Manage Scope Management a Project Questionnaire

Excerpt from Questionnaire :

According to Dobie, "through project governance there is the ability to plan, monitor, and control project activities." (Dobie, 2007).The project manager should have the ability to control and manage resources, people as well as be able to collect information and look ahead for the potential problems. Lack of the necessary technical expertise to deliver a project product the organization would require an expert for input. In many organizations, such an expert is given the same status as project manager. Project governance enables an organization to manage the project consistently and maximize the value of the outcomes. Moreover, governance enables the project to be aligned according to the business strategy. It is important since it gives the project a sense of direction through the definition of what is to be done. My role in project governance was as financial manager in a water project. I was supposed to control all the financial matters concerning the project.

Explain the concept of delegated authority. Describe an example of delegated authority and its management.

Delegated authority takes responsibility over a period time after which it changes. For instance, the project manager has the authority to spend the approved funds in order to acquire resources. The authority is delegated after the approval of the document, which formally authorizes a project.

Discuss the implementation of a specific project governance structure. How do you manage meetings and communication with team members?

Implementing the concept of project governance involves processes like instituting the authority that will be accountable for various project sectors. Meetings and communication are essential hence, they should be regularly held in order to facilitate accountability. Efficient communication is realized with the existence of a praiseworthy organizational framework. Dobie writes, "when there is a positive organizational framework and culture in place, the projects communication system of a formal network and project roles and responsibilities can be plugged into it." (p.189). possible complexities like lengthened combination channels and opportunities for delay should be minimized.

What are the critical elements of a successful governance framework?

The critical elements of the successful governance framework include responsibility and authority. This is because every form of governance should ensure that there is accountability at every level. The management framework should be formulated at the initiation of the project. This entails both monitoring and control. By being in control of the project, is very vital and this commences with a comprehensive plan which acts as the baseline for every person to understand the direction of the project and how the stakeholders and the management will take the project there. According to Dobie, the framework should "ensure that the scope of the project is clearly understood and agreed by all of the stakeholders." Moreover, the management framework should be designed in such a manner that it should put in place a procedure for managing scope changes.

What methodologies, policies, tools and techniques not yet discussed can you use to assist you in the governance of your projects?

The use of the new technology such as computers and the internet are some of the tools and methodologies that can be applied in the governance of a project.

Apply project governance principles and procedures

Explain how you determine the most appropriate governance structure to establish for each project?

The most appropriate governance structure for any project is one that will foster accountability and responsibility. If a governance structure portrays transparency in the running and operation of the project, then it will be the most appropriate to apply. However, if the structure tends to hinder clarity, it should not be implemented since it will result to future confusion and misunderstandings. This is identified by determining if the project is going in the proper direction.

How do you negotiate and agree the various governance roles for a project?

The negotiation of various governance roles for a project is dependent on various factors. These include qualification as well as personal attributes. Each role should match a person's qualification and his or her personal attributes. For instance, a person who is allocated the role of a project manager should be well qualified by having the required management skills. Moreover, he or she should possess the necessary leadership attributes. With the appropriate governance structure, there will be the appropriate control of issues and of the resultant changes. This means that project control is essential for the success of the project. Dobie, (2007) states "without an effective control system a project manager will not know what is happening and he or she will be unable to forecast trends and make the necessary decisions in order to avoid potential issues before they occur."

Describe a conflict with which you are familiar resulting from a project and how it was managed using project governance.

This conflict emerged on a road project. The conflict came because of poor definition of roles and responsibilities among the authorities in the project. After the occurrence of a problem, the parties started blaming each other. This was managed by properly defining the roles and responsibilities of the parties.

Monitor and review project governance

What practices and processes do you undertake to ensure project governance supports the overall project objectives?

A project assessment is necessary in order to ensure that the project is steering towards its objectives. Through an assessment, the management can compare the course of the project with the project plan that was earlier constructed. A project steering committee is necessary in order to evaluate if the project is on the right track. This is because it evaluates the current position of the project. After acquiring the necessary information, a report is issued to the project management for assessment and comparison.

Explain how documenting lessons learned can assist future project management?

Documenting lessons are necessary since they assist future project management through using them as reference. A project manager can refer to a previous management in order to make right decisions. Furthermore, documenting lessons assist in identifying the different necessities of a project. Through this, the management can apply the records as references in order to manage the future projects of the organization. Documentation is also important in order to refer in case of conflicts. In this case, there are conflicts that might occur that require to be referred from the previous cases in order to be solved.

Provide an example of how project governance has improved as the result of reflective practice.

Reflective practice has improved Project management since the management can apply the previous management decisions to make decisions for another project. Through the knowledge and experience, the management can improve the management of the other project. Through the reflective practice, the management of every project is able to evaluate itself and identify its current position in comparison with the previous projects. This assists in setting both long-term as well as short-term goals, which are crucial for the success of any project (Dobie, 2007).

Manage Project Stakeholder Engagement

Identify and address stakeholder interests

Describe your stakeholder networks and how they assist in project planning.

The stakeholder network involves practitioners, managers, employees as well as the government. They assist in planning because the manager evaluates all the expectations and needs and evaluate the effect that each of the stakeholders will have on the project (PMBOK 2008). The various stakeholders participate in various activities like preparing budgets, setting up quality control measures, identifying risks, handling contractual issues, preparing schedules, and other project specifics (Dobie 71). A detailed project plan is realized via the effective collaboration of all the identified stakeholders.

Discuss stakeholder analysis and its importance in successful projects. How do you differentiate stakeholder needs?

This is through grouping the stakeholders into groups based on their level of authority and their level of concern in the project. This is important since the management will be able to determine how to deal with each stakeholder.

Discuss a specific consultation undertaken to identify stakeholder needs and how those needs would be addressed through a specific project.

An expert consultation is necessary when determine the needs of every stakeholder. In any given project, the needs should be met through proper performance.

Describe the development of a specific Stakeholder Management Plan.

In order to create a unique stakeholder management plan, judgment as well as expertise should be sought from groups with specialized training. This is because every stakeholder will be classified or categorized according to certain characteristics. In so doing, the management can easily plan the stakeholder management plan in order to meet their needs and expectations.

Manage effective stakeholder engagement

Why is staff development important for good stakeholder management? How do you use it to support stakeholder management?

Staff development is necessary because it ensures that employees are made to understand and appreciate the concepts relating to the project being undertaken. Employees will also be made aware of aspects like schedule, communications, and risk management. Staff motivation is also necessary because it will enable the employees to be satisfied with the job that they are doing. On…

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