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Chapter 10 - Project tools and documentation
Terms in this set (25)
tools for project managers to analyze work and report on progress
Project scheduling software
Dashboards and status reports
Knowledge management tools
Performance measurement tools
types of charts to use
A graph of vertical bars representing the frequency distribution of a set of data. data might include temperature, length, time, mileage, weight, distance, and so on.
cause and effect diagram - that shows the relationship between the effects of problems and their causes. This diagram depicts every potential cause of a problem and the effect that each proposed solution will have on the problem. This diagram is also called an Ishikawa diagram
done by brainstorming - materials, process, workers, hardware
are displayed as histograms that rank-order the most important factors—such as delays, costs, and defects, for example—by their frequency over time. Pareto's theory is that you get the most benefit if you spend the majority of your time fixing the most important problems
rank-ordered according to their frequency and percentage of defects. - highest rank is priority
80% of work is done by 20% of the people
displays data observed or collected over time as plots on a line. Over time, you will observe patterns and trends
plots two numerical variables on a chart to determine whether there is a correlation between them. Scatter diagrams, also known as correlation charts, display the relationship between these two elements as points on a graph. The closer these variables are to each other, the closer the variables are related. This relationship is typically analyzed to prove or disprove cause-and-effect relationships.
helpful in analyzing root causes of problems
a way to visually depict the progress of the project and are often used by executives in the organization
what should be on a status meeting agenda
Overall project status
Schedule updates, including changes
Change requests this period
Major issues that could impede progress of the project
what should be on an issues log
Identification number for tracking
Date the issue was recorded
Description of the issue
Name of the person who reported the issue
Name of the person who owns the issue and will follow through to resolution
Impact rating of the issue usually expressed as high-medium-low
Action plan to resolve issue
Status of the issue
what should be on an action item log
Date the action was recorded
Action item description
Action item owner
Progress or resolution to the action item
what are the elements of a status report
Progress since last reporting period
Progress expected this reporting period
Progress expected next reporting period
Review of the project schedule including scheduled and actual completion dates
Schedule updates or changes
Resource updates or changes
Review of issues with high or medium impact
key performance parameters - KPP
used to set operational goals or performance levels for systems. These are usually represented as the minimum acceptable levels or values for the system
mostly used by department of defense or army
balanced scorecard BSC
a strategic management tool used to measure the activities and processes a business uses to meet its strategic goals
reasons why a project may end
they are completed successfully.
They evolve into ongoing operations and no longer exist as projects.
Their budgets are slashed.
The project resources are redirected to other activities or projects.
The customer goes out of business or is merged with another entity.
They are cancelled prior to completion.
types of project endings
project ending - addition
they become their own ongoing business unit or the product or result of the project transitions into an existing business unit before the project is completed.
project ending - starvation and causes
When resources are cut off from the project or are no longer provided to the project
Other projects come about and take precedence over the current project, thereby cutting the funding or resources for your project.
The customer curtails an order.
The project budget is reduced.
A key resource quits.
project ending - integration
occurs when the resources of the project—people, equipment, and supplies—are distributed to other areas in the organization or are assigned to other projects.
project ending - extinction
means the project has been completed and accepted by the stakeholders. As such, it no longer exists because it had a definite ending date, the goals of the project were achieved, and the project was closed out.
steps to closing out a project
obtaining formal sign-off and acceptance of the project
Transferring the results of the project to operations and maintenance - kicks of warranty period
Releasing project resources
Closing out contracts
Performing administrative closure
Documenting historical information for future projects
Conducting lessons learned
Preparing the project close report
what goes into the project close report
distributed to all stakeholders
Recap of the original goals and objectives of the project
Statement of project acceptance or rejection (and the reasons for rejection)
Summary of project costs
Summary of project schedule
Lessons learned and historical data
who authorizes closure of a project
2 cause and effect diagrams
fishbone and scatter diagrams
what is the project close report
produced at the end of the project
serves as final status report
summarizes project goals, costs, schedule, lessons learned and historical data
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