Project Management Pop Quiz (Alicia)

Question 1
(a) 4 items in project brief

1) Project goals/ aims defines what the event is expected to do and achieve
2) Estimation of Resources needed, based on the list of tasks, a list of resources
(e.g. team members, computer, software packages) are formed
3) Estimation of the costs required to run the project are formed from the list of
resources. This ensures that a budget can be set for the project.
4) Estimated time to complete project describes how long the project would
take , which can aid the assignment of the project dates
(b) 3 other stages
Project Development/ Planning: After approval of project brief/ proposal, the details
of the project is further defined. The timeline of project is defined with milestones
and time for each task and the resources needed are assigned to each task. This can
be done through Gantt Charts and CPM. Risk analysis may be carried out to evaluate
the safety and potential issues of the program
Project Execution: The events of the project are carried out. The project manager
may reschedule tasks/ reassign resources to readapt or minimalize the effects of a
delay on other parts of the project.
Project Closure: The project resources and workers are reassigned to other projects/
released from the project. Lessons learnt and things to improve are documented
along with other project documents. The success of the project is evaluated against
the success criteria to check if the project goals/ aims are met.
Question 2
The project team can sync their schedule with the team’s calendar. This allows members to
check when each member is available and assign the most ideal meeting time where most
members can attend. They can also attach meeting materials to the event set in the
calendar.
Allocation of resources software can allow the team to identify what resource is required
and allocate them to a particular time and task. It can prevent overworking in team
members.
Instant messaging allows team members to quickly send short text messages between each
other. They can discuss topics in real time.
Shared document software allow team members to work on a document collaboratively in

real time. Team members can see the real-time activities of each members and restore
previous versions of the document when needed.
Question 3
(a) CPM (Critical path method) is a diagram that shows the shortest time to complete a
project while Gantt Chart is a table diagram that shows the tasks to complete in
greater detail. They both show which tasks are dependent on each other, both
indicated by an arrow connecting a task to another depending task. Moreover, they
both provide an estimated time to complete each task.
On the other hand, Gantt Charts are known to display more details about each task
compared to CPM, at the columns next to each task, the project managers are able
to note who is the person responsible for that task, the estimated start and end date
of each task and extra notes.
CPM represents each milestone with a circle that is numbered for reference.
(b) Gantt Chart has a moving line the list of tasks that shows the current time/ progress
the project is expected to be at, it can be used to identify which tasks are behind
schedule. There are columns next to each tasks to show further details (such as who
is the person responsible for the task, the estimated start and end date of each task)
Question 4
(a) PERT allows managers to use an estimated time when a fixed time to complete is not
known. This time is carefully calculated with most optimistic, most likely and most
pessimistic time. This means it also takes account various delay scenarios that the
project might run into, which makes the diagram reliable to run and easier to
estimate completion time. Moreover, PERT is more flexible to adapt to unpredicted
issues that may arise as it can account a sufficient float time. PERT can schedule for
uncertain activities while CPM can only define known activities.
Furthermore, PERT reduces the rate of the project timeline being overlooked as it
holds greater details of each task compared to CPA.
Moreover, PERT allows critical path time to be calculated more precisely as it is a
technique to plan and control activities based on time, CPA controls costs and time
more.
(b) WBS allows project managers to breakdown large complex tasks into smaller
manageable chunks. It can identify what tasks are subtasks of a main task with its
hierarchal layout. Managers can spot which phase has a heavier amount of task and
assign more resources to the particular phase to ensure that each team is not
understaffed or overworked. Each team manager can be assigned to each phase,
while team members carry out the sub-stages in each phase. WBS can show the
relationship between each task.

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Question 1

(a) 4 items in project brief

Shared document software allow team members to work on a document collaboratively in

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