PMP Training Notes
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Complete list of Terms and Definitions for PMP Training Notes

Terms Definitions
Noise Distortion Distraction Misunderstandings Interference
Milestones Zero duration events
Stakeholder analysis matrix High                Keep satisfied     Manage closely Influence                                                                      Low                 Monitor              Keep Informed   Low        Interest       High  
Bottom-up estimating Decompose activities Estimate resources Aggregate all estimates
Communication methods Push communication Pull communication Interactive communication
Triple constraint model Scope, Cost, Schedule
Organizational process assets Templates & Checklists
Functional functional managers and departments heads are in charge of project staff.  They need to be kept informed about your project status because it affects their staff.
Judgmental methods Personal insight Focus groups The delphi method Historical precedent Market surveys
Quality Audit function Inspecting work results Checking approved change requests Ensuring compliance with documentation
Project performance appraisal Clarify responsibilities, Explore unresolved issues, Develop training plans
Changes to project include Corrective actionsPreventive actionsDefect repair
Sources of conflict Resources, Schedules, Priorities, Policies and procedures, Project costs, Personal work styles
Activity list roles Track activities, Describe activities
Control Schedule process Determine current schedule status Determine the size and impact of a change Manage changes when they occur
Schedule variance Earned value minus planned value   SV = PV - EV
Enterprise environmental factors that affect Communications requirements Organizational structure Technology Geographical layout Project risk
Project Communications Management Knowledge area 5 processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expecttions Report Performance
Assumptions Facts that the project manager relies on to be true.
Project time management processes Define activities, Sequence activities, Estimate Activity Resources, Estimate Activity Durations, Develop Schedule, Control Schedule
Control Schedule process involves Determining current status, Identifying factors creating changes, Managing changes
Milestone trigger events Monitoring and controlling processes, Closing processes, Customer invoicing
Cause identification and analysis Flowcharting Cause and effect diagram Histogram Pareto chart
Perform Quality Assurance - Outputs Change requests Organizational process assets updates Project management updates Project document updates Quality management plan updates
Pareto chart Identifies which causes of defects require the most immediate attention
Quality management plan The availability, level of qualification, and diversity of medical specialists is subject to quality control
Interpersonal Skills Ability to influence, Ability to communicate clearly, Leadership skills, Effective decision making, Listening skills
Virtual Teams Creating a virtual team enables project managers to acquire team members regardless of location, mobility, travel expenses, working hours, and other commitments. Proactive communication is required to ensure that processes are followed and to keep the team cohesive.
Planned Value multiply each activity's approved cost estimate by the percentage of work planned to be completed on that activity by the measurement date sum the planned values of each activity to get the total planned value
Develop schedule process - Inputs Activity list Activity attributes Activity resource requirements Project scope statement resource calendars Project schedule network diagrams Activity duration estimates Enterprise environmental factors Organizational process assets
Critical path method Determines theoretical project start and finish dates using estimates of how long critical activities will take to complete
Estimate At Completion EAC = AC + ETC
Identify stakeholder process - Enterprise environmental factors Organizational culture Organizational structure Government or industry standards
Three areas affect project communications Communication models Communication technology Communication methods
Distribute information process - organizational process assets Stakeholder notifications Project reports Project presentations
Planning Communications process - Inputs Stakeholder Register Stakeholder management strategy Enterprise environmental factors Organizational process assets
Projet Communications mgmt knowledge area processes Identify stakeholders Plan communications Distribute Information Manage stakeholder expectations Report performance
Quality organizational process assets Standard work guidelines Issue and defect reporting procedures Communication policy
Checking approved change requests Checking that corrective and preventive actions have been carried out properly.  Ultimately, this will result in increased customer satisfaction.
Benefits of co-location Good will, Empathy, Sense of community, Enhanced collaboration
Types of root cause analysis Faulty equipment Lack of training Redundant or missing procedures Breakdown in communication Unrealistic schedule or budget
Validated deliverables Project results that meet the required quality standards.
Outputs that involve documentation updates Organizational process assets updates Project management plan updates Project Document updates
Control  Chart Measures the results of processes over time, and in relation to acceptable limits for variation.
Responsibility assignment matrix Shows which resources are responsible for which activities in a table format.
Perform Quality Assurance - Goal Fulfill project customers’ needs.
Projectized The focus is on project teams. Employees may work on full-time on projects. They may also work on more than one project at a time. Sharing team members with other project managers may pose difficulties in terms of loyalties or put pressure on the time members have. Additionally team members may have preferences with regard to who they work with and this could impact team dynamics and productivity levels.
RACI chart Uses a table format and multiple letters with a legend to identify the specific roles and responsibilities of project staff.
norming The team is more settled, with members knowing and accepting their roles in the team. Energy is now focused on the work of the project, instead of personal rivalry and the need for team building begins to decrease.
Storming The team begins to address the project work and make decisions. If team members are not collaborative and open to differing ideas and perspectives, conflicts may emerge. The environment may become destructive as individuals vie for power and status within the project team.
Manage project team outputs Project management plan updates, Organizational process assets updates, Enterprise environmental factors updates, Change requests
Perform Quality Assurance - Inputs Project Management Plan Quality Metrics Work Performance information Quality control measurements
Process boundaries Describe the purpose, start, and end of a process, as well as its inputs, requirements, process owner and stakeholders.
Process metrics What you use to measure the performance of a process.
Control schedule process - outputs Work performance measurements Change requests Updates to project management plan components Updates to project documentation Updates to organizational process assets
Duration how long an activity is expected to take with the labor available
Estimate Activity Durations - Outputs Activity duration estimates Project document updates duration estimates changes to activity attributes
Distribute information process - outputs Organizational process assets updates
Manage stakeholders expections process - Outputs Change requests Project document updates Project management plan updates Organizational process assets updates
Benefits of Perform Quality Control Determine whether results meet standards Provides a method for measuring results Helps Identify sources of unsatisfactory results
Activity Sequence process - Outputs Project schedule network diagrams, Project document updates
Nominal group techniques Identifies and ranks major problems or key issues on a project
Ensuring compliance with documentation Quality audits compare the project’s documentation for processes, procedures, and work instructions with actual evidence of how the project work is being carried out.  This documentation may include, for example sign off forms, defect logs, and progress reports.  Compliance with project documentation ensures that project deliverables are on target and will meet the customer’s requirements
Manage project team The process of tracking team members’ performance and managing it by providing feedback and resolving issues. It also involves managing changes to the project team.
Project life cycle Starting the project, Organizing and preparing
Flowchart Helps identify the stage or part of a process where quality errors are being introduced
Estimate Activity Resources - Tools & Techniques Expert judgment Alternatives analysis Published estimating data Bottom-up estimating Project management software
3 steps of the Critical Path method Forward pass Backward pass Float
Communications management plan - customer communication strategy Meetings at kick-off and wrap-up Weekly status reports via e-mail Ad-hoc issue resolution
Common steps of variance analysis Verify quality of information collected Determine variances Evaluate impact Find sources and detect trends
Status reports A document that outlines at what the project has accomplished to date
Cause and effect diagram Identifies the potential causes of a problem.
Acquire project team process – outputs Project staff assignments, Resource calendars,
Acquire project team process – inputs Project management plan, Enterprise environmental factors, Organizational process assets
Acquire project team process – Tools & Techniques Pre-assignment, Negotiation, Virtual teams, Acquisition
Activity sequencing process – Tools & Techniques Precedence diagramming method, Dependency determination, Applying leads and lags,Schedule network templates
Why is CPM useful? It identifies the shortest period of time in which the project can be completed It identifies start and finish dates for activities
Logic bar chart has the display advantages of a bar chart - it represents each activity as a bar on a timeline, which makes it easier to visualize durations. It also uses precedence relationship arrows to identify activity dependencies.
Examples of interpersonal skills are building trust by being honest, demonstrating ability and confidence, and practicing tolerance and respect resolving conflict, defusing tense situations, and negotiating solutions to practical problems listening actively, which means paying full attention to someone and taking them seriously overcoming resistance to change by considering all suggestions seriously developing a cohesive and motivated team through leadership skills, which include both interpersonal and management skills
4 Steps for negotiating for staff Pick your “dream team”, Identify potential barriers, Plan your negotiation strategy, Negotiate for the team
Manage project team process – Inputs Project staff assignments, Project management plan, Team performance assessments, Organizational process assets
Benefits of having a dynamic project team Enables more efficient use of resources, and keeps human resource costs to a minimum. This is because people join the team only when there is work for them to do. Also, once a particular human resources aren’t needed any longer for a project, they can be reassigned to other projects or ongoing work.