Project Management Processes

Mohammed Shulan Mahmoud Al-Rabea

 Outlines

Initiation
Planning
Execution
Monitoring & Controlling
Closing
Summary & Sources
Questions & Answers
 Project Process Life Cycle

Monitoring
Planning or Production or
Initiation and Closing
development execution
controlling
Initiation
Process
 I am working in technical domain, or more specifically, embedded
system development. I think it is vital important to verify
architecture correctness while creating the project charter also. The
best way is to do some prototype work, though maybe too luxury. To
the bear minimum, the project manager should create some
diagram and discuss with relevant stakeholders, otherwise is just
waste the organizations and money and time, and market
opportunity.

Definition
The initiation processes determine the nature and scope
of the project. If this stage is not performed well, it is
unlikely that the project will be successful in meeting the
business’ needs. The key project controls needed here
are an understanding of the business environment and
making sure that all necessary controls are incorporated
into the project. Any deficiencies should be reported and
a recommendation should be made to fix them.
 Initiation Breakdown Processes

Determine Collect processes,

Divide large
Select Project company culture procedures and
projects into
Manager. and existing historical
phases.
systems. information.

Document
Identify stake- Document business Determine project
assumptions and
holders. need. objectives.
constraints.

Develop
Develop project
preliminary project
charter.
scope statement.
Planning
Process
 My personal feeling is better to use 1/10 criteria for planning, that
is, to estimate at the granularity level of 1/10. For example, setup a
monthly schedule for a half year to one year project, or create
biweekly schedule for a one quarter project, or create a WBS with
10 to 20 tasks. I have seen task break down with several hundred
tasks, eventually it becomes a game to figure out which activity
goes to which task, and really a brain test for entire team.

Definition
The main purpose is to plan time, cost and resources
adequately to estimate the work needed and to effectively
manage risk during project execution. As with the
Initiation process group, a failure to adequately plan
greatly reduces the project's chances of successfully
accomplishing its goals.
 Planning Breakdown processes

Determine how you

will do planning – Create project Create WBS and
Determine team. Create activity list.
part of scope statement. WBS dictionary.
management plans.

Create network Estimate resource Estimate time and Determine critical

Develop Schedule.
diagram. requirements. cost. path.

Risk identification,
Determine quality Determine qualitative and
Determine roles
Developer budget. standards, processes communications quantitative risk
and metrics.
and responsibilities.
requirements. analysis and
response planning.

Finalize the “how to

(items before Prepare execute and
Determine what to Create process
this lime will purchase.
procurement control” aspects of
improvement plan.
need Iterations ). documents. all management
plans.

Develop final PM
plan and
Gain formal Hold kick-off
performance
approval. meeting.
measurement
baselines.
Execution
Process
 In my opinion, there are two key points for executing a project:
1. People management: understand what your colleagues can do and try
to balance the workload. I think making presentation and/or have
frequent chit-chat are good ways to bring the gap. At least I feel more
clear of one concept after I can make others understand what I am
talking about.
2. Build an adaptive process: Nobody can plan everything accurately at
the beginning. I like the practice to check the status at the end of each
week (or biweekly), and figure out how to make up next week. I think it
is called iteration process or spiral model officially.

Definition
Executing consists of the processes used to complete the work defined in
the project management plan to accomplish the project's requirements.
Execution process involves coordinating people and resources, as well as
integrating and performing the activities of the project in accordance with
the project management plan. The deliverables are produced as outputs
from the processes performed as defined in the project management plan.
 Execution Breakdown processes

Complete product Recommend changes

Acquire final team. Execute the PM plan.
scope. and corrective actions.

Implement approved
Send and receive changes, defect repair, Continuous
Follow processes.
information. preventive and improvement.
corrective actions.

Give recognition and Hold progress Use work

Team building.
rewards. meetings. authorization system.

Request seller
Select Sellers.
responses.
Control & Monitoring
Process
 For Software/Firmware Development, There are organizations that
project manager is busy working on collecting all the matrix, quality
team building nice diagram/chart subsequently, and top management
evaluating the organization / individual performance based on these
charts. In the end, Engineers have to cook data so that the final
evaluation will be good for them. I believe the role for project manager is
to ensure the accuracy of monitoring. BTW: I also think cooking data is
hard for Small and Medium Organization because SMEs always face
customer directly.

Definition
Monitoring and controlling consists of those processes performed to observe
project execution so that potential problems can be identified in a timely
manner and corrective action can be taken, when necessary, to control the
execution of the project. The key benefit is that project performance is
observed and measured regularly to identify variances from the project
management plan.
 Monitoring and controlling
Breakdown processes
Determine variances
Measure against the Measure according to
and if they warrant
performance the management Scope verification.
measurement baselines. corrective action or a
plans.
change.

Recommend changes, Approve changes,

Configuration defect repair, Integrated change defect repair,
management. preventive and control. preventive and
corrective actions. corrective actions.

Facilitate conflict
Risk audits. Manage reserve. Use issue logs.
resolution.

Measure team Report on

Create forecasts. Administer contracts.
member performance. performance.
Closing
Process
Not many project managers are lucky enough to lead the project
until its official ending. However, I think a responsible project
manager for an organization should collect historical information
for this project, and put into a way easy to be utilized by the next
project manager. Especially for a software development
organization, attributes like Engineer productivity, defect density,
percentage of each stage, and domain expertise are important for
the sustainability of the organization.

Definition
Closing includes the formal acceptance of the project and the ending
thereof. Administrative activities include the archiving of the files and
documenting lessons learned.
 Closing Breakdown processes

Confirm work is
Develop closure Complete
done to
procedures. contract closure.
requirement.

Gain formal Final

Index and
acceptance of performance
archive records.
the product. reporting.

Update, lessons Hand off

Release
learned and completed
resources.
knowledge base. product.
SUMMARY & SOURCES
Questions
&
Answers
2. A product life cycle is a series of phases whose name
and number is determined by the organization’s needs
regarding control of the project.

A. True
B. False

Answer: B. False
29
9. Contract close-out contains:

A. Contract Documentation
B. Procurement Audits
C. Formal Acceptance And Closure
D. All Of The Above

Answer: D. All Of The Above

30
15. ______________ coordinates people and other
resources to carry out the plan.

A. Work Breakdown Structure

B. Resource Planning
C. Resource Leveling
D. Executing Process

Answer: D. Executing Process

31
16. The process of identifying and defining a product or
service is called:

A. Procurement Planning
B. Source Selection
C. Contract Administration
D. Contract Close-out

Answer: A. Procurement Planning

32
18. The core planning processes are:

A. Scope Definition, Resource Planning, Cost

Estimating, Schedule Development, Activity
Definition.
B. Inputs, Control, Status Reports, Risk Management
C. Planning, Resources Planning, Quality Assurance,
Risk Control
D. Scope Definition, Team Development, Schedule
Control, Budget Control, Contract Administration.

Answer: A. Scope Definition, Resource Planning, Cost Estimating, Schedule

Development, Activity Definition.
33
 32. ___________ devises and maintains a workable
scheme to accomplish the business need that the
project was undertaken to address.

A. Development Process
B. Scoping Process
C. Planning Process
D. Information Development Process

Answer: C. Planning Process

34
 41. The ___________ documents the characteristics of
the product or service that the project was
undertaken to create.

A. Resource Plan
B. Project Charter
C. Project Description
D. Scope Statement

Answer: C. Project description

35
 42. Outputs from the initiation process are:

A. Project Manager Identified/Assigned

B. Constraints
C. Assumptions
D. All Of The Above

Answer: D. All Of The Above

36
 43. A ____________ is a series of actions bringing
about a result

A. Project plan
B. Process
C. Schedule
D. Flowchart

Answer: B. Process
37
 45. Project Scope Management includes which
processes:

A. Initiation
B. Project Plan Execution
C. Overall Change Control
D. Performance Reporting

Answer: A. Initiation
38
57. A project can best be defined as:

A. Series of non-related activities designed to

accomplish single and multiple objectives.
B. Coordinated effort of related activities designed to
accomplish a goal without a well-established end
point.
C. Cradle-to-grave activities which must be
accomplished in less than one year and consumes
human and non-human resources
D. “Any undertaking with a definable time frame, well-
defined objectives, and consumes both human and
non-human resources with certain constraints.”
Answer: D. “Any undertaking with a definable time frame, well-defined objectives,
and consumes both human and non-human resources with certain constraints
39
 64. The tools and technique used in the initiation
process are:

A. Product Analysis
B. Project Schedule Development
C. Expert Judgment
D. Project Budget

Answer: C. Expert Judgment

40
 67. __________ must be measured regularly to identify
variances from the plan.

A. Stakeholder Requirements
B. Project Performance
C. Schedule Control
D. Project Controls

Answer: B. Project Performance

41
 76. The major project scope management processes
include:

A. Change Order Control

B. Initiation
C. Program Evaluation
D. Scope Statement

Answer: B. Initiation
42
 81. __________ ensure that project objectives are met
by monitoring and measuring progress and taking
corrective action when necessary

A. Project Controls
B. Controlling Process
C. Control Logs
D. Project Chart

Answer: B. Controlling Process

43
 83. An example of a project is:

A. Billing Customers
B. Managing an Organization
C. Constructing A Building or Facility
D. Providing Technical Support

Answer: C. Constructing A Building or Facility

44
 89. ____________ formalizes the acceptance of the
project or phase and bringing it to an orderly end.

A. Functional
B. Weak Matrix
C. Projectized
D. Dedicated Project Team

Answer: B. Weak Matrix

45
 92. The closing process scope includes:

A. Contract Closeout
B. Final Reporting
C. Punch List
D. Exit Interview

Answer: A. Contract Closeout

46
 93. An input to the scope planning process is:

A. Product Description
B. Project Schedule
C. Strategic Plan
D. Historical Information

Answer: A. Product Description

47
94. Scope planning is:

A. Developing a plan from major stakeholders

B. Developing a written scope statement as the basis
for future project decisions
C. Formalizing acceptance of the project scope
D. Planning project milestones

Answer: B. Developing a written scope statement as the basis for future project
decisions 48
Project Management
Fundamentals

49
3. At which stage, does a typical project has maximum
cost?

A. Initial Stage
B. Middle Stage
C. Final Stage
D. Cost In Same at all Stages

Answer: C. Final Stage

50
 4. At which stage, in typical project do stake holders
have maximum influence?

A. Initial stage
B. Middle stage
C. Final stage
D. Shareholders have similar influence At all stages

Answer: A. Initial stage

51
Exam Cram
Test Bank

52
24. The project manager should be assigned during
what phase

A. Initiation
B. Project Planning
C. Scope Planning
D. Scope Definition

Answer: A. Initiation
53
54. What are the inputs to project Plan Execution?

A. Project plan, work breakdown structure,

organizational policies, preventive action and
correction action
B. Project plan, work results, change requests,
preventive action and corrective action
C. Project skills, supporting detail, organizational
policies, preventive action and lessons learned
D. Project plan, supporting detail, organizational
policies, preventive action and corrective action.
Answer: A. Project plan, supporting detail, organizational policies, preventive
action and corrective action.
54
57. In the closing phase of your project, a number of
administrative issues must be completed. A
concern is to assess project effectiveness. One way
to accomplish this task is to:

A. Prepare a performance report

B. Perform an inspection
C. Hold a performance review
D. Conduct a procurement audit

Answer: C. Hold A Performance Review

55
61. During closeout, many project managers tend to
delay personnel reassignment because-

A. The team members do not want to move on to

new assignments
B. They believe that no one will want to leave the
project
C. The functional managers do not want the team
members to return
D. They are reluctant to confront any interpersonal
conflicts that may occur in the process
Answer: D. They are reluctant to confront any interpersonal conflicts that may
occur in the process 56
86. When choosing the most appropriate form of
project organization, the first step is to -

A. Produce an initial project plan and determine the

functional areas responsible for each task
B. Develop a project, including a top-down
flowchart, and identify the functional area to
perform each task
C. Refer to the project charter develop by top
management
D. Create the WBS and let it determine the project
organizational structure
Answer: A. Produce an initial project plan and determine the functional areas
responsible for each task
57
Project Management
Framework

58
1-4 Project Scope Management includes which
processes:

A. Plan Development
B. Project Plan Execution
C. Overall Change Control
D. Performance Reporting
E. Initiation

Answer: E. Initiation
59
1-9 Which process is not included in Project Cost
Management?

A. Resource Planning
B. Estimating
C. Budgeting
D. Control
E. Closeout

Answer: E. Closeout
60
Project Management
Processes

61
3-1 A __________ is a series of actions bringing about
a result

A. Project Plan
B. Process
C. Schedule
D. Flowchart
E. Activity Sequencing Plan

Answer: B. Process
62
3-2 _____________ recognizes that a project or phase
should begin and commits the organization to do
so.

A. Initiating process
B. Solicitation process
C. Scoping process
D. Planning process
E. Controlling process

Answer: A. Initiating process

63
3-3 ______________ defines and refines the best
course of action to attain the objectives that the
project was undertaken to address:

A. Development Process
B. Scoping Process
C. Planning Process
D. Information Development Process
E. Resource Planning

Answer: C. Planning Process

64
3-4 Project management process can be organized into:

A. Initiating Process
B. Planning Process
C. Controlling and Executing Process
D. Closing Processes
E. All Of The Above

Answer: E. All Of The Above

65
3-5 ________________ coordinates people and other
resources to carry out the plan

A. Work Breakdown Structure

B. Resource Planning
C. Resource Leveling
D. Executing Process
E. Initiating Process

Answer: D. Executing Process

66
3-6 ________________ ensures that project objectives
are met by monitoring and measuring progress
regularly to identify variances from the plan so that
corrective action can be taken when necessary

A. Project Controls
B. Controlling Process
C. Control Logs
D. Project Chart

Answer: B. Controlling Process

67
3-7 ________________ formalizes the acceptance of
the project or phase and bringing it to an orderly
end.

A. Punchlist
B. Closing Process
C. Project Completion Checklist
D. Stakeholder Buyoff
E. Initiation Process

Answer: B. Closing Process

68
3-8 ________________ must be measured regularly to
identify variances from the plan

A. Stakeholder Requirements
B. Project Performance
C. Schedule Control
D. Project Controls
E. Performance Reporting

Answer: B. Project Performance

69
3-9 The closing process scope includes:

A. Contract closeout
B. Final reporting
C. Punchlist
D. Exit interview
E. Lessons learned

Answer: A. Contract Closeout

70
3-10 The score planning processes are:

A. Scope definition, Resource planning, Cost

estimating, Schedule development, Activity
definition
B. Inputs, Control, Status reports, Risk management
C. Planning, Resource planning, Quality assurance,
risk control
D. Cope definition, Team development, Schedule
control, Budget control, Contract administration
E. Quality planning, Communication planning, Staff
acquisition, Risk quantification

Answer: A. Scope definition, Resource planning, Cost estimating, Schedule

development, Activity definition 71
Project Management
Professional

72
Domain I

You are assigned a project that requires that manufacturing of

medical equipment for one of your company’s current clients.
Your company has executed similar projects successfully in
the past. During which phase of the project would you
consider referring to previous project documents for the
similar projects?

A. Scope planning
B. Scope verification
C. Scope definition
D. initiation

Answer: D. Initiation
73
Integration Management
Session Pre-Test

74
 1. To the project team, the most valuable document for
integrating activities during project execution is:

A. The Project Plan

B. The Scope Statement
C. The Scope Baseline
D. S-curve

Answer: A. The Project Plan

75
 2. An output of the Project Plan Execution process
is/are:

A. Lesson Learned
B. The Project Plan
C. Change Requests
D. Corrective Action

Answer: C. Change Requests

76
Project Manager Framework

77
1. Management problem-solving invoices a combination
of problem definition and:

A. Decision-making
B. Revision /replanning
C. Resource allocation
D. Modification or updating of goals and objectives

Answer: A. Decision Making

78
 2. Project management provides organizations with a
methodology to:

A. Become more efficient and effective in

accomplishing goals that cannot be handled well
by the traditional structure
B. Manage high-risk repetitive work
C. Provide clients with multiple points of contract
D. Provide guidance in accomplishing repetitive
activities

Answer: A. Become more efficient and effective in accomplishing goals that

cannot be handled well by the traditional structure 79
 3. Project file cycles are very useful for _________ and
__________

A. Configuration management termination

B. Objective setting, information gathering
C. Standardization, control
D. Configuration management, weekly status
updates

Answer: C. Standardization, control

80
4. The degree to which a company accepts and utilizes
project management is most often dependent upon the
__________ and _________ of its projects.

A. Completion, dollar value

B. Size, nature
C. Quantity requirement, manpower requirements
D. Risk, quality management

Answer: B. Size, nature

81
5. All of the following are true of project life-cycles except:

A. The influence of stakeholders over the characteristics

of the final product decrease over time
B. Uncertainty and risk are highest at the beginning of
the project
C. Cost levels start low then increase overtime before
trailing off as the project ends
D. Staffing levels remain stable throughout the life of
the project

Answer: D. Staffing levels remain stable throughout the life of the project
82
 6. A program is defined as:

A. An endeavor of considerable scope encompassing

a number of projects
B. A group of projects managed is a coordinated
way to obtain benefits not available from
managing them individually
C. The framework by which project management
can be utilized in order to ensure completion of
projects
D. The means to subdivide projects into manageable
segments

Answer: D. The means to subdivide projects into manageable segments

83
 7. General Management encompasses:

A. Identifying objectives and important operations

leading to those objectives
B. Planning, organizing, staffing, executing and
controlling the operation of an ongoing enterprise.
C. Communication planning and performance
information to all parties involved
D. Management principles used only by non-profit
agencies

Answer: B. Planning, organizing, staffing, executing and controlling the

operation of an ongoing enterprise 84
 8. Strong matrix organization structures do NOT have:

A. Moderate to high project manager authority

B. Full time project administration staff
C. Part time project manager roles
D. Up to 95% of the organization’s personnel
assigned to full time project work

Answer: C. Part time project manager roles

85
 9. Project management process are organized into five
groups, which are:

A. Planning, Risk Management, Communicating,

Administration, Close-out
B. Inputs, Outputs, Controls, Execution, Planning
C. Scope Control, Schedule Control, Cost Control,
Quality Control, Risk Control
D. Controlling, Planning, Closing, Executing,
Initiating

Answer: D. Controlling, Planning, Closing, Executing, Initiating

86
 10. Which of the following is not a characteristic of
Project Stakeholder

A. They may be difficult to identify

B. Their interest may be positively or negatively
affected as a result of the successful project
completion
C. They are individuals and organizations who are
actively involved in the project
D. They always share common objectives for the
project

Answer: D. They always share common objectives for the project

87
Sources:
•PMBOK

•Rita's book

•http://www.uts.sc.edu/csprojects/Methodology/fasttrack_project.php

• http://jinshengtang.blogspot.com/

• http://quizlet.com/176304/ritas-process-chart-flash-cards/