PMO Cheat Sheet

PMO Cheat Sheet

Q1) Where Process and Procedures that seems to conflict against the goals of the project, what can be used to determine if they are in the best interests of the project goals?
Answer) Principles

Q2) What are 'Unknown-Unknown' in Risk management?
Answer) Risks that have not been identified & will never identified until the risk has been triggered

Q3) Which PMO document is used to understand stakeholder communication requirements?
Answer) PMO Communication Management Plan

Q4) Which PMO Role is best suited to manage organizational Process Assets?
Answer) PMO Director

Q5) Where is Project or Program Control Center?
Answer) Is where the core project or program team works

Q6) The complete history of product is known as
Answer) Product Lifecycle

Q7) Which of the following is an advantage of projectized Organization?
Answer) Clear Authority

Q8) Which of the following options best describe how governance is applied once PMO governance is defined?
Answer) is continually optimized through improvement process

Q9) What term is used for the approved value of the workto be compelted in a given time?
Answer) Planned Value

Q10) Which of the options is not type of PMO according to PMI?
Answer) Informed

Q11) What is not an Organizational Structure?
Answer) Transparent

Q12) Reference to Agile PMOs is more asoiciated with
Answer)

Q13) Doing the 'right projects' is referring to
Answer) Portfolio management

Q14) The manager responsible for the work of a business function, business line or organization unit is known as:
Answer) Functional Manager

Q15) Governance Principles
Answer) Provide norms, rules and values for setting up a framework to steer management

Q16) A program is:
Answer) Set of related projects and/or sub-programs, and operations that, when managed in a coordinated way, will meet a common business objective.

Q15) A deliverable is a
Answer) Tangible and verifiable item that must be produced to complete the project.

Q16) Stakeholders should be identified and documented in:
Answer) Stakeholders register

Q17) PMO capabilities are NOT built from:
Answer) KPIs

Q18) Including within project decisions all the costs required to develop and operate the product is known as:
Answer) Life cycle costing

Q19) PMO Slack (spare time) should be used for:
Answer) Resources (time) for Knowledge management, innovation and partnering

Entry Certificate in Business Analysis (ECBA) Based on BABOK® Guide

Module 1 – Introduction to ECBA®

Who is a Business Analyst

• Catalyst for change
• Independent assessor
• Overcome internal inertia against change
• Create positive attitude of collaboration
• Self-confident engineer of change
• Creative problem solver
• Excellent communicator

BABOK Guide Six Knowledge Areas:

Business Analysis Planning and Monitoring: 

Tasks used to organize and coordinate business analysis efforts. 

Elicitation and Collaboration: 

Tasks used to prepare for and conduct elicitation activities and confirm the results. 

Requirements Life Cycle Management: 

Tasks used to manage and maintain requirements and design information from inception to retirement. 

Strategy Analysis: 

Tasks used to identify the business need, address that need, and align the change strategy within the enterprise. 

Requirements Analysis and Design Definition: 

Tasks used to organize requirements, specify and model requirements and designs, validate and verify information, identify solution options, and estimate the potential value that could be realized. 

Solution Evaluation: 

Tasks used to assess the performance of and value delivered by a solution and to recommend improvements on increasing values.   

Business Analyst Competencies

• Analytical thinking
• Behavioral characteristics
• Business knowledge
• Communication skills
• Interaction skills
• Software applications
• Business intelligence
• Business process management
• Decision analysis
• Enterprise architecture
• Compliance issues management
• Quality control
• Organizational change management
• Project management
• Software improvements
• Strategic planning

Business Analyst Activities

• Understanding enterprise problems and goals,
• Analyzing needs and solutions,
• Devising strategies,
• Driving change, and
• Facilitating stakeholder collaboration.

Knowledge Areas Relationships 

Perspectives:  

• Agile 
• Business Intelligence  
• Information Technology 
• Business Architecture  
• Business Process Management

BACCM Framework
Business Analysis Core Concept Model (BACCM) framework for business analysis:

• Change
• Need
• Solution
• Value
• Stakeholder
• Context

Enterprise Custom Field in Microsoft Project Server or Project Online

Enterprise Custom Fields in Microsoft Project Server or Project Online

The purpose of this article is to offer a set of formulas that can be used with different versions of the desktop Microsoft Project application i.e. Project Server or Project Online.

Summary: Use the New Custom Field page in Project Web App settings to specify the options for a custom field.

Applies to: Project Server 2016, Project Server 2013

_________________________________________________________________________________

Tasks That Have Negative Total Slack

Purpose: The Negative Slack field shows the amount of negative slack for a task indicating the amount of time that must be saved so that successor tasks are not delayed.

Negative slack indicates that there is not enough time scheduled for the task and if not catered it may result in delays in project.

Field Type: Flag

Formula: IIf([Total Slack]<0,True,False)

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Project Baseline Indicator

Purpose: A baseline allows a user to compare a Project's current Start and Finish dates to the originally planned Start and Finish Dates.

Field Type: Flag

Formula: [Baseline Start] = ProjDateValue("NA")

_________________________________________________________________________________

If Tasks Have Dependencies?

Purpose: A task that does not have any predecessors or successors may not properly show its impact to other tasks in the schedule.

Field Type: Flag

Formula: IIf(([Predecessors]="" Or [Successors]="") And [Summary]=False,True,False)

_________________________________________________________________________________

Task Start Date or Finish Date Needs To Be Updated

Purpose: Makes it easy to see when a task’s Start is earlier than the current date, but still is 0 % Complete, or a task’s Finish is earlier than the current date, but less than 100 % complete.

Field Type: Text

Formula: Switch(Date()>[Start] And [% Complete]=0,"Should Have Started",

Date()<=[Finish] And [% Complete]<100,"Should Have Finished", Date ()<=[Start],"",

Date()<=[Finish],"")

CAPM Exam Prep Notes

CAPM Cheat Sheet

CAPM EXAM CONTENT OUTLINE

(Learning Objectives)

1. Introduction to Project Management (6%)

1.1 Understand the five project management process groups and the processes within each group

1.2 Recognize the relationships among project, program, portfolio, and operational management

1.3 Define a typical project lifecycle

1.4 Understand the function and importance of tailoring for different projects

2. Project Environment (6%)

2.1 Identify the factors and assets that may impact the outcome of a project

2.2 Distinguish between organizational systems

2.3 Understand the purpose and activities of a Project Management Office

2.4 Recognize the hierarchy of projects, programs and portfolios

3. Role of the Project Manager (7%)

3.1 State the primary functions of a project manager

3.2 Understand a project manager’s sphere of influence

3.3 Identify the major elements included in the PMI triangle

3.4 Recognize the difference between leadership and management

4. Project Integration Management (9%)

4.1 Understand the seven project management processes in the project integration management knowledge area

4.2 Identify the input, tools, techniques and outputs defined in the seven processes in project integration management

4.3 Understand the purpose of project integration management and the project manager’s role within it

4.4 Identify concepts and procedures related to project change management

4.5 Identify tailoring consideration in project integration management and recognize key documents

4.6 Identify methods for project integration and knowledge management

5. Project Scope Management (9%)

5.1 Understand the six project management processes in the project scope management knowledge area

5.2 Identify the Input, tools, techniques and outputs defined in the six processes in project scope management

5.3 Identify key concepts and tailoring consideration for project scope management, and key roles in scope management

5.4 Identify the purpose and elements of a Work Breakdown Structure (WBS) for both Product and Project scope

5.5 Understand project scope management for agile/adaptive projects, including the use of prototypes

6. Project Schedule Management (9%)

6.1 Define the six project management processes in the project schedule management knowledge area

6.2 Identify the Input, tools, techniques and outputs defined in the six processes in project schedule management

6.3 Solve simple network diagrams problems and perform basic scheduling calculations

6.4 Identify considerations for agile/adaptive environments in project schedule management

7. Project Cost Management (8%)

7.1 Understand the four project management processes in the project cost management knowledge area

7.2 Identify the Input, tools, techniques and outputs defined in the four processes in project cost management

7.3 Identify key concepts in project cost management, including tailoring and special considerations for agile/adaptive environments

7.4 Understand and apply basic forecasting and earned value methods for project cost management

8. Project Quality Management (7%)

8.1 Understand the three project management processes in the project quality management knowledge area

8.2 Identify the Input, tools, techniques and outputs defined in the three quality management processes

8.3 Understand the reasons for and approaches to adapting quality management in different project environments

8.4 Identify quality tools and approaches for continuous improvement

9. Project Resource Management (8%)

9.1 Define the six project management processes in the project resource management knowledge area

9.2 Identify the Input, tools, techniques and outputs defined in the six processes in project resource management

9.3 Identify key concepts and trends in project resource management, including tailoring and special considerations for agile/adaptive environments

9.4 Identify techniques for developing a team, managing conflict, and resolving resource-related problems

9.5 Understand the components of a resource management plan and data representation techniques for managing project resources

10. Project Communication Management (10%)

10.1 Understand the three project management processes in the project communication management knowledge area

10.2 Identify the Input, tools, techniques and outputs defined in the three project communication management processes

10.3 Identify key concepts and approaches in project communication management, including tailoring and special considerations for agile/adaptive environments

10.4 Recognize the dimensions of communication and components of a communications management plan

10.5 Identify communications skills and methods for project communication management

11. Project Risk Management (8%)

11.1 Understand the seven project management processes in the project risk management knowledge area

11.2 Identify the Input, tools, techniques and outputs defined in project risk management

11.3 Identify the key documents in project risk management

11.4 Perform simple risk calculations

11.5 Recognize when and how to adjust risk based on the project environment

12. Project Procurement Management (4%)

12.1 Understand the three processes in the project procurement management knowledge area

12.2 Identify the Input, tools, techniques and outputs defined in the three project procurement processes

12.3 Identify key concepts and tailoring considerations for project procurement management, including trends and emerging practices

12.4 Identify various types of contracts, agreements, and source selection methods

13. Project Stakeholder Management (9%)

13.1 Understand the four project management processes in the project stakeholder management knowledge area

13.2 Identify the Input, tools, techniques and outputs defined in the four project stakeholder management processes

13.3 Recognize key stakeholders roles and needs

13.4 Identify the key concepts and benefits of stakeholder management

Exam 70-348 Managing Projects and Portfolios with Microsoft PPM (Definitions - 2)

1. Business Drivers
   A business driver is a specific goal that your organization wants to accomplish. Examples include improving customer satisfaction, increasing market share, or reducing IT costs. In the Microsoft PPM cloud service, business drivers are used as part of the portfolio analysis process to help rank the relative importance of your projects. Using this process, can help you determine which projects to do and which not to do to get the best overall value for your budget.
2. Project Impact Statements

A project impact statement is a way of defining how a given project affects a business driver. 

3. Enterprise Custom Fields

An enterprise custom field is a data field that you can configure to suit your own unique project needs or specific organizational needs, which is then shared with the rest of the organization for widespread use. There are a number of enterprise custom field types, including:

1.      Cost

2.      Date

3.      Duration

4.      Flag

5.      Number

6.      Text

4. Enterprise Global Objects

An enterprise global object, therefore, is an application object that is included in the Enterprise Global file and shared with members of the organization for use in the Microsoft Project and the Microsoft PPM cloud service interfaces. When Microsoft Project is connected to the Microsoft PPM cloud service, the Enterprise Global and the local global file merge so that both the Enterprise objects and local objects are available.

5. Enterprise Project Types

Enterprise project type (EPT) is a wrapper for a project that includes specific project elements—such as phases, stages, workflows, and/or Project Detail Pages (PDPs)—which can be used to create projects in a consistent manner. Each EPT represents a single project type that can be used to create a new project. Using enterprise project types helps categorize projects within the same organization that have a similar project life cycle. Normally, project types are aligned with an individual department, such as marketing projects, IT projects, or HR projects.

6. Workflow Phases

A workflow phase is a collection of steps or stages that, when executed collectively, result in a particular outcome. In the Microsoft PPM cloud service, it is used to organize the multiple stages that make up a common set of activities in the project life cycle. The phases themselves are just a way of organizing your stages and do not necessarily determine the order in which the stages are executed.

7. Workflow Stages

A workflow stage represents one step in the project lifecycle, at which some specific set of data must be entered, modified, reviewed, or processed in some way. In the Microsoft PPM cloud service, this includes entering data on one or more project detail pages, grouped to gather information about a project, and possibly entering values in enterprise custom fields.

8. Documents Library

Documents include any documentation or recorded piece of information related to the project that project team members may need to share with one another and/or on which they may need to collaborate with each other. The Documents library provides a location where these documents can be created, stored, edited, and as needed, attached to the project or a task.

9. Deliverables Library

A deliverable is a tangible and measurable result, outcome, or product that must be produced to complete a project or part of a project. Typically, the project team and project stakeholders agree on the project deliverables before the project begins. Clarifying the deliverables before the project work begins can help ensure that the outcome of a project meets all the stakeholders' expectations and that the goals of the project align with the larger business goals.

10. Risks Library

A risk is any possible event or condition that could have a negative impact on the project if it were to occur. Each risk is rated by severity and assigned an estimate for how likely it is to occur. Risk management involves proactively identifying and tracking any potential risks for your project. You can capture any of the potential risks that might affect the day-to-day operations or the final outcome of your project and they will be visible on the project site for all team members to be aware of.

  

11. Issues Library

An issue is any event or condition that is already occurring that is having a negative impact on your project. They can also be used to track work items that are not easily identified as assignments or tasks in projects. Project managers, resource managers, and team leads can then determine whether the issues will affect the project and identify strategies to manage the issues before they become larger problems. You can capture any issues for your project and they will be visible on the project site for all team members to be aware of.

12. Web Parts

Your project site is made up of various widgets or components, known as web parts. You can edit these web parts to include or display specific information, delete web parts from the page, and add web parts to insert different components on the page.

Exam 70-348 Managing Projects and Portfolios with Microsoft PPM (Definitions)

Managing Projects and Portfolios with Microsoft PPM (Definitions)

1. Project
   A temporary endeavor undertaken to create a unique product, service, or result.
2. Program

A group of related projects managed in a coordinated way to obtain benefits and control that are otherwise unavailable when managed individually.

3. Portfolio

A collection of projects or programs and other work grouped together to facilitate effective management of that work to meet strategic business objectives.

4. Project Management

A set of processes and procedures for a team to follow when initiating, planning, executing, controlling, and closing a project to achieve specific goals and meet specific success criteria.

5. Portfolio Management

A set of the processes, methods, and technologies used by project managers and project management offices (PMOs) to analyze, select, prioritize, and manage projects based on a number of key characteristics, such as cost, benefits, and alignment with corporate strategic objectives.

6. Workflows

Workflows enforce your business processes and provide a structured way for projects to move through phases and stages. You can set up a workflow to do a variety of actions based on the user input for each stage, including sending emails, assigning tasks, and waiting for specific project actions.

7. Master Projects and Subprojects

A master project is simply a project that has other project(s) embedded in it.

A subproject, therefore, is a project that is embedded in another project.

8. Cross-Project Task Dependencies

If your project has a task that depends on a task in another project, use cross-project links to tie the task dates to one another. This way, if the task that you are dependent upon slips, the new dates are reflected in your own task.

9. Enterprise Resource Pools

An Enterprise Resource Pool gives you the ability to assign the same resources to more than one project or use shared resources in more than one project. It holds all the information about each resource and is managed through the Resource Center in the Microsoft PPM cloud service. From there, you can add and modify resources in the Enterprise Resource Pool.

The benefit of an Enterprise Resource Pool is that all information for your resources is captured in one place and is consistent across all projects using the same pool.

10. Resource Center

The Resource Center page in the Microsoft PPM cloud service allows you to view resource availability, view resource assignments, add a resource, filter for resources, and export data to a spreadsheet.

11. Generic Resources

A generic resource is typically a resource named after a role. Your system administrator should have already entered roles to the Microsoft PPM cloud service for your company and created one generic resource for each role. For example, there should be a generic resource created for the role of project manager called “Project Manager.”

12. Resource Engagements

Resource engagements are requests from a project manager to a resource manager for a particular resource over a period of time. They help align project managers and resource managers on the specific amount of work and time period associated with a project.

13. Committed vs. Proposed Assignments

A resource can be committed if you want to assign the resource to the project, or proposed if you do not yet have authorization to assign the resource to the project. 

14. Resource Leveling

Resource leveling refers to identifying resources that have too many hours assigned to them on a project and spreading the hours out so that the resource only works available hours each day. You can level your project resources in Microsoft Project, using the commands available in the Level command group on the Resource tab. 

15. Baselines

A baseline is a specific measurement, calculation, or point on some sort of scale that is used as a basis for comparison. A baseline is made up of nearly 20 primary reference points across five categories: start dates, finish dates, duration, work, and cost estimates. 

You can set up to 10 additional baselines to help measure changes in the schedule. For example, if your project has several phases, you can save a separate baseline at the end of each phase, to compare planned values against actual data.

16. Assignment Owners

An assignment owner is the person responsible for entering task status updates for an assignment.

17. Status Managers

A status manager is the person who will receive the status updates made for a task. The status manager is automatically set to the name of the person who created the task, and in most cases it is the project manager. However, there may be an instance where a different person needs to be assigned as the status manager and receive status updates for a task. In this case, another person from the enterprise can be assigned as the status manager.

18. Task Progress

When work is being performed against the tasks in your project, you need to capture your task progress in order to keep the project plan up to date. When you update the progress on a task, the amount of work completed and the associated costs may be automatically updated (depending on the task’s settings).

19. Methods for Tracking Tasks

In the Microsoft PPM cloud service, there are four tracking methods available for updating tasks in a timesheet. The tracking method will already be set for your organization based on company policy. You should be aware of all the possible methods, as the tracking method will affect how you approve timesheets submitted by your resources.

Percent of work complete: Resources report the percent of work they have completed, ranging from 0 to 100 percent.

Actual work done and work remaining: Resources report the actual amount of work done and the work remaining to be done on each task, in a unit of time (usually hours).

Hours of work done per period: Resources report their hours worked on each task per period.

Free form: Resources report their hours using any method that they choose.

20. Cost-Related Views in the Microsoft PPM Cloud Service

There are three cost-related views available:

The Assignments Cost view displays cost information for all of the project tasks and their resource assignments in a simple table, including the cost rate, the baseline cost, the cost variance, the actual cost, and the remaining cost for each assignment.

The Resources Cost view displays the cost information for all of the project resources in a simple table, including the cost rate, the baseline cost, the cost variance, the actual cost, and the remaining cost for each resource.

The Tasks Cost view displays the cost information for all of the tasks in the project schedule in a simple table on the left, including the fixed cost, fixed cost accrual type, total cost, baseline cost, cost variance, actual cost, and remaining cost for each task. It also shows each task in a Gantt Chart view on the right.

Sample Questions Exam 70-348 - Managing Projects and Portfolios with Microsoft PPM - 2

Free Exam 70-348 - Managing Projects and Portfolios with Microsoft PPM Practice Exam Questions

Prepare for your Exam 70-348 - Managing Projects and Portfolios with Microsoft PPM test by practicing with free sample questions.

* Answers are provided at end of page.

Question: 1

A company is using Microsoft PPM to track task progress. The company implements standard overtime

and non-billable time tracking.

You observe that you cannot enter overtime hours in your current time sheet.

You need to ensure that you can enter overtime hours. What should you do?

A. In your time sheet, add Overtime, and then enter the overtime hours.

B. In your time sheet, switch to the My Work view, and then enter the overtime hours.

C. In your time sheet, add Non-Billable, and then enter the overtime hours.

D. Ask your project administrator to increase Maximum Hours per Day.

E. In your time sheet, add the overtime hours to your regular hours.

________________________________________________________________________

Question: 2

You are a project manager using Microsoft PPM.

You need to create a new project that uses one of your company’s templates.

What are two ways to achieve the goal? Each correct answer presents a complete solution.

A. From Microsoft Project, select Enterprise.

B. In Project Center, select New, and then select the desired enterprise project type.

C. In Resource Center, select New.

D. From Microsoft Project, select Featured.

___________________________________________________________________________________

Answers:

     1 - Answer: A
     2 - Answer: A,B