APM Master
UNDERSTAND HOW ORGANISATIONS AND PROJECTS ARE
STRUCTURED - Differentiate between types of permanent and temporary
organisation structures - correct answer ✔PROJECTS are temporary, BAU
is permanent. Permanent structures have stable teams whereas temporary
teams are set up only for specific initiatives.
FUNCTIONAL ORGANISATION STRUCTURE: Functional managers, have
complete control, head up single-discipline departments. Work is typically
routine, small change to day-to-day work other than incremental improvement.
Projects might be viewed as a distraction.
S- expertise/learning easily shared, clear reporting structure, good for
company where focus is functional operations
W- projects are distraction, no single point of contact for them leads to
inconsistent communication, staff may focus on own areas when making
decision for project.
PROJECT ORGANISATION STRUCTURE: The project manager has
complete authority over work and staff are assigned full-time to a specific
project. Routine operations do not really exist. Common for organisations with
project-related work (e.g. consultancies).
S- no distraction of operational, PM single point of contact, clear authority,
different functional disciplines likely to integrate better
W- staff insecure as project ends, inefficient resource utilisation, sharing of
experience is difficult
MATRIX ORGANISATION STRUCTURE: Project managers have authority for
the project and functional managers have authority for the welfare of staff and
,the efficiency of their department. Projects are resourced by drawing full or
part-time staff from functional departments. Project managers may be from
individual functions, or may be from PMO.
S- good balance, better integration of outputs that need to be transitioned to
operational use, more flexible and efficient staff utilisation, equal focus on task
completion and staff development
W-conflict between project and operational work, PM need greater influencing
as author
UNDERSTAND HOW ORGANISATIONS AND PROJECTS ARE
STRUCTURED -Explain the ways in which organisational breakdown
structure is used to create a responsibility assignment matrix - correct answer
✔An organisational breakdown structure is the structure of the project team
function, communication routes and reporting links.
If you combine this with a work breakdown structure - a hierarchical
decomposition of all the work/activities that the project will do (the lowest level
being a work package) you get a responsibility assignment matrix (RAM).
You can use a RAM to help define who is responsible for each of the project's
deliverables or work packages, i.e. 'Who does what'.
UNDERSTAND HOW ORGANISATIONS AND PROJECTS ARE
STRUCTURED - Explain the role and key responsibilities of the project
manager - correct answer ✔Role: The project manager is responsible for
day-to-day management of the project and must be competent in managing
the six aspects of a project, i.e. scope, schedule, finance, risk, quality and
resources.
Project managers work on specific projects that have definite outcomes, have
time limits and have to stay within a budget.
,Responsibilities:
-planning what work needs to be done, when and who's going to do it, writing
the PMP
-looking at the risks involved in a particular project and managing these risks
-making sure the work is done to the right standard
-motivating the team of people involved in the project-co-ordinating work done
by different people
-making sure the project is running on time and to budget
-dealing with changes to the project as and when necessary
-making sure the project delivers the expected outcomes and benefits
UNDERSTAND HOW ORGANISATIONS AND PROJECTS ARE
STRUCTURED - Differentiate between the responsibilities of the project
manager and the project sponsor throughout the project life cycle - correct
answer ✔Concept - PS define requirements and benefits of the business
case and takes ownership where as PM supported
Define - PM develops PMP where as PS Oversees work and sign off of PMP
Development - PM responsible for day-to-day activities to ensure deliverables
are completed, where as PS oversees works, completes stage reviews for
acceptance and acceptance/rejection of change. Both collaborate on the
escalation of any risks
Handover - PM to handover deliverable to users and PS to liaise with the user
to sign off on the deliverables, both collaborate to develop lessons learned
Closure - PS takes ownership and completes analysis if project deliverables
have been completed against the business case requirements
, UNDERSTAND HOW ORGANISATIONS AND PROJECTS ARE
STRUCTURED - Describe other roles within project management - correct
answer ✔USERS: Accountable for specifying operational requirements and
for accepting and operating the deliverables to achieve the defined benefits.
- Identifying project requirements including musts/wants, constrains and
dependencies and are accepting and operating the deliverables
- assisting the project manager with acceptance/handover- actively
participating as a member of the project team
PROJECT TEAM MEMEBERS: To support the project manager in managing
the project to meet its objectives through expertise and completing
deliverables.
- Managing and communicating with stakeholders as per the communication
plan.
- Managing sections of the WBS. Identifying task, estimating, monitoring,
problem solving, ensuring completion of quality on time and within budget.
- Risk, Evaluation, project reporting, problem solving
PROJECT STEERING GROUP/BOARD: Key body within the governance
structure responsible for business issues associated with the project which
are essential to ensure delivery.
- Responsible for the projects feasibility, business case and achievement of
outcomes
- ensure projects scope aligns with the requirements of the business owners
and key stakeholder groups
- provide strategic guidance on project business issues
- ensure effort and expenditure are appropriate to stakeholder expectations-
ensure strategies to avoid potential threats have been identified, costed, and
approved.
