PMI Stuff (GMetric Based)

Predictive Approach

Definition: A project management approach where the scope, deliverables, and risks are fully defined before the project begins. Changes must be requested and approved by a change control board. It is suitable for projects with linear, start-to-finish processes.

Adaptive Approach

Definition: A project management approach designed for environments where client demands and requirements frequently change. Work is done in short cycles or "sprints," allowing for flexibility and iterative development. Rapidly changing requirements are a common occurrence.

Hybrid Approach

Definition: A combination of predictive and adaptive approaches, where some aspects of the project are well-defined while others are flexible and iterative. Used for projects with both stable and changing requirements.

Project Life Cycle

Definition: The series of phases a project goes through from initiation to closure. The phases are:

1. Initiating (determines business needs and project justification)
   

2. Planning (focuses on meeting business needs)
   

3. Executing (carries out the project plan)
   

4. Monitoring and Controlling (involves testing and quality control)
   

5. Closing (verifies completed deliverables)

Project Charter

Definition: A document created and approved during the initiating phase that formally authorizes a project and outlines its objectives, scope, and stakeholders. It guides the planning phase and ensures the project's justification.

Deliverables

Definition: Tangible or intangible outcomes produced as a result of project work, which must meet the project’s objectives and specifications. Deliverables are conceptualized during planning, built during execution, and verified as completed during the closing phase.

Change Control Board

Definition: A group responsible for reviewing, evaluating, and approving or rejecting changes to a project's scope, schedule, or budget in predictive project management.

Critical Path

Definition: The sequence of tasks that determines the minimum time required to complete a project. Delays in any critical path task will delay the overall project.

Risk Management

Definition: The process of identifying, analyzing, and responding to risks throughout the life of a project to ensure it meets its objectives.

Sprint

Definition: A short, time-boxed period in adaptive project management during which specific tasks from the product backlog are completed. Sprints allow for incremental progress and regular client feedback.

Product Backlog

Definition: A prioritized list of tasks, features, or requirements for a product in adaptive project management. It is not a list of delayed tasks or maintenance tasks for a finished product.

Modular Design

Definition: A design approach that breaks a project into smaller, movable, or interchangeable components. Often used in hybrid approaches.

Scope

Definition: The detailed definition of the work required to complete a project, including deliverables, tasks, and boundaries. Predictive approaches require a well-defined scope, while adaptive approaches are more flexible.

Linear Approach

Definition: A step-by-step project management approach where each phase is completed before moving to the next. Often associated with predictive methodologies.

Iterative Development

Definition: A process in adaptive project management where the product is built incrementally, allowing for continuous client feedback and changes.

Regulation-Driven Projects

Definition: Projects that must comply with strict laws or standards, often requiring a predictive approach to ensure compliance.

Monitoring and Controlling

Definition: A project management phase that involves tracking project performance, managing changes, and ensuring the project stays on track to meet its objectives.

Initiating Phase

Definition: The first phase of the project life cycle, where the project's goals, scope, and stakeholders are defined, business needs are determined, and initial approvals are obtained.

Closing Phase

Definition: The final phase of the project life cycle, involving the delivery of completed work, client approval, and project documentation. Deliverables are verified as completed during this phase.

Scope Creep

Definition: The uncontrolled expansion of a project's scope without adjustments to time, cost, or resources. Less common in adaptive management due to its flexible scope approach.

Agile Approach

Definition: A type of adaptive project management methodology that focuses on iterative development, customer collaboration, and flexible responses to change.

Waterfall Approach

Definition: A type of predictive project management methodology that emphasizes sequential, linear project phases with a well-defined scope.

Examples of Project Approaches

Predictive: Software apps with well-defined requirements unlikely to change.
Adaptive: Logo design projects with many iterative changes.
Hybrid: Wheelchair projects requiring compliance with regulations and flexible design models.

Business Needs

Definition: Requirements or conditions a project must meet to justify its existence. These are identified during the initiating phase.

Planning Phase

Definition: The phase of the project life cycle focused on creating a roadmap to meet business needs, including defining tasks, resources, and schedules.

Executing Phase

Definition: The phase where the project plan is implemented, and deliverables are created.

Monitoring and Controlling Phase

Definition: The phase involving tracking project progress, managing changes, and ensuring quality control through testing and evaluation.

Project Charter

Definition: A document created and approved during the initiating phase that formally authorizes a project and outlines its objectives, scope, and stakeholders.

Closing Phase

Definition: The final phase of the project life cycle where deliverables are verified, client approval is obtained, and the project is officially closed.

Scope Creep

Definition: The uncontrolled expansion of a project’s scope without adjustments to time, cost, or resources. Rare in adaptive approaches due to the absence of a tightly defined scope at the start.

Agile Methodology

Definition: An adaptive project management methodology characterized by iterative development and flexibility to accommodate changing requirements.

Waterfall Methodology

Definition: A predictive project management methodology involving a linear, step-by-step approach with defined phases and deliverables.

Team Member Responsibilities

Definition: Team members should report issues or potential ethics violations to the project manager, as the project manager handles such matters. They should not agree to scope changes independently or report vendors directly to authorities.

Adaptive Approach - Rapidly Changing Requirements

Definition: A characteristic of adaptive project management, where requirements are frequently updated to accommodate client needs and market dynamics.

Predictive Approach - Set List of Deliverables

Definition: A feature of predictive project management, where deliverables are predefined and agreed upon before the project begins.

Hybrid Approach - Examples

Definition: A project management approach combining predictive and adaptive elements. For example:

• Predictive: Following regulations for a wheelchair’s base model.

• Adaptive: Allowing flexible designs for additional models.

Reporting Ethnic Issues

Definition: A situation where team members identify a potential ethics issue, which must be reported to the project manager, not the sponsor or external authorities.

Reporting Ethnics Violations

Definition: A team member should report a potential ethics violation to their immediate manager, who can escalate the issue to the project manager or upper management. Team members should not handle evidence directly or confront the violator to maintain anonymity.

Code of Ethics - Fairness

Definition: A value stressing equal opportunity for all stakeholders, ensuring inclusiveness in decision-making and providing equal chances for participation.

Code of Ethics - Honesty

Definition: A value emphasizing truthfulness, particularly in project estimates, updates, and communications.

Code of Ethics - Respect

Definition: A value promoting dignity and high regard for others, including allowing everyone to share ideas during collaborative sessions.

Code of Ethics - Responsibility

Definition: A value centered on accountability, taking ownership of decisions and actions, and admitting mistakes when they occur.

Conflict Management - Collaborate/Problem-Solve Strategy

Definition: Also known as a win/win strategy, this approach seeks a mutually beneficial resolution to conflicts where both parties achieve positive outcomes.

Conflict Management - Compromise/Reconcile Strategy

Definition: A win/lose strategy where both parties make concessions to reach a resolution.

Conflict Management - Smoothing/Accommodating Strategy

Definition: A strategy where one party concedes more than the other, leading to an imbalanced resolution.

Conflict Management - Force/Direct Strategy

Definition: A win/lose strategy where one party imposes a decision to resolve the conflict, often prioritizing efficiency over consensus.

Active Listening

Definition: A communication technique where the listener makes an effort to fully understand the speaker, often by rewording statements or asking for clarification.

Normal Listening

Definition: A passive approach to listening focused on replying rather than fully understanding the speaker’s message.

Conflict Management - Withdraw/Avoid Strategy

Definition: A strategy that does not resolve the conflict, as neither party takes action to find a solution.

Motivating Staff - Finding Preferences

Definition: A project manager should identify team members’ preferred incentives, such as bonuses, time off, or other perks, to effectively motivate them.

Scope of Staff Motivation

Definition: Recognizing that different staff members are motivated by varying factors, such as financial rewards, time off, or alternative perks like gym memberships, and tailoring motivational strategies accordingly.

Offensive Listening

Definition: The sponsor is not focused on what the project manager is saying, leading to ineffective communication.

Active Listening

Definition: The sponsor validates what the project manager is saying, ensuring understanding and engagement.

Cynical Listening

Definition: The sponsor appears to listen (e.g., nodding) but is not genuinely paying attention.

Information Gathering

Definition: The sponsor is busy collecting information rather than actively listening to the project manager.

Smoothing/Accommodating Strategy in Conflict Management

Definition: A strategy where the project manager accommodates the team member’s wishes to resolve the conflict.

Force/Direct Strategy in Conflict Management

Definition: A strategy where one party imposes a resolution without yielding to the other party’s demands.

Compromise/Reconcile Strategy in Conflict Management

Definition: A strategy where both parties get some of what they want while yielding other points to reach a resolution.

Collaborate/Problem-Solve Strategy in Conflict Management

Definition: A win/win strategy where both parties work together to find a mutually beneficial solution.

Win/Loss Dynamics in Conflict Management Strategies

• Compromise/Reconcile: Win/loss-win/loss; both parties get some but not all of what they want.

• Collaborate/Problem-Solve: Win/win; both parties achieve a favorable outcome.

• Smoothing/Accommodating: Loss/win; one party concedes to the other’s demands.

• Force/Direct: Win/loss; one party imposes a resolution at the other’s expense

Noise in Communication

Definition: Interferes with the effectiveness of communication by disrupting the clarity of the message.

Message Channel in Communication

Definition: The medium used to communicate, which does not directly interfere with the message’s effectiveness.

Decoder in Communication

Definition: A device or system that translates a message into a readable format for the receiver.

Feedback in Communication

Definition: A response to a message that does not inherently interfere with the effectiveness of communication.

Pull Method of Communication

Definition: Involves accessing updates from a communication source, such as a company intranet.

Push Method of Communication

Definition: Involves distributing information to recipients, such as through emails.

Interactive Communication

Definition: Involves direct, face-to-face communication allowing immediate feedback.

Key Elements of a Project Status Update

• What has been completed within a specific time period.

• What is forecast to be completed in the next time period.

• Not Included: Overall project progress across multiple projects or year-to-date statistics.

Interactive Communication

Definition: One-on-one communication used in scenarios such as individual peer reviews.

Push Communication

Definition: One-to-many communication method, like distributing a status update to an executive board.

Pull Communication

Definition: Centralized updates accessed by individuals, such as through a central database or intranet.

Feedback in Communication

Definition: A crucial element emphasized in interactive scenarios like brainstorming meetings.

Scope of a Status Update

Definition: Focuses on activities completed and forecasted within a specific time period, not an entire project or phase.

Communication Management Plan: Communication Methods

Examples: Emails, phone calls, in-person meetings.

Communication Management Plan: Communication Types

Definition: What is communicated and to whom.

Communication Management Plan: Communication Styles

Examples: Formal, informal, and open communication styles.

Project Charter: Purpose

Definition: States the end goal of a project.

Project Charter: Objectives

Definition: Specifies the measurable goals of the project.

Project Charter: Milestones

Definition: Significant events or points in a project timeline.

Work Breakdown Structure (WBS)

Definition: Organizes tasks and subtasks from a resource and cost perspective.

Project Charter vs. Other Documents

• Project Charter: Formal authorization and includes objectives.

• Project Scope: Defines the work required to complete deliverables.

• Statement of Work (SOW): Separate document outlining the work to be done.

• Project Deliverables: Items or services to be produced (not in the charter).

Business Case in a Project Charter

Definition: If available, the business case supports the rationale for the project within the charter.

Procurement Document

Definition: Contains information about external goods or resources needed for the project.

Lessons Learned

Definition: Conducted at the end of a project, not used for documenting objectives or authorization.

Milestones

Definition: A significant point or event in a project.

Tasks

Definition: Activities that need to be accomplished within a specific period.

Deliverables

Definition: Products or services that need to be completed in a project.

Reverent Authority

Definition: Authority based on respect for a manager's knowledge and leadership, such as a project manager leading several successful projects.

Credibility (Expert) Authority

Definition: Authority derived from experience, knowledge, and technical qualifications, such as a nurse leading a medical app migration project.

Reward Authority

Definition: Authority that comes from a project manager's ability to give organizational rewards.

Formal Authority

Definition: Authority perceived as the ability to issue orders, often linked to the project manager's role.

Reporting Process in Project Management

1. Team Members: Report completion of tasks.

2. Managers: Report task completions to the project manager.

3. Project Manager: Updates key stakeholders like customers and sponsors.

Vendors in a Project Plan

Definition: External resources that provide goods or services to help complete the project.
Examples: Cloud hosts for a web app or contract resources for design.
Not Considered Vendors: Internal testers and sponsors.

Customer Authority in Deliverable Verification

• Customer: Final authority on verifying project requirements are met.

• Project Manager: Can sign off on deliverables but lacks final verification authority.

• Sponsor: Can agree on completion but cannot verify unless they are the customer.

Contributions to Project Objectives

• Team Members: Largest contributors to meeting objectives through direct work.

• Managers: Ensure tasks are completed on schedule and within budget.

• Project Managers: Coordinate with team members and managers to keep the project on track.

• Vendors: Assist with work but are not the largest contributors.

Functional Organization Type

Definition: The project manager acts as a coordinator with little authority over the project.

Projectized Organization Type

Definition: The project manager has high authority over the project.

Weak Matrix Organization

Definition: A balanced organization structure leaning toward functional.

Strong Matrix Organization

Definition: A balanced organization structure leaning toward projectized.

First Step in Problem Solving

Definition: Identify the problem before generating solutions or criteria.
Note: Implementation only occurs after a solution is generated and agreed upon.