned but are required to deal with emerging risks that were previously unidentified or accepted. Contingency Plan Planned action steps to be taken if an identified residual risk occurs. (e.g. developing alternative activity sequences). It is for the risks which are accepted. Contingency Reserve: calculated based on the quantitative analysis of the project and organization’ risk thresholds. Fall Back Plan: It is plan executed when contingency plan is not effective. Risk database - A repository that provides for collection, maintenance, and analysis of data gathered and used in the risk management processes. Types of Risk Normal risks that offer gain and loss Business Only loss: property damage, indirect consequential loss, legal liability, personnel. For risk we can Pure / Insurable outsource, we have contract. For pure risks, we obtain insurance. Occurrence of one event is not related to occurrence of the other Statistical Independence Page 44 of 58 PMP Exam Study Notes – Don Kim Purpose is to test the value of data (input to Qualitative Analysis) Data Precision Ranking Tendency of parallel paths of equal duration to delay the completion of the milestone where they Path Convergence meet. It is characterized by schedule activity with more than one predecessor activity An uncommon state of nature, characterized by the absence of any information related to a desired Uncertainty outcome. = Probability * Monetary Impact (used in Decision Tree Analysis) Expected Monetary Value A discrete occurrence that may affect the project for better or worse. After a risk event, the project Risk Event manager’s role is to reassess the risk ranking. The risk owner is responsible to take action when an identified risk occurs. A symptom of risk; indirect manifestation of actual risk event; output of risk identification; example Risk Trigger is poor morale Risk data assembled for the management of the project Risk Portfolio Technique that characterizes an individual’s willingness to take risk Utility Theory Places a value on the impact to the project plan by adjusting a single project variable; simplest form Sensitivity Analysis of analysis Role is to investigate the effectiveness of the risk owner (which can cause potential conflict with Risk Auditor risk owner) Numbers to Know Cost Estimates: Order of Magnitude -25% (ballpark estimate) Budget -10% +75% Definitive -5% +25% +10% 1 sigma 68.3% 2 sigma 95.5% 3 sigma 99.7% 6 sigma 99.99 % The range of an estimate with the smallest range is the least risky. Documentation Risk Management Plan – would most likely be developed during scope planning phase of the scope management process. Decision Tree Analysis - 1. Takes into account future events in trying to make decision today 2. It calculates EMV in more complex situations 3. Involves mutual exclusivity Fall back Plan – Specific actions that will be taken if the contingency plan is not effective. Page 45 of 58 PMP Exam Study Notes – Don Kim Chapter 12 – PROCUREMENT Management Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary Outputs PROCUREMENT PPSSAC Plan Purchases & Determining what to 1. Enterprise Environmental 1. Make or buy analysis 1. Procurement mgmt plan Acquisitions procure and when and Factors 2. Expert judgment 2. Contract Statement(s) of Work 2. Organizational Process Assets 3. Contract types 3. Make or Buy Decisions how (make or buy) 3. Project scope statement 4. Requested Changes 4. WBS 5. WBS Dictionary 6. Project Management Plan Plan Contracting Preparing the documents 1. Procurement management plan 1. Standard forms 1. Procurement documents needed to do contracting. 2. Contract Statement(s) of work 2. Expert judgment 2. Evaluation criteria Document requirement and 3. Make or Buy Decisions 3. Contract Statement of work identify sellers 4. Project Management Plan (updates) Request Seller Obtaining quotations, bids, 1. Organizational Process Assets 1. Bidder conferences 1. Qualified sellers list Responses offers, or proposals 2. Procurement Management Plan 2. Advertising 2. Procurement Document Package 3. Procurement Documents 3. Develop qualified sellers list 3. Proposals (answer questions) Select Sellers Involves the receipt of bids 1. Organizational Process Assets 1. Weighting system 1. Selected Sellers or proposals and the 2. Procurement Management Plan 2. Independent estimates 2. Contract application of evaluation 3. Evaluation Criteria 3. Screening system 3. Contract Management Plan criteria to select a seller. 4. Procurement Document 4. Contract Negotiation 4. Resource Availability Also involves applying Package 5. Seller Rating System 5. Procurement Management Plan evaluation criteria. 5. Proposals 6. Expert Judgment (Updates) 6. Qualified Sellers List 7. Proposal Evaluation 6. Requested changes 7. Project Management Plan Techniques Contract Administration Ensuring that the seller’s 1. Contract 1. Contract change control 1. Contract Documentation performance meets 2. Contract Management Plan system 2. Requested Changes contractual requirements 3. Selected Sellers 2. Buyer conducted 3. Recommended Corrective 4. Performance Reports performance review actions 5. Approved change requests 3. Inspections and audits 4. Organizational Process assets 6. Work Performance information 4. Performance reporting (Updates) 5.Payment system 5. Project Management plan 6. Claims administration (updates) 7. Records management * Procurement Management system Plan 8. Information technology * Contract management plan Contract Closeout Product verification and 1. Procurement management Plan 1. Procurement audits 1. Closed Contracts administration closeout 2. Contract management plan 2. Records Management 2. Organizational process assets 3. Contract documentation System (Updates) (finish) 4. Contract closure procedure Procurement Processes Repetition - When the project obtains products and services (project scope) from outside the performing organization, the processes from procurement planning through contract closeout would be performed once for each product or service item. Contract – Subjects covered include Responsibilities, authorities, law and terms, technical and management approaches, financing, schedule, payments and price. Contract negotiations conclude with a document that can be signed by both buyer and seller, that is contract. The final contract can be a revised offer by the seller or counter offer by the buyer. PLAN PROCUREMENT (OP) Procurement Management Plan – Describes how procurement will be managed till contract closure. It includes Type Of contract, who prepares independent estimates, standardized procurement documents, Constraints and assumptions, identifying seller list etc. Contract SOW – Developed from Scope Statement, WBS and WBS Dictionary describes procurement item in sufficient detail to allow prospective sellers to determine if they are capable of providing it. Type of Contract SOW: 1. Performance: what final product should be able to accomplish, car with a speed of 240 KM per hr (T&M, CR; IT, R&D) 2. functional: end purpose or result, car with 6 seats (T&M, IT, R&D) 3. design: what work is to be done, built car as per the design (T&M, FP, construction) Page 46 of 58 PMP Exam Study Notes – Don Kim Make or buy decisions: Costs - Direct costs are costs incurred for the exclusive benefit of the project (e.g., salaries of full-time project staff). Indirect costs, also called overhead costs, are costs allocated to the project by the performing organization as a cost of doing business (e.g., salaries of corporate executives). PLAN CONTRACTING (OP) Procurement Documents – Common names for different types of procurement documents include: Invitation for Bid (IFB), Request for Proposal (RFP), Request for Quotation (RFQ), tender notice, Invitation for Negotiation, and Contractor Initial Response. Procurement documents are rigorous enough to ensure consistent, comparable responses but flexible enough to allow seller suggestions for better ways to satisfy the requirements. Seller is allowed to propose alternative solution in a separate proposal. It has 1. Information for sellers 2. Contract SOW 3. Proposed terms and conditions of the contract (Legal & Business) Evaluation Criteria Proposal - technical approach, Bid, Tender and quotation – price REQUEST SELLER RESPONSE Bidder Conferences (TT) – Also called, as Contactor Conferences, Vendor Conferences and Pre-Bid Conferences are meetings with prospective sellers prior to preparation of bid or proposal, ensures clear and common understanding of procurement needs. Procurement Document Package (OP) – Buyer prepared formal request sent to each seller and is the basis upon which a seller prepares a bid for the requested products, service or result. Procurement Documents 1. Request For Proposal/Tender (RFP, RFT ) – Requests for Price and Detailed Proposal (CR) 2. Invitation for Bid/Request for Bid (IFB, RFB) – One Price (FP) 3. Request for Quotation – Price Quote per item (T&M) Select Sellers – Tools & Techniques 1. Weighting System – Numeric Weight to each criteria, rating sellers, selection based on total weight 2. Independent Estimates – called ―Should-Cost‖, prepared by procuring organization. 3. Screening System – Establish minimum performance requirement for one or more criteria and use 1 & 2 methods 4. Contract Negotiation – Project Manager may not be the lead negotiator, PM team may be present during negotiations for providing any clarification of project’s technical and management requirements. 5. Seller Rating Systems 6. Expert Judgment 7. Proposal Evaluations techniques – Use some Expert judgment and evaluation criteria to rate and score proposals. Output Contract Management Plan – Lists documentation, delivery and performance requirements that the buyer and seller must meet. The plan covers the contract administration activities throughout the life of the contract. Part of PMP. Selected Seller Contract Resource Availability Contract Administration – Ensures the seller meets the performance requirements of the contract. Because of legal considerations many organizations treat contract administration as a separate administrative function from the project organization. Contract administration includes application of the appropriate project management processes to the contractual relationships(s) and integration of the outputs from these processes into overall management of the project. Contract administration also has a financial management component. Payment terms should be defined within the contract and must involve a specific linkage between seller progress made and seller compensation paid. TT: Contract CC system Buyer conducted perf review Page 47 of 58 PMP Exam Study Notes – Don Kim Inspection and audits Performance reporting Payment System – Usually handled by accounts payable system of the buyer. It includes reviews & approvals by PM team. Claims Administration – Contested Charges (claims, Disputes or appeals) are those where buyer and seller cannot agree. If both parties do not resolve a claim it is handled according to the resolution procedures established in the contract. Contract clauses can involve arbitration or litigation and can be invoked prior or after contract closure. Records Management System – Set of procedures and automation tools that are consolidated as part of PMIS to manage contract documentation and records. IT OP: Organization Process Assets (After Contract Administration) – 1. Correspondence – In addition to documentation, it is a record of all the written and oral communication. 2. Payment Schedules and Requests 3. Seller Performance evaluation documentation PMP updates – Procurement Management Plan and Contract Management Plan. Contract Closure Procurement Audit – Review of procurement processes from Plan purchases to Contract administration. Aims to identify successes and failures. Records Management System Contract closeout is similar to administrative closure in that it involves both product verification (Was all work completed correctly and satisfactorily?) Administrative closeout (updating of records to reflect final results and archiving of such information for future use). Administrative Closure (Internal)—generating, gathering, and disseminating information, to formalize a phase or project completion. Contract Closeout—completion and settlement of the contract, including resolution of any open items. (External ) Difference between Contract Closeout and Admin Closure 1. Contract Closure comes first 2. AC is done at end of each phase or project, CC is done only once at the end of Contract 3.AC – Lessons learned CC – Procurement audit 4. AC – Less Formal CC – More Formal. a contract, an agreement, a subcontract, a purchase order, or a memorandum of understanding. Buyer(Give Order )----PO------------, Seller Seller ----Invoice------, Buyer (Pay order) Contract Types and Risk 1. Fixed Price 2. Cost-Reimbursable 3.Time & Material Buyer has risk, as total cost are unknownYou are buying ―what to do‖ from seller. CR No valid for federal contracts. Sellers are not motivated to control cost, used when buyer can Cost plus fee or Cost Plus tell what is needed then what to do. Seller write SOW. Bad for buyer Percentage of Cost (CPPC) Used for research and development contracts (which generally have low level of detail in the Cost Plus Fixed Fee scope); fixed fee can change if there is a change to the contract (usually through change (CPFF) orders). The risk rests with the buyer. This is the most common cost reimbursable contract. Buyer and seller share in savings based on predetermined %s; long performance periods and Cost Plus Incentive Fee substantial development and test requirements (incentive to the seller to perform on or ahead CPIF) of time) Cost plus agreed fee plus a bonus for beating the objective Similar to CPIF but award amount is amount is determined in advance and apportioned out Cost plus Award fee depending on performance. , In Cost plus contract, the only firm figure is the fee Used for small amount contract. Good if the buyer wants to be in full control and/or the scope T & M is unclear/not detailed or work has to start quickly. Profit factor into the hourly rate. Fixed rate but variable total cost. They are open ended. Buyer defines reasonably detailed specifications (e.g. SOW). Shift risk to seller. Good when Fixed price or Firm Fixed Page 48 of 58 PMP Exam Study Notes – Don Kim deliverable is not a core competency. Fixed Price (FP) is the most common type of contract in Price (FFP) the world. Seller is at risk. Incentives for fixed price contract. The inventive is same as CPIF. High-value projects Fixed Price Plus Incentive involving long performance periods Fee (FPIF) ―bonus‖ to the seller based on performance (e.g. 100K + 10K for every designated incremental Fixed Price Award Fee quality level reached. Award fee is decided in advance. Allow Price increase if the contract is for multiple years Fixed Price Economic Price Adjustment (FPEPA) A form of contract that is normally unilateral and used for simple commodity purchases. It is Purchase Order simplest type of fixed price contract and is usually unilateral(Signed by one party instead of bilateral) FP – FPIF – FPAF – FPEPA – T&M – CPIF – CPAF – CPFF - CPPC Contract type Vs Risk Fixed Price – T&M - Cost Reimbursable Buyer’s risk from low to high Seller’s risk from high to low Cost Reimbursable Advantages Disadvantages Simpler contract SOW Required auditing sellers invoices Usually required less work to write the scope than FP Requires more work for buyer to manage Generally lower cost than PL because the seller does not have Seller has only a moderate incentive to control costs to add as much for risk. Total price is unknown T&M Advantages Disadvantages Quick to create Profit is in every hour billed Contract duration is brief Seller has no inventive to control costs Good choice when you are hiring to augment your staff Appropriate only for small projects Requires the most day to day oversight from the buyer Fixed Price Advantages Disadvantages Less work for buyer to manage Seller may under price the wok and try to make up profits on change orders Seller has a strong incentive to control cost Seller may not complete some of the SOW if they begin to loose money Companies have experience with this type More work for buyer to write the CSOW Buyer know the total price at the project start Can be more expensive than CR is the CSOW is incomplete. The seller will add to the price for their increased risk. Elements of a Contract Offer Assent to certain terms by both parties Acceptance Agreement, written or spoken Consideration Something of value Legal Capacity Able to contract Legal Purpose No violation of public policy Stages of Contract Negotiation Page 49 of 58 PMP Exam Study Notes – Don Kim Protocol Introductions Probing Identify concerns, strengths, weaknesses Scratch bargaining Actual bargaining Closure Positions summed up Agreement Documenting Specification - precise description of a physical item, procedure, or service. The SOW supplements the specification in describing what must be done to complete the project. Privity - legal relationship that exists between any contracting parties (e.g. if company ―A‖ hires ―B‖ and ―B‖ subcontract to ―C‖, ―C‖ is not legally bound by anything ―A‖ can say; the privity is with ―B‖) Waiver - a party can relinquish rights that it otherwise has under the contract. Forebearance can mature into waiver. Force Majeure – Act of God, Floods, Fire etc Indemnification – Liability, who is liable Retainage – withholding of funds under contract. Amount of money usually 5% to 10% withheld form each payment. This money is paid when work is complete. Warranty - assurance of the level of quality to be provided A contract ends by: Successful performance Mutual agreement Last two are Termination Breach of contract Terms and Conditions – the project manager must uphold the Terms and Conditions of the contract, even if it meets the needs of the project, it has to also meet the requirement of the contract. Liquidated damages - Contract Control System vs. Project Control System – they both include procedures. The contract control system requires more documentation and more signoff. Work Authorization Systems – can be used to coordinate/control what time and sequence work is done. It helps with integrating tasks into a whole. Performance Scope of Work – describes the performance – not the functionality-- required by the customer Independent Estimate – most concern with costs, comparing cost estimates with in-house estimates or with outside assistance (part of Source Selection) Procurement Audit – structured review that flush out issues, and set-up lessons learned. Helps ensure problems are resolved for future projects. Identify successes and failures that warrant transfer to other procurements. Beneficial Efficiency – when the work is being used for the intended purpose and has been certified Terminating contract for Convenience – if a project is terminated before it is complete, the level of extent of completion should be established and documented. Material Breach – Breach so large that it may not be possible to complete the work. Sole Source (not Single Source) – Only one seller, it might be a company that owns a patent. Contracting Centralized Decentralized + More economical + Project Manager has more control + Easier to Control + Contracting personnel are more familiar with project + Higher degree of specialization + More flexible and adaptable to project needs (expertise) + Orders can be consolidated - Duplication of contracting efforts - May become a bottleneck - Higher costs - Less attention to special needs - No standard policies Page 50 of 58 PMP Exam Study Notes – Don Kim Negotiating Tactics Deadline Strategic Delay Surprise Reasoning Together Limited Authority Withdrawal Missing Man Unreasonable Fair and Reasonable Suggesting Arbitration Fait Accompli (A done deal) Page 51 of 58 PMP Exam Study Notes – Don Kim Chapter 13 – Professional Responsibilities Routine Government Fee (Transfer Fee) – only government official can collect routine government fees (this is not a bribe) Company Policies - It is the project manager’s professional responsibility to ensure that company policies are followed during the project. Copyright laws – do not violate Employee mistake - when a team member makes a mistakes, allow him to save face and to fix the problem. Try to workout an issue before escalating. Exception: if it is not considered a project related issue (e.g. harassment), it should be reported directly to the employee’s manager. Do not make illegal payments, report thefts Company and Customer’s Interest - professional responsibility requires the investigation of any instances where the legitimate interests of the customer may be compromised. If such compromise is found, action must be taken. Protect your company’s interests Budget tampering - presenting anything besides your original estimate to allocate more to the budget is inaccurate and calls into question your competence and integrity as project manager (e.g. if a customer ask to estimate ―pessimistically‖, you should add as a lump sum contingency fund to handle project risks) Rights - do not do business with a country where there is a clear violation of the fundamental rights (e.g. non-discriminating treatment). Major Roles of Project Team in PR (Professional Responsibility) , The Project team has a professional responsibility to its stakeholders including customers, the performing organization and the public. Especially the project team members who are PMI members and/or PMPs should adhere to the updated versions of the ―Code of Ethics‖ and ―Code of Professional Conduct‖. , Specifically, PMI members should adhere to ―Code of Ethics‖ , Specifically, Project Management Professionals (PMP) certification should adhere to a ―Code of Professional Conduct‖. Code of Ethics (few to mention):- , Maintain high standards of integrity and professional conduct. , Accepts Responsibility for the actions. , Continuously seek to enhance the professional capabilities , Practice with fairness and honesty. , Encourage others in the profession to act in an ethical and professional manner Code of Professional Conduct (few to mention):- , Adhere to legal requirements and ethical standards , Protect stakeholder , Share Lessons Learned and relative information within and outside your organization , Advance the profession of project management , Improve your competency as a project manager , Balance stakeholders interest on the project , Maintain and respect confidential information , Strive for fair solution , Ensure that a conflict of interest doesn’t compromise the customer’s legitimate interest , Act in an accurate truthful manner. Page 52 of 58 PMP Exam Study Notes – Don Kim POSSIBLE EXAM QUESTIONS Scope Questions Why is a careful and accurate needs To make sure customer or stakeholder expectations can be identified and satisfied. analysis important? How is a change control board used? To approve or reject change requests according to responsibilities defined and agreed Can there be more than one? upon by key stakeholders. Multiple CCBs may be used on large projects. What is the purpose of the project To formally document the existence of the project, including the business need that charter? How does it benefit the project the project was undertaken to address and the product description. It provides the manager? project manager with the authority to apply organizational resources to project activities. What is the Delphi Technique? A forecasting technique used to gather information; it relies on gathering expert opinions. Usually goes three rounds. Obj.: Gain consensus of expert opinions. What is the purpose of the scope To describe how project scope will be managed and how scope change will be management plan? integrated into the project. What is the purpose of the WBS To provide interested parties with work package descriptions and other planning dictionary? information such as schedule date, cost budgets, and staff assignments for each WBS element. What is the 80 hour rule? Each task should be broken down into work packages that require no more than 80 hours to complete. What is the difference between scope Scope verification is primarily concerned with acceptance of the work results; quality verification and quality control? control is primarily concerned with the correctness of the work results. What are the three steps involved in (1) Establish unambiguous and realistic objectives MBO? (2) Periodically evaluate whether project objectives are being achieved (3) Act on the results of the evaluation. When should scope verification occur? At the end of the project. HR Questions Which are the five methods of managing Problem Solving/confrontation because both parties can be fully satisfied if the work conflict is recommended? Why? together to find a solution that satisfies both their needs. What are the three types of project (1) Organizational interfaces interfaces that serve as inputs to the (2) Technical interfaces organizational planning process. When (3) Interpersonal interfaces can they occur? They can occur simultaneously. What is McGregor’s Theory X? What is Traditional approach: workers are self-centered, lazy, lacking ambition. Managers management’s role in this approach? organize the elements of the productive enterprise in the interest of economic ends. What is McGregor’s theory Y? What is Workers are not by nature resistant to organizational needs; they are willing and eager management’s role in this approach? to accept responsibilities and are concerned with self-growth and fulfillment. Managers should try to create an environment where workers can achieve their own goals. What is an organizational breakdown A specific type of organizational chart that shows which units are responsible for structure (OBS)? which work items What is the purpose of a resource Gantt It identifies when a particular resource is or will be working on a particular task chart? Does the matrix form of project It complicates team development because team members are accountable to both a organization facilitate or complicate functional manager and a project manager. project team development? Name three major forms of project Functional, Matrix, and Projectized organizational structure. Page 53 of 58 PMP Exam Study Notes – Don Kim Scope Questions Why is a careful and accurate needs To make sure customer or stakeholder expectations can be identified and satisfied. analysis important? How is a change control board used? To approve or reject change requests according to responsibilities defined and agreed Can there be more than one? upon by key stakeholders. Multiple CCBs may be used on large projects. What is the expectancy theory? It holds that people tend to be highly productive and motivated if they believe their efforts will lead to successful results and they will be rewarded for their success. What is problem solving/confrontation? Addressing conflict directly by getting the parties to work together to define the problem, collect information, develop and analyze alternatives, and select the most appropriate alternative. Give three examples of hygiene factors Pay, attitude of supervisor, and working conditions. in Herzberg’s theory of motivation. Poor hygiene may destroy motivation, but improving hygiene factors in not likely to How do they affect motivation. increase motivation. Motivators are an opportunity to achieve and experience self- actualization. Who is responsible for addressing Senior and functional management individual performance problems? Describe the difference between a weak Weak matrices are similar to functional organizations. Strong matrices are similar to matrix and a strong matrix. projectized organizations (with balance of power tipped toward the project manager) What is a projectized organization? One in which a separate, functional organization is established for each project. Personnel are assigned on a full-time basis. Project manager’s concern is that the team may not be focused on completing the project (team looks for new mandate or tries to extend the length of the project). According to PMI, the biggest problem in Administrative Closure is retaining team members until closure of the project. Communications Questions What is a project "war room"? What is its A single location for the team to get together for any purpose. It provides a primary benefit? repository for project artifacts, records, and up-to-date schedules and status reports. It gives an identity to the project team. Describe the six parts of a Communications (1) What information will be collected Management Plan. (2) How the information will be collected (3) How and to whom the information will be distributed (4) When the information will be communicated (5) How to obtain information between regular communications (6) How the Communications Plan will be updated through the project What is variance analysis? Comparing actual project results to planned or expected results in terms of cost, schedule, scope, quality, and risk. What are six actions project managers should take (1) Be an effective communicator to ensure effective project team communications? (2) Be a communications expeditor (3) Avoid communications blockers (4) Use a tight matrix (5) Have a project war room (6) Make meetings effective What is active listening? Listening in which the recipient is attentive and asks for clarification of ambiguous messages What is major cause of conflict with functional Schedules managers? What is most difficult conflict to deal with? Personality conflicts What is earned value analysis? How is it used in An analysis that integrates cost and schedule measures. It is used to help performance reporting? the project management team assess project performance. Page 54 of 58 PMP Exam Study Notes – Don Kim Communications Questions What is a project "war room"? What is its A single location for the team to get together for any purpose. It provides a primary benefit? repository for project artifacts, records, and up-to-date schedules and status reports. It gives an identity to the project team. Describe the six parts of a Communications (1) What information will be collected Management Plan. (2) How the information will be collected (3) How and to whom the information will be distributed (4) When the information will be communicated (5) How to obtain information between regular communications (6) How the Communications Plan will be updated through the project What is variance analysis? Comparing actual project results to planned or expected results in terms of cost, schedule, scope, quality, and risk. What are six actions project managers should take (1) Be an effective communicator to ensure effective project team communications? (2) Be a communications expeditor (3) Avoid communications blockers (4) Use a tight matrix (5) Have a project war room (6) Make meetings effective What is the tool for used for communication Stakeholder analysis planning? What is the most important characteristic for a Ability to work well with others project manager? What factor has the greatest effect on the project's The project's organizational structure communication requirements? What is the primary condition leading to conflict Ambiguous jurisdictions. They exist when two or more parties have related in both the weak and strong matrix organizations? responsibilities, but their work boundaries and role definitions are unclear. When is a project considered closed? When the archive is completed. All project docs goes into the archives; this is the last thing to create before releasing the team. Time Questions What is the critical path? The longest path through the network which represents the shortest amount of time in which the project can be completed. What is crashing? Taking action to determine how to obtain the greatest amount of duration compression for the least incremental cost; generally increases cost. What is fast tracking? Compressing the schedule by overlapping activities that would normally be done in sequence; may result in rework and increased risk; logical relationships are modified By using positive float available on non-critical paths, schedule by How does resource leveling work? smoothing or leveling peaks and valleys of resource utilization What is activity duration estimating? Assessing the number of work periods likely to be needed to complete each activity What is a dummy activity? One that consumes no time or resources; it shows only dependency What is slack or float? Free float? Amount of time that an activity can be delayed without delaying project. Free float is the amount of time an activity can be delayed without delaying the early start of the next activity What is lag? Required waiting time between activities Cost Questions What is life cycle costing? Concept of including acquisition, operating, maintenance, and disposal costs; total cost of ownership Page 55 of 58 PMP Exam Study Notes – Don Kim Cost Questions Which of the following includes an audit; Contract Closure includes an audit. Administrative Closure or Contract Closure? What is "chart of accounts"? Coding structure used to report financial information in general ledger. Code of accounts is numbering of WBS elements What are control accounts? They represent the basic level at which project performance is measured and reported. Risk Questions Generally speaking, in what project phase are risk Initiation and opportunity greater than the amount at stake by the widest margin? Describe the difference between an internal risk An internal risk is under the control or influence of the project team; and an external risk. external is beyond control or influence. What is purpose of a risk management plan? To document the procedures that should be used to manage risk throughout What should it include? the project. It should include the risk identification and risk quantification; how contingency plans will be implemented; how reserves will be allocated. What is a reserve? A provision in the project plan to mitigate cost and/or schedule risk. Management reserves are for ―unknown unknowns‖ and contingency reserves are for ―known unknowns‖. What are the two most common types of Cost and Schedule, used to reduce the chance of overruns in either area management reserves? How are they used? When is the highest risk impact generally occur? During Implementation and Close-out - the Amount at Stake is high though risk has decreased. Risk is highest during Initiation and Planning. Who is ultimately responsible for identifying and Project manager managing risk? You are finding it difficult to evaluate the exact Evaluate them on a qualitative basis. cost consequences of risks. You should: In what circumstance would you have to update If a risk occurs and has a greater impact on the project than what was the Risk Response Plan? anticipated. (part of Risk Monitoring and Control) What should be done after competing/updating Add tasks to the WBS the Risk Response Plan? How do you address unknown risks? By applying a general contingency based on past experience What is a known-unknown risk? Risk that can be identified as possibly happening (e.g. Flood if a business is located in a flood zone) Quality Questions What are control limits as used in control charts? Control limits describe the natural variation of a process. Assignable cause is a point outside the control limits Define "kaizen"? Continuous improvement. Small improvements in products or procedures to reduce costs and ensure consistency of performance of product or service. What is gold-plating? Giving the customer more than what was required. It has no value. What is the effect of sample size on the standard Whenever sample size increases, the standard deviation decreases. deviation? What is the Rule of Seven? If seven or more observations in a row occur on the same side of the mean, even though within control limits, they should be investigated as an assignable cause. What is Just-In-Time? An inventory control approach that attempts to reduce work -in-process inventory (Decreasing Inventory cost to 0); there is no extra stock kept in reserve Page 56 of 58 PMP Exam Study Notes – Don Kim Quality Questions What is meant by the cost of quality? Cost of conformance and cost of nonconformance How are cause and effect diagrams used? They show how various causes and sub causes relate to create potential problems. After these are identified, corrective action can be taken. What is the principal purpose of the Quality To describe how the project management team will implement its quality Management Plan? policy What is a Pareto Diagram? A bar chart in which data are arranged in descending order of importance. It puts issues into an easily understood framework. What is the underlying concept of a Pareto A relatively small number (20%) of causes will typically produce a large Diagram? majority (80%) of the problems or defects. Who is ultimately responsible for quality? The individual. The project manager has overall responsibility. Procurement Questions What is make or buy analysis? A technique used to determine whether a product can be produced cost effectively by the organization. What are contract incentives? Inducements provided by the buyer to the contractor in an attempt to ring the objectives and interests of the contractor in line with those of the buyer; positive and negative. Usually cost effective What is a bidder's conference? Meetings with prospective sellers to ensure that they have a clear, common understanding of the procurement; held before sellers prepare their proposals. What is part of the contract document? Proposal, Scope of Work, Terms and Conditions (which should be the result of a risk analysis), general provision, special provisions (which takes precedence over general provisions) What do you do if a seller does not perform Take action. (1) Contact seller and ask what’s going on. (2) let seller know according to the contract? he is in default (e.g. default letter). Integration Questions Lessons learned are completed by? Project team What are the major constraints on a project? Refers to the Triple Constraints: Cost, Time, Quality, along with customer satisfaction and scope of work. When many changes are made to a project, what Make change as needed, but maintain a schedule baseline (baseline is there should a project manager do? to determine how the project is progressing) What is the purpose of a Project Plan? 1. Guide the project execution 2. Document project planning assumption 3. Document project planning decisions regarding alternatives chosen 4. Facilitate communications among stakeholders 5. Define key management review 6. Provide a baseline for progress measurement and project control You are a new project manager. It is best to rely Historical information on ?? to improve your chances of success? STRATEGY FOR VARIOUS TYPES OF QUESTIONS: #1: ―What has the project manager FORGOTTEN to do?‖ a) determine what process they are referring to b) determine if answer choices are/should be input/output/tools (activities) Page 57 of 58 PMP Exam Study Notes – Don Kim c) determine which input/output/tool the question is looking for d) select the one missing #2: ―What is the BEST thing to do?‖ The correct answer should resolve the underlying problem. #3 ―The project manager must be MOST careful to / Which is the MOST important?‖ The easiest way to deal with these questions is to look for the choice that will have the highest impact on the project. #4 Tip: However accurate answer choice are, pick the one that answer the question. #5 Tip: Know problem solving processes (e.g. for a change: (1) Evaluate impact of the change with the team, (2) determine option and (3) go to management or customer.) Page 58 of 58