Project Management Tools
This is used to visually represent the timeline of a project, showing tasks and their durations.
A Gantt chart
Initiation
What is the first phase of the project lifecycle?
Who is responsible for the project budget?
The Project Sponsor.
1. Identify the project requirements. 2. Assess the availability of existing resources. 3. Determine additional needs
What is the process for identifying required resources for a project?
Initiate
What is the first step in the risk management process?
What does RACI stand for?
Responsible, Accountable, Consulted, and Informed.
Why is the planning phase critical in project management?
It outlines how the project will be executed, monitored, and controlled to meet objectives.
What is the primary responsibility of the Project Manager?
To provide the project scope from initiation to completion and direct the project team.
What is the purpose of conducting a resource availability assessment in project management?
To identify whether the necessary people, equipment, and materials are available when needed and to determine gaps that could impact the project timeline.
Why is it essential to have a defined risk management process?
A defined process helps systematically identify, assess, and manage risks to minimize their impact on the project.
help improve efficiency, enhance communication, ensure accountability, enable better planning/tracking of resources and timelines.
What are the benefits of using project management tools?
What phase follows execution in the project lifecycle?
Monitoring and control
Refers to the relationships between different tasks and roles within the team that affect project outcomes.
What is meant by internal dependency in a project team?
How can project managers leverage existing team members to fulfill resource requirements?
By conducting skill scans to evaluate the skills of current team members and matching them to project needs, while also considering workload and availability.
What does RAG stand for in risk management? What is it?
Red, Amber, Green; it is a risk rating system to categorize risks based on their severity and urgency.
When should a project scoping document be created?
A project scoping document should be created during the initiation phase to define the project's objectives and boundaries.
Explain the PDCA cycle
PDCA stands for Plan, Do, Check, Act; it is a iterative process for continuous improvement.
Why are clearly defined roles important in project management?
They help ensure accountability, streamline communication, and guide team members in their duties to achieve project success.
Why is it important to review allocated resources throughout a project?
To ensure ongoing alignment with deliverables and to identify and address any resource shortfalls or budget issues.
Describe the importance of the 'Evaluate' stage in the risk management process.
The 'Evaluate' stage is critical as it determines the significance of identified risks, helping prioritize them based on their potential impact and likelihood of occurrence, which guides the allocation of resources and focus for mitigation strategies.
What are some key factors to consider when choosing a project management tool for a specific project type?
Key factors include the scale and complexity of the project, team size and distribution, specific needs for features (e.g., Gantt charts, task assignment, collaboration tools), budget constraints, and user-friendliness.
Why must a project be reviewed in its entirety at the completion phase?
To assess what worked well, what didn't, and to derive lessons learned for future projects.
How can project team members ensure they work towards the same objectives?
minimum of 3
By utilising approaches like Gantt charts, setting clear objectives, and maintaining regular communication.
Describe a method to manage project budgets effectively.
Use budget tracking tools and regular financial reviews to compare actual spending against the planned budget and adjust as necessary.
How should risk logs be maintained throughout a project?
By regularly updating them with new identified risks, evaluating the current risks' statuses, and documenting mitigations and outcomes of risk reviews.