Project Management Stages and Tools

9/26/21, 10:06 PM A Level ICT : Chapter 14 Project Management Flashcards | Quizlet
A Level ICT : Chapter 14 Project Management

Terms in this set (66)
Conception Start of a project
Execution The Development stage of a project
Closure Completion of a project
Initiation ---> [Planning and Design --> Executing -

What are the traditional project --> Monitoring and Controling] ---> Closing
stages?
**bold stages are rinse and repeat until perfect

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- Initial ideas indentified
- Goals set
- Stakeholders identified
- Feasability study (whether it is beneficial for

time/money/resources)
- Requirements identified
Initiation - what happens??

- set out and agree with stakeholders : objectives,
scrope, risks, budget, time scale
- make stakeholders know duties
- set budget, time scale
- set target for each part
- identify+prioritize tasks between each target
- Gantt chart shows order
- resources allocated so are available at right time
Planning - wtf happenns?

- time allocated correctly to each task (so
resources/personell used efficiently)
- plan followed lol
- project manager dude communicate

responsibilties to team members
- project manager due set short term targets for

Execution - WHAT
each member so to meet time scale
HAPPENSSS??????

PMD must monitor stuff duh. Stuff like
- progress/control of each activity
- tasks completed on time
- rescheduling if delays occur
- team member performance for their task
- expenditure not to exceed budget
Monitoring and Control - what -discuss progress with stakeholders
now? - if needed, apply changes and go back to planning

and executing them
- hand the project to client
- teams member fired or moved position
- project review with client and team
-requirements evaluated
- client signs it off
Closure - are we done yet

- they celebrate???
Requires installation on one or more computers.
Desktop Project Management

Licenses are required for each installation which is
Software
paid for.
- can be sophisticated; cover large number of tasks;

Desktop Project Management thus close monitoring by one PMD
Software - PROS - some may allow multi-user access
- responsive+graphical since is stored locally

- licenses cost money
- multi-user access requires installing on each PC

Desktop Project Management
and a central network to store files; is limited for
Software - CONS
collaboration
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Can be accessed through a web browser. Is stored

Web Based Project
on intranet made available on the extranet or even
Management Software
the cloud.
- access from any computer
- no install software
Web Based Project

- access from smartphone/tablet
Management Software - PROS

- multiple user access at once
- collaboration as files stored centrally

- not stored locally, thus can have delays and not

Web Based Project as graphical bc of bandwidth limitations
Management Software - CONS - data not available to the user if the network is
offline
- Desktop Based
- Web Based
Types of PMS - Single User
- Personal
- Collaborative
- usually desktop
- one project manager dude/dudette
Single User
- only a couple of people assigned tasks
- prevents collaboration
- usually for home users
- simple interface
Personal
- no complex tools and collaboration for larger
orgs
- multi-user access at same time
- several sub managers for updating different parts

Collaborative
of plan
- usually web based or client server model
the tasks which should be completed on time for

Critical Path
the project to be completed on time
- Planning
Actions done by Project - Costing
Management Software - Communications
-Decision Making

- Scheduling of Tasks
- Allocation of Resources
- Identifying Milestones
Planning
- Gantt chart as overview
- set task time to complete and deadline
- identify dependent tasks
- delegating tasks
- prioritizing tasks
- record time spend on each task
How to: Schedule Tasks

- crucial point indentified
- calendar for overall and each team dude
- identify equipment/property/people needed
- cost assigned to compare w/ budget
- indentify conflicts in resources
- identify overload to a team dude

How to: Allocate Resources

- allocate cost to resource so to calculate total cost

by hours used
- record expenses
- regular analysis of expenditure compared to

budget
- total cost for individual resource or set thereof
How to: Costing - export costing info to spreadsheet
- Calendar
- IM
- Shared Documents
- Discussion/Forums
- Progress (software informs of progress; team

How to: Communications dudettes update task progress, any changes to
project timeline informed in email to team dudettes)
- tasks of each member at point in time
- sync with third party apps like Google Calendar to

keep up to date
- schedule meeting with team dudes

Calendar FACTS

- notifies changes, allows giving reason
- graphs, charts, report to analyse, compare

budget, timings, ects
- identify critical path
- monitor delays, resources so project manager

How to: Descisisossosnn
dude does his/her ****ing job
Making
Find a projects critical path. The critical path

identifies which tasks must complete on time for
the entire project to be completed on time, and
defines minimum time it can take.
Critical Path Analysis
take the task path that is longest and with no or

how to find it?
least float time
Time an activity can be delayed without affecting

the rest of the project
Float Time
- Number of Tasks
Information needed for CPA - How long each task will take
- Which tasks are dependent on predecessors
- show start/end dates
- show task predecessors
- task progress
- current position of team in the project

Gantt Chart - uses
- bar represents each task
- bar shaded to show percentage completed
- tasks listed with start/end dates
- arrows to show which task is dependent on which

Gantt Chart - Description!
:D
- line or indicator to show current position
- details for each task like resources/people

responsible/duration
DRP. Needed for events so recovery can be

completed as quickly and effectively as possible.
minimising disruption to organisation.
Disaster Recovery Plan
- identifying potential risks
Risk Assessment - analyzing potential impact
A Level ICT : Chapter 14 Project -Management

knowing likelihood of risk occurring
- loss of revenue
- damage to brand
- cost of recovery
Examples of Impacts
- affect other business activity
--> analysis involved scaling these on a scale of

0.0 (no impact) to 1.0 (critical to organisation)
- activities which must continue
After analysis the impacts, how - activities which can be scaled down
do we categorise activities for - activities which can be suspended
the event of a risk occuring? --> *analysis can also cover how impact changes
over time (e.g over every 24hours)
How to calculate risk? likelihood x impact
- access rights
- passwords
- biometric methods
General Way to secure against - firewalls
risks - backups
- encryption
- malware security
- physical security
- require documentation of procedures to follow
how to protect against losing

- two people know system password or seal it
key personell, huh??!!
safely written down
- restoration of backups
- replacement of hardware
Recovery Management can

- reinstallation of hardware
include planning for...

- emergency replacement of key personell
- emergency office accomadation

Recovery Point Objective.
Point in time prior to disruption to which data must

be recovered.
RPO
Maximum Tolerable Downtime.
Max time a business can tolerate not having access

to essential system functionality.
--> thus orgs ensure that operations with lowest

MTD MTD run back the soonest
Recovery Time Objective.
Estimated max time business has to recover systems

and resume operations.
RTO
- Test backups regularly for accessibilty
Recovery testing - do this by attempting to restore whole server

backups into clean servers and testing success

A mock up of a software or manufactured solution
Prototype
- during design stage to show how system looks

and works
- client gets a feel before it is developed
- client feedback
WHY WOULD YOU

- client can give clearer requirements
PROTOYPE?????
- Evolutionary/Incremental Prototyping
Types of prototyping
- Throwaway/Rapid Prototyping
Initial Requirements ---> Initial prototype --->

(Feedback---> Refine Requirements-->Refine
Prototype)---> Final Product
Evolutionary/Incremental
The idea is that each prototype is functional, can be
Prototyping
used by client until next evolution. New features can
be requested as it is being developed. User can get
used to the system before using whole so less bulk
training.

Initial Requirements ---> Rapid Prototype ---> Client

Feedback ----> Specify Final Requirements
Throwaway/Rapid Protoyping
More cost effective and is fine tuned early in
process, so no changes when a lot of work has
already been put in.
- Identify probems early; COST EFFECTIVE
- Requirements clarified during feedback
Prototyping - PROS - end user more involved, thus valuable feedback
- feedback means better understanding thus better

quality
- Requirements analysis can be rushed so doesn't

meet expectations of users
- rapid prototyping can cause significant design

flaws due to rush
- feature creep is the dissapointment from users

Prototyping - CONS
after looking at prototype, dreaming big, and yeah...
- false expectations of timescale from user
- iterative process lasts too long if new changes are

always demanded
- initial cost is high compared to traditional design
Methods of Software - Rapid Application Development
Development - Waterfall method

- usually for small projects in short timescale of

development (<6mo)
- Requirements gathered through focus groups
- strict deadlines to develop protoypes and show

focus dudes for feedback --> rinse and repeat
- user jointly involved with developer in the

RAD?! development
- thus called JAD i.e joint application development
- complex requirements are removed or simplified
- reuse software modules instead of developing

from scratch
That isn't enough. More stuff
about RAD?!
- gather all requirements are beginnning
- considerable communication with user required
- then Design (interface/structure) and

Implementation (programming)
- then Verify with customer that it meets

requirements
Waterfall method
- allow it to then be used and see if other changes
to be made which is maintenance

Requirements --> Design ---> Implementation --->

Verification ---> Maintenance
Waterfall???
- user involvement is strong means overambitious

requirements can be simplified or removed early on
- strict deadline so completed on time and no

feature creep
- user involvement means less design time and more

development time so shorter project
RAD PROS!
- using software app frameworks means quick
development so more configuring layout of screens
- structure is compromised as focus is on speed and

UI --> instability
- strict deadlines ---> rushed --> bad quality
- existing modules may not fit exact requirements --

> not sufficient functionality
- Software app frameworks don't produce efficient

RAD CONS! :(
code, so won't run quickly compared to developing
from scratch
CAD Computer Aided Design

CAM Computer Aided Manufacture
- uses vector graphics to create 2D or 3D objects.

objectc an be viewed from any angle, zoomed,
CAD features stretched, resized, moved, and material and colour
can be changes
- object libraries to select standard objects
Landscaping
vehicle manufacturing
textile production
uses for CAD/CAM

carpentry
manufacturing of components
printed circuit boards
- no need for expensive prototyping. stress testing

can also be carried out
- CAD drawings can be modified until perfected
- list of required material can be produced from

CAD drawing automatically
- viewed from many angles ,etc
Pros of CADCAM
- components designed once can be reused
- CAD needs fewer designers
- CAM allows mass production
- CAM more precise for small measurements
- manufacturer's drawing created seamlessly
- no need for manual labour

- loss of jobs, need for reskilling
- model testing isn't as good as a physical

prototype
- 3D model is not the same as a real building or

product
con of CADCAM - very complex, needs a lot of training
- initial cost of software is high
- designs in CAD will include error made by

designer that software isn't smart to detect
- limited to vector objects based on geometric

modelling

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9/26/21, 10:06 PM A Level ICT : Chapter 14 Project Management Flashcards | Quizlet

A Level ICT : Chapter 14 Project Management

Conception Start of a project

Execution The Development stage of a project

Closure Completion of a project

Initiation ---> [Planning and Design --> Executing -

**bold stages are rinse and repeat until perfect

A Level ICT : Chapter 14 Project Management

- Initial ideas indentified

- Feasability study (whether it is beneficial for

Initiation - what happens??

- make stakeholders know duties

- set budget, time scale

- set target for each part

- identify+prioritize tasks between each target

- Gantt chart shows order

- resources allocated so are available at right time

Planning - wtf happenns?

- plan followed lol

- project manager dude communicate

- project manager due set short term targets for

A Level ICT : Chapter 14 Project Management

PMD must monitor stuff duh. Stuff like

- progress/control of each activity

- tasks completed on time

- rescheduling if delays occur

- team member performance for their task

- expenditure not to exceed budget

Monitoring and Control - what -discuss progress with stakeholders

now? - if needed, apply changes and go back to planning

- hand the project to client

- teams member fired or moved position

- project review with client and team

- client signs it off

Closure - are we done yet

Requires installation on one or more computers.

Desktop Project Management

- can be sophisticated; cover large number of tasks;

Software - PROS - some may allow multi-user access

- responsive+graphical since is stored locally

- licenses cost money

- multi-user access requires installing on each PC

Upgrade to remove ads Only $3.99/month

Can be accessed through a web browser. Is stored

- access from any computer

Web Based Project

Management Software - PROS

- collaboration as files stored centrally

A Level ICT : Chapter 14 Project Management

- not stored locally, thus can have delays and not

Types of PMS - Single User

- usually for home users

- multi-user access at same time

- several sub managers for updating different parts

- usually web based or client server model

the tasks which should be completed on time for

Actions done by Project - Costing

Management Software - Communications

A Level ICT : Chapter 14 Project Management

- Gantt chart as overview

- set task time to complete and deadline

- identify dependent tasks

- record time spend on each task