Project Management - Chapter 5

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Terms in this set (...)

Describe the importance of Communications Planning.
Communications Planning is the key to project success. It involves determining who needs information, when, and in what format, and the frequency of the communication.
Describe Resource Planning.
Resource Planning determines what resources are needed for the project, including human, equipment, and material.
Describe a RAM
A RAM is a resource assignment matrix that shows the WBS identifier, the type of resource required, and the number of resources for each skill set. An RACI chart is a type of RAM that describes the resources and their level of responsibility, including responsible, accountable, consult, or inform.
Describe the two components of Human Resources Planning.
The two components are organizational planning and staff acquisition.
Be able to describe make-or-buy analysis.
Make-or-buy analysis is performed in order to determine the cost-effectiveness of either making or buying the goods and services you need for the project.
Be able to name the types of contracts.
The contract types include fixed-price, cost-reimbursable, and time and materials.
Bidder conference
A meeting held by the buyer with potential vendors during the procurement process to allow vendors to ask questions and get clarification on the project.
Communications Planning
Determines the communication needs of the stakeholders, when and how the information will be received, and who will receive the information.
Contract
A legally binding document that describes the work that will be performed, how the work will be compensated, and any penalties for noncompliance.
Cost-reimbursable contract
Provides the seller with payment for all costs incurred to deliver or produce the product or service requested.
Equipment
Resources such as servers, specialized test equipment, or additional PCs that are required for a project.
One of the categories of project resources. It includes test tools, servers, PCs, or other related items required to complete the project.
Fixed-price contract
A contract that states a fixed fee for the work that the vendor will perform.
Formal communications
Planned communications such as project kickoff meetings, team status meetings, written status reports, or team-building sessions.
Human resources
The people with the background and skills to complete the tasks on the project schedule.
Human Resources Planning
Defining team member roles and responsibilities, establishing an appropriate structure for team reporting, securing the right team members, and bringing them on the project as needed for the appropriate length of time.
Informal communications
Unplanned or ad hoc communications, including phone calls, emails, conversations in the hallway, or impromptu meetings.
Lines of communication
A mathematical formula that determines the number of lines of communication between participants in a meeting. The formula is n (n - 1) / 2, where n represents the number of participants.
Make-or-buy analysis
Determines the cost effectiveness of producing goods or services in-house vs. procuring them from outside the organization.
Materials
A catchall category of project resources that includes software, utility requirements such as electricity or water, any supplies needed for the project, or other consumable goods.
Organizational planning
The process of addressing factors that may impact how to manage a project team, defining roles and responsibilities for project team members, identifying how the project team will be organized, and documenting a staffing management plan.
Procurement planning
The process of identifying what goods or services will be purchased from outside the organization. It uses make-or-buy analysis to determine whether goods or services should be purchased outside the organization or produced internally.
RACI chart
A type of responsibility assignment matrix that describes the resources needed for the task and their role for that task using the following descriptors: responsible, accountable, consult, or inform.
Resource Planning
A process that defines and documents all the resources needed and the quantity of resources needed to perform project activities, including human, material, and equipment resources.
Resource pool description
A listing of all the job titles within a company or department with a brief description of the job. It may also identify the number of people currently employed in each job title.
Resource requirements
A document containing a description of the resources needed from all three resource types for work package items from the WBS.
Responsibility assignment matrix (RAM)
A resource chart that defines the WBS identifier, the resource type needed for the WBS element, and the quantity of resources needed for the task. A WBS is displayed in chart form.
Sender / Message / Receiver model:
What affects the sender?
(A) Knowing what the entire point of the communication is. (B) Understanding that people think in either words or pictures. (C) The thoughts to be communicated should be expressed in signs or symbols, and these thoughts have to be adapted to the intended or targeted audience.
Sender / Message / Receiver model:
What affects the message?
(A) The characteristics of the medium selected for transmission of the information must be known. (B) The context in we want the receiver to interact with the information must be understood. (C) Any potential interference in the process of delivering the message must be considered.
Sender / Message / Receiver model:
What affects the receiver?
The receiver is bringing a whole load of baggage to the communication interaction, such as need fulfillment, expectations, and past experience.

Variables for the reception of any mediated information. (1) level of ego involvement; (2) previous knowledge level; (3) tolerance for ambiguity; (4) tolerance for dissonance; (5) behavioral learning versus vicarious learning; (6) value agreement with the communication versus value disagreement; and (7) existence of a rhetorical vision
Sole source
A requirement that a product or service must be obtained from a single vendor in government work; also includes justification.
Solicitation
Obtaining bids and proposals from vendors in response to RFPs and similar procurement documents prepared during the solicitation planning process.
Staff acquisition process
Obtaining human resources and assigning them to the project. Human resources may come from inside or outside the organization.
Staffing management plan
Documents when and how human resources will be added to and released from the project team and what they will be working on while they are part of the team.
Statement of work (SOW)
The statement of work (SOW) details the goods or services you want to procure. In many respects it's similar to the project scope statement, except that it focuses on the work being procured. It contains the project description, major deliverables, success criteria, assumptions, and constraints.
Time and materials contract
A type of contract where the buyer and the seller agree on a unit rate, such as the hourly rate for a programmer. The total cost is unknown and will depend on the amount of time spent to produce the product.