PMP Module 8 Lead the Project Team - Part 1

What is quality?

The degree to which a set of inherent characteristics fulfills requirements.

What is Cost of Quality (CoQ)?

All costs incurred over the life of the product by investment in preventing nonconformance to requirements, appraisal of the product or service for conformance to requirements, and failure to meet requirements.

Money spent to avoid failure: prevention costs (training, equipment), appraisals (testing, inspections)

Money spent after: internal failure costs (rework, scrap), external failure costs (liabilities)

What is a quality management plan?

A component of the project or program management plan that describes how applicable policies, procedures, and guidelines will be implemented to achieve the quality objectives

What is a quality policy?

The basic principles that should govern the organization’s actions as it implements its system for quality management.

What are quality standards vs regulations?

Define metrics

Metrics measure desired quality attributes for your product or project through testing, use of tools, processes.

Include a tolerance level that factors in what the customer will accept and describe the desired quality level in the acceptance criteria and DoD

Name some Quality Methods for Continuous Improvement

Six Sigma (aka Lean Six Sigma) – DMAIC framework (Define, Measure, Analyze, Improve, Control) – focus on removing waste

Kaizen – “change for better/improve”

(PDCA) Plan – Do – Check – Act – Shewhart/Deming

Agile methods - Scrum, Kanban, Crystal Methods (software), etc

What is an integrated project management plan?

An integrated view of all plans: The scope, schedule, budget, resources, quality and risk plans must support desired outcomes

What is a change management plan?

A component of the project management plan that establishes the Change Control Board, documents the extent of its authority, and describes how the change control system will be implemented

Define change request?

Request for change sent to upper management or the Change Control Board (CCB) for its evaluation and approval

What is active listening?

A communication technique that involves acknowledging the speaker’s message and the recipient clarifying the message to confirm that what was heard matches the message that the sender intended.

What are communications styles assessment?

A technique to identify the preferred communication method, format, and content for stakeholders for planned communication activities.

What are the leadership styles?

Difference between leadership and management?

Leadership - Guiding the team by using discussion and an exchange of ideas

Management - Directing actions using a prescribed set of behaviors

What are the Tuckman Stages of Team Development?

Forming, Storming, Norming, Performing, Adjourning

What is transparency?

Transparency: One of the three pillars of empirical process (transparency, inspection, and adaptability) that promotes real-time, accurate progress on every aspect of the project.

What are the two Work Information Management Systems?

1. Project Management Information System (PMIS)

• Gather, integrate and share project data

• Ensure consistency in collection and reporting

Ex. Microsoft Project

2. Artifacts Management Systems

   • Store and maintain project artifacts

Ex. Google drive, MS Teams

What are information radiators?

The generic term for visual displays placed in a visible location so everyone can quickly see the latest information

How can we maintain artifacts?

Configuration management plan

A component of the project management plan that describes how to identify and account for project artifacts under configuration control and how to record and report changes to them

Configuration management system - A collection of procedures used to track project artifacts and monitor and control changes to these artifacts

What is version control?

A system that records changes to a file, in a way that allows users to retrieve previous changes made to it

For each update, include: • A new version number • A date/time stamp • Name of user who made the changes

What is psychological safety?

Being able to show and employ oneself without fear of negative consequences of status, career, or self-worth—we should be comfortable being ourselves in our work setting.

What are 4 motivational theories and approaches?

1. Maslow’s Hierarchy of Needs

2. Herzberg’s Motivation-Hygiene Theory

3. McGregor’s Theory X and Y

4. McClelland’s Achievement Motivation Theory

What is Maslow’s Hierarchy of Needs?

A theory of psychology explaining human motivation based on the pursuit of different levels of needs. The theory states that humans are motivated to fulfill their needs in a hierarchical order. This order begins with the most basic needs before moving on to more advanced needs. The ultimate goal, according to this theory, is to reach the fifth level of the hierarchy: self-actualization

What is Herzberg’s motivation-hygiene theory?

In 1959, behavioral scientist Frederick Herzberg proposed that ‘hygiene’ or environmental factors can cause workers to feel satisfied or unsatisfied with their job and this factor affects their performance.

The theory also proposes that a worker’s independent drive associated with motivation also affects performance and that workers respond to feelings of connection with their work. Therefore, leaders should encourage workers to accept more authority as well as promote feedback.

Also known as Two Factor Theory, Herzberg’s Motivation Theory, and The Dual Structure Theory.

What is McGregor’s Theory X and Y?

Theory X (authoritarian): Refers to Theory X by Douglas McGregor which proposes that managers micro-manage their employees or team members because they assume their workers are unmotivated and dislike work.

Theory Y (Participative): Refers to Theory Y by Douglas McGregor which proposes that managers have an optimistic and positive opinion of their employees or team members, so this type of manager encourages a more collaborative, trust-based relationship between employees.

What is McClelland’s Achievement Motivation Theory?

A human motivation theory which states that every person has one of three main driving motivators: the needs for achievement, affiliation, or power. Those with a strong need for affiliation don't like to stand out or take risk, and they value relationships above anything else.

What are rewards vs recognitions?

Rewards are tangible, consumable items. For a specific outcome or achievement. used to motivate. NEVER reward without recognition!

Recognition are intangible experiential event. acknowledge person’s behaviour rather than an outcome. use to increase feelings of appreciation, can be given without reward.

How is decision-making done as a team?

• Team charter identifies decision-making and conflict resolution criteria

• Teams establish their own norms or Way of Working (WoW) for making decisions and conflict resolution

• Teams always try to achieve consensus

Define consensus: Group decision technique in which the group agrees to support an outcome even if the individuals do not agree with the decision

What are some decision-making methods?

Voting (consensus-driven, based on data)

Multicriteria decision analysis (data-driven)

Autocratic decision making (leadership-driven, based on data)

What are three ways of voting in the voting method?

1. UNANIMITY Everyone agrees on a single course of action. Useful in project teams with great cohesion. Example: Delphi technique

2. MAJORITY Decision reached with > 50% of group support

   Create groups of an uneven number of participants to ensure decisions are made and avoid tie votes/draws!

3. PLURALITY Decision reached with largest block in a group deciding, even if majority is not achieved. Use this method when more than two options are nominated. (AKA option with the most votes like our political system. Candidate did not get 50% of the vote, but the highest among the options)

What are other voting methods in the agile methods to reach consensus?

1. Fist of Five: using fingers to agreeing to disagreeing

2. Planning poker: assigning value for decision making

3. Dot Voting: when you give a series of dots to people and put dots against what is important. can put more than one dot on an item

4. Roman voting (thumbs): Thumbs up, down, and sideways (not sure)

5. Polling: online polling or raising people hands etc