Introduction
- Develop a project schedule, manage timelines, and track progress to ensure the project is completed on time.
- This includes resource management, scheduling tools, and techniques like critical path method (CPM) and Gantt charts.
Task 2: Plan and Manage Schedule
Mindset
To successfully Plan and Manage the Schedule, it’s
crucial to focus on optimizing time, resources, and tools to ensure that the
project is completed on time. The key approach is to prioritize planning and
continuous monitoring to maintain control over project timelines. This involves
defining realistic deadlines, applying efficient scheduling techniques, and
actively managing any potential delays or changes. A proactive mindset focused
on time management and resource allocation, along with clear communication, is
key to keeping the project on track.
Key TTOS
·
Developing the Project Schedule
o Utilize
scheduling tools like Gantt charts, critical path method (CPM), and PERT diagrams.
o Define
project milestones, tasks, durations, dependencies, and deadlines.
·
Resource Management
o Efficiently
allocate resources based on skills, availability, and project requirements.
o Track
resource usage to avoid over-allocation or under-utilization.
·
Time Estimation
o Break
down work packages into smaller tasks with estimated durations.
o Use
techniques like Expert Judgment, Analogous Estimating, and Parametric
Estimating to ensure accurate time estimates.
·
Critical Path Method (CPM)
o Identify
the longest path through the project (critical path) to ensure the project is
completed on time.
o Focus
on tasks on the critical path to avoid delays.
·
Monitoring and Controlling the Schedule
o Regularly
compare the project’s progress against the schedule baseline.
o Use
Earned Value Management (EVM) techniques to monitor deviations.
·
Managing Delays and Changes
o Identify
early signs of delays and implement corrective actions.
o Ensure
that any schedule changes go through formal change control processes.
·
Schedule Compression
o When
needed, use techniques like Crashing and Fast Tracking to shorten the project
timeline without compromising quality.
Questions
Question 1
Scenario: The project team has completed the first phase of the project,
but the schedule is falling behind. What should you do?
A) Ignore the delays, as they are normal for projects
B) Use schedule compression techniques like Crashing or Fast Tracking to make
up for lost time
C) Inform the stakeholders that the project will be late without offering any solution
D) Extend the project’s timeline without considering the impact
Correct Answer: B) Use schedule compression
techniques like Crashing or Fast Tracking to make up for lost time
Explanation: Schedule compression techniques like Crashing and Fast
Tracking are effective for reducing project duration without compromising the
project scope.
Applied Mindset: "I must take immediate action to address delays
and explore schedule compression techniques to get back on track."
Question 2
Scenario: During the planning phase, you realize that certain tasks have
dependencies that were not clearly defined. What do you do?
A) Proceed without adjusting the schedule
B) Review and clarify task dependencies with the team to update the schedule
C) Continue with the project, assuming the dependencies will resolve themselves
D) Ignore the dependencies and manage them later in the project
Correct Answer: B) Review and clarify task
dependencies with the team to update the schedule
Explanation: Clear definition of task dependencies is critical for
creating an accurate schedule. It’s important to address this early in the
planning phase.
Applied Mindset: "I need to resolve any dependency issues now to
avoid potential delays later in the project."
Question 3
Scenario: You are developing a project schedule and need to estimate
task durations. What technique should you use to estimate the time for
individual tasks?
A) Parametric Estimating
B) Analogous Estimating
C) Expert Judgment
D) All of the above
Correct Answer: D) All of the above
Explanation: Each estimation technique can be useful depending on the
situation. Parametric Estimating, Analogous Estimating, and Expert Judgment can
all be used to estimate task durations accurately.
Applied Mindset: "I should apply the most suitable estimation
technique for each task to ensure accurate time forecasting."
Question 4
Scenario: The project manager needs to identify the longest sequence of
dependent tasks that will determine the project’s minimum duration. What method
should be used?
A) Gantt Chart
B) Critical Path Method (CPM)
C) PERT Chart
D) Resource Leveling
Correct Answer: B) Critical Path Method (CPM)
Explanation: CPM helps identify the longest path in a project, which is
the critical path and determines the minimum duration required to complete the
project.
Applied Mindset: "I need to identify the critical path to focus on
tasks that directly affect the project’s finish date."
Question 5
Scenario: The project schedule is falling behind, and the project
manager wants to shorten the schedule without compromising on quality. What is
the best approach?
A) Fast Tracking
B) Crashing
C) Extending the project deadline
D) Reducing the scope
Correct Answer: B) Crashing
Explanation: Crashing involves adding more resources to critical tasks
to reduce their duration. This helps compress the schedule while maintaining
quality.
Applied Mindset: "To meet the deadline, I need to look at options
like Crashing, where I can add resources to expedite critical tasks."
Question 6
Scenario: You notice that a task on the critical path has been delayed.
What action should you take?
A) Ignore the delay as the schedule will catch up
B) Analyze the impact of the delay and take corrective action immediately
C) Inform the team to continue as planned
D) Extend the project timeline to accommodate the delay
Correct Answer: B) Analyze the impact of the delay
and take corrective action immediately
Explanation: A delay on the critical path will affect the entire
project’s timeline. It’s essential to take corrective actions as soon as
possible to mitigate delays.
Applied Mindset: "I must assess the delay on the critical path and
take corrective actions to avoid project delays."
Question 7
Scenario: Your project schedule has been developed, but you notice that
some tasks are over-allocated. What should you do?
A) Continue as planned, as resource over-allocation is
common
B) Adjust the schedule or reassign tasks to balance the workload
C) Ignore the over-allocation, as the tasks will likely be completed on time
D) Extend the project’s timeline to accommodate resource constraints
Correct Answer: B) Adjust the schedule or reassign
tasks to balance the workload
Explanation: Resource over-allocation should be addressed by adjusting
the schedule or reassigning tasks to avoid burnout and ensure timely task
completion.
Applied Mindset: "I need to manage resource allocation effectively
to prevent delays caused by over-allocation."
Question 8
Scenario: The project manager has to develop a project schedule and
needs a visual representation of project tasks and timelines. Which tool should
the project manager use?
A) Work Breakdown Structure (WBS)
B) Gantt Chart
C) Earned Value Management (EVM)
D) Risk Register
Correct Answer: B) Gantt Chart
Explanation: Gantt charts provide a clear visual representation of the
project schedule, showing tasks, timelines, and dependencies.
Applied Mindset: "I will use a Gantt chart to visually organize and
communicate the project schedule."
Question 9
Scenario: A stakeholder requests a change to the project’s timeline,
which would affect several key milestones. What should the project manager do
first?
A) Approve the change and modify the schedule
B) Analyze the impact of the change on the project schedule and resources
C) Ignore the request as it’s not a significant change
D) Ask the stakeholder to submit a formal change request for review
Correct Answer: B) Analyze the impact of the change
on the project schedule and resources
Explanation: Before making any changes, the impact on the overall
schedule and resources should be thoroughly analyzed.
Applied Mindset: "I must assess how the requested change will
affect the project timeline, budget, and resources before deciding."
Question 10
Scenario: Your project is behind schedule, and the team suggests
overlapping certain tasks to recover time. What method should you use?
A) Resource leveling
B) Fast tracking
C) Crashing
D) Scheduling Buffer
Correct Answer: B) Fast tracking
Explanation: Fast tracking involves overlapping tasks that would
otherwise be done sequentially, helping to recover lost time without adding
extra resources.
Applied Mindset: "I need to identify where tasks can be overlapped
to recover lost time while managing the risk."
Question 11
Scenario: You are developing the project schedule and are faced with
conflicting resource availability for multiple tasks. What is the best approach
to resolve this?
A) Prioritize tasks based on project importance and adjust
resources accordingly
B) Ignore the resource conflicts and proceed with the schedule
C) Ask the team to work overtime to meet deadlines
D) Extend the project timeline to avoid resource conflicts
Correct Answer: A) Prioritize tasks based on project
importance and adjust resources accordingly
Explanation: Prioritizing tasks and adjusting resources based on project
needs ensures that critical tasks are completed without delays, avoiding
resource conflicts.
Applied Mindset: "I must prioritize tasks based on their
criticality and adjust resources to keep the project on track without
compromising on key deliverables."
Question 12
Scenario: The project schedule has been created, but you notice that
some dependencies were not correctly identified during the planning phase. What
should you do?
A) Continue with the schedule and adjust dependencies as the
project progresses
B) Review and update the schedule to accurately reflect task dependencies and
their impact
C) Ignore the issue, as dependencies will eventually work themselves out
D) Ask the team to continue working on their tasks without adjusting the
schedule
Correct Answer: B) Review and update the schedule to
accurately reflect task dependencies and their impact
Explanation: It is critical to accurately identify and document
dependencies during the planning phase to avoid scheduling conflicts and
delays.
Applied Mindset: "I need to ensure that all task dependencies are
clearly defined and integrated into the project schedule to avoid scheduling
issues later."
Question 13
Scenario: The project manager needs to provide regular updates on the
project’s timeline to stakeholders. What should the project manager use to
communicate schedule status effectively?
A) A project dashboard showing schedule progress
B) A simple email update every week
C) A Gantt chart showing the current schedule, tasks, and progress
D) A detailed project plan with no visual representation
Correct Answer: C) A Gantt chart showing the current
schedule, tasks, and progress
Explanation: A Gantt chart is an excellent tool for visually
representing the project schedule, showing tasks, dependencies, and progress at
a glance.
Applied Mindset: "I will use a Gantt chart to provide stakeholders
with a clear, visual update on the project’s timeline and progress."
Question 14
Scenario: A delay on a critical path task has occurred, and there is a
risk of missing the project deadline. What should the project manager do?
A) Monitor the situation and do nothing
B) Reassess the schedule, identify corrective actions, and accelerate the
critical path task if possible
C) Extend the project deadline without assessing the impact
D) Ignore the delay and proceed as scheduled
Correct Answer: B) Reassess the schedule, identify
corrective actions, and accelerate the critical path task if possible
Explanation: It is essential to address delays on the critical path
immediately by implementing corrective actions to avoid affecting the overall
project deadline.
Applied Mindset: "I need to quickly address delays on the critical
path and take corrective actions to get the project back on track."
Question 15
Scenario: Your project has several tasks, and you need to optimize the
timeline by reducing task durations. What is the most appropriate technique to
achieve this?
A) Fast tracking
B) Resource leveling
C) Crashing
D) Resource smoothing
Correct Answer: C) Crashing
Explanation: Crashing involves adding additional resources or increasing
work efforts to reduce the duration of critical path tasks, helping to shorten
the project timeline.
Applied Mindset: "I can compress the schedule by increasing
resources for critical tasks without affecting the overall project scope."
Question 16
Scenario: During project execution, the team is consistently behind
schedule. How can you monitor and control the schedule to get the project back
on track?
A) Regularly compare actual progress to the schedule
baseline and adjust resources or timelines as needed
B) Extend the project schedule to accommodate delays without taking action
C) Allow the project to continue without any interventions
D) Ignore the delay and hope the team catches up
Correct Answer: A) Regularly compare actual progress
to the schedule baseline and adjust resources or timelines as needed
Explanation: By monitoring progress against the baseline, you can
identify issues early and make the necessary adjustments to keep the project on
track.
Applied Mindset: "I need to compare actual progress to the baseline
regularly and take corrective actions to manage any delays effectively."
Question 17
Scenario: You have developed the project schedule, but a change request
comes in from a stakeholder asking for additional features. What should the
project manager do?
A) Approve the request and update the schedule immediately
B) Analyze the impact of the change on the project schedule and resources
before making a decision
C) Reject the request without considering the change’s potential value
D) Accept the change and extend the project timeline to accommodate it
Correct Answer: B) Analyze the impact of the change
on the project schedule and resources before making a decision
Explanation: Any change to the scope or schedule should be carefully
analyzed for its potential impact before proceeding.
Applied Mindset: "I need to assess how this change will affect the
project timeline and resources and go through the proper change control
process."
Question 18
Scenario: The project schedule is behind, and the project manager
considers adding more resources to accelerate tasks. Which technique should be
used?
A) Resource smoothing
B) Crashing
C) Fast tracking
D) Resource leveling
Correct Answer: B) Crashing
Explanation: Crashing involves adding resources to critical path tasks
to reduce their duration and get the project back on track.
Applied Mindset: "I can use crashing by adding resources to speed
up critical tasks and reduce delays."
Question 19
Scenario: You are tracking the project’s schedule, and you notice that
the earned value indicates the project is behind schedule. What should you do?
A) Take corrective actions, such as adjusting resources or
fast tracking tasks
B) Do nothing and assume the schedule will catch up later
C) Extend the project timeline without assessing the situation
D) Ignore the issue and focus on other project aspects
Correct Answer: A) Take corrective actions, such as
adjusting resources or fast tracking tasks
Explanation: When earned value indicates the project is behind,
corrective actions should be taken to adjust resources, fast track tasks, or
reassign priorities.
Applied Mindset: "I need to act quickly and take corrective steps
to get the project back on track."
Question 20
Scenario: During a project update meeting, a stakeholder asks why a
certain milestone was delayed. What is the best response?
A) Explain that the delay was due to resource constraints,
but corrective actions are being implemented
B) Blame the team for not meeting the milestone
C) Avoid answering the question
D) Agree with the stakeholder without offering any explanation
Correct Answer: A) Explain that the delay was due to
resource constraints, but corrective actions are being implemented
Explanation: It's important to be transparent and provide a clear
explanation, along with a plan to address the delay and get the project back on
track.
Applied Mindset: "I will explain the situation honestly, highlight
the corrective actions, and ensure the stakeholder knows we are addressing the
issue."
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