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 IPR Acknowledgement

The materials in this course are based on the text, A Guide to the Project Management Body of Knowledge (PMBOK® Guide),
Sixth edition, Project Management Institute, Inc. 2017.

Project Management Professional (PMP)® is a global credential offered by PMI® Inc.

PMI®, PMP® & PMBOK® are registered marks of Project Management Institute, Inc.

Edureka is a globally recognized brand of Brain4ce Education Solutions, Global Registered Education Provider of PMI®
(G.R.E.P. #4021).

Note: Images in the materials are all based on the text, A Guide to the Project Management Body of Knowledge (PMBOK® Guide), Sixth edition, Project Management
Institute, Inc. 2017. All rights reserved.

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Course Outline
Introduction to PMP® Certification
The Project Environment
Role of the Project Manager
Project Integration Management
Project Scope Management
Project Schedule Management
Project Cost Management
Project Quality Management
Project Resource Management
Project Communication Management
Project Risk Management
Project Procurement Management
Project Stakeholder Management

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The Project Environment
Topics
▪ Organizational Influences

▪ Organizational Systems

▪ Project Management Office

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Objectives
After completing this module, you should be able to:

• Analyse how various factors influence a project environment, like

organization structures, internal and external factors

• Identify how organizational systems work for a project

• Recognize responsibilities of PMO

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Organizational Influences

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Organizational Influences
▪ Projects are influenced by the environments in which project operate
Influences

Enterprise Environmental Factors Organizational Process Assets

EEF OPA
Constraints /
Internal Processes,
influences from Policies and
These may
outside the Procedures be tailored
project,
specially External Influences data
planning Corporate
& lessons
Knowledge Base
learned

Organizational Systems Impact power, influence, interests, competencies, and politics

Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) – Sixth Edition, Project Management Institute, Inc., 2017, Fig2-1 Page 37

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Enterprise Environmental Factors

Enterprise Environmental Factors (EEF)

EEFEEF
Internal EEF EEF
External
▪ Organizational culture, structure, and ▪ Marketplace conditions
governance ▪ Social and cultural influences and issues
▪ Geographic distribution of facilities and ▪ Legal restrictions
resources
▪ Commercial Databases
▪ Infrastructure
▪ Academic research
▪ Information Technology Software
▪ Government or Industry standards
▪ Resource availability
▪ Financial considerations
▪ Employee capability
▪ Physical environmental elements

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Organizational Process Assets (OPA)

Organizational Process Assets (OPA)

Processes
Organizational
Policies Knowledge
Repositories

Procedures

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OPA - Processes, Policies & Procedures
Initiation and Planning
▪ Guidelines and criteria for tailoring the organization’s processes and procedures,
▪ Specific organizational standards such as policies (e.g. HR, Health & Safety, ethics and project management),
▪ Quality policies and procedures (e.g. process audits improvement targets, checklists), and
▪ Templates (e.g. risk register, WBS, project schedule network diagram, and contract templates)

Executing, Monitoring & Controlling

▪ Change and Financial control procedures, Procedures for prioritizing, approving and issuing work authorizations,
▪ Issue and defect management, Organizational communication requirements,
▪ Risk control procedures and Standardized guidelines, work instructions, proposal evaluation criteria and performance measurement
criteria

Closing
▪ Project closure guidelines or requirements (e.g. lesson learned, final project audits, project evaluations, product validations, and
acceptance criteria)

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OPA - Organizational Knowledge Repositories
Project files from Configuration
Financial previous projects Management
Databases Knowledge Bases

Issues and Defect OPA – Organizational

Management Knowledge Repositories Process
Databases Measurement
Databases

Historical Information and

Lessons Learned
Knowledge Bases

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Quiz
Q
Q. You are managing a Project where project team members generally report to their respective Managers. As a
Project Manager, your authority over the selection of members of the team is low to moderate. Which type of
organizational structure does the organization follow?
a. Weak Matrix
b. Projectized
c. Functional
d. Balanced Matrix

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Answers
A
Q. You are managing a Project where project team members generally report to their respective Managers. As a
Project Manager, your authority over the selection of members of the team is low to moderate. Which type of
organizational structure does the organization follow?
a. Weak Matrix
b. Projectized
c. Functional
d. Balanced Matrix

Answer : D
Explanation
Authority of Project Manager and dual reporting of team members is an indicator that organization structure
is Balanced Matrix.

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Quiz
Q
Q. In a Weak Matrix Organization, the role of a Project Manager is that of a
a. Coordinator and Expediter
b. Project Manager with Considerable Authority
c. Support Person
d. Functional Manager

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Answers
A
Q. In a Weak Matrix Organization, the role of a Project Manager is that of a
a. Coordinator and Expediter
b. Project Manager with Considerable Authority
c. Support Person
d. Functional Manager

Answer : A
Explanation
Refer to the definition. In a weak matrix organization, Project Manager is called as Coordinator or Expediter.

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Quiz
Q
Q. All the following are advantages of a Projectized Organization Structure except:
a. Loyalty of the project team towards to the Project
b. Team-members continue to work together on Projects one after another
c. More effective communication between the team members
d. Efficient Project Organization

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Answers
A
Q. All the following are advantages of a Projectized Organization Structure except:
a. Loyalty of the project team towards to the Project
b. Team-members continue to work together on Projects one after another
c. More effective communication between the team members
d. Efficient Project Organization

Answer : B
Explanation
After the Project gets over, team is disbanded and team members may get aligned to multiple different
Projects.

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Organizational Systems

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Organizational Systems
▪ A result of interaction of several dynamic factors
in an Organization

▪ Determines power, influence, competence,

1. Management
political plays & leadership of people in it elements

▪ Should be considered by the Project Manager in

Organizational
order to meet the Project objectives Systems
3. Organizational
▪ The 3 main components of Organizational Systems 2. Governance structure
Frameworks types
is as shown in the figure

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Governance Framework & Management Elements

A framework for authority in an organization

Governance Includes rules, policies, procedures, systems,

Framework processes, etc.

Influences definition & achievement of objectives, risk

management, etc.

General management principles in the

organization
Management
These can be, authorization, safety, resource usage,
etc.
Elements

As per governance & organization structure

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Organizational Structure Type
▪ The Organizational Structure sets the level of authority, roles and responsibilities and the reporting structure
within the Project

▪ Project Manager’s authority varies based on the type of Organization Structure

▪ Depends on available structures and how to optimize them for the Organization, considering the following
factors:
• Degree of alignment with Organizational objectives
• Specialization capabilities
• Span of control, efficiency, and effectiveness
• Clear path for escalation of decisions
• And many more……

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Influences of Organizational Structure on Projects

Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) – Sixth Edition, Project Management Institute, Inc., 2017, Table 2-1 Page 47

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Quiz
Q
Q. All of the following are true about Organizational Systems except?
a. They are dynamic
b. Organizations and their components (functions) can be optimized at the same time
c. Their outputs are not always linear in response to changes in inputs
d. Organizational Systems comprise of management elements, governance and structures

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Answers
A
Q. All of the following are true about Organizational Systems except?
a. They are dynamic
b. Organizations and their components (functions) can be optimized at the same time
c. Their outputs are not always linear in response to changes in inputs
d. Organizational Systems comprise of management elements, governance and structures

Answer : B
Explanation
As per system theory, simultaneous optimization of systems and their components is not effective.

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Quiz
Q
Q. A Project Manager operates in an environment where team members rely heavily on technology to
collaborate with each other. New contacts are established internally and externally through known colleagues
and partners. What type of organization type is this?
a. Functional Organization because they do technical work
b. Project-oriented Organizations because these use a lot of technology nowadays
c. Hybrid Organizations because this has a mix of various organization types which requires technology to
work together
d. Virtual Organizations in which a network of professionals effectively work with each other with the help
of technology like software collaboration tools

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Answers
A
Q. A project manager operates in an environment where team members rely heavily on technology to
collaborate and with each other. New contacts are established internally and externally through known
colleagues and partners. What type of organization type is this?
a. Functional organization because they do technical work
b. Project-oriented organizations because these use a lot of technology nowadays
c. Hybrid organizations because this has a mix of various organization types which requires technology to
work together
d. Virtual organizations in which a network of professionals effectively work with each other with the help
of technology like software collaboration tools

Answer : D
Explanation
Virtual organizations in which a network of professionals effectively work with each other with the help of
technology like software collaboration tools.

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Project Management Office (PMO)

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Project Management Office (PMO)
▪ Project Management Office(PMO) is an organizational body or entity assigned with various responsibilities
related to the centralized and coordinated management of those Projects under its domain

PMO integrates data and information from corporate strategic PMO usually coordinates all aspects of methodology and
projects and evaluate how strategic objectives are being fulfilled nomenclature for project processes templates software and
resource assignment

PMO liaisons between the organization’s portfolios, programs, PMO provides support to Project Managers
projects and corporate management systems.

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PMO Structures
Supportive
▪ Consultative role
▪ Supplies templates, best practices, training, access to information and lessons learned from other Projects
▪ Degree of control is low

Controlling
▪ Provides support
creation
▪ Conformance to governance
▪ Degree of control is moderate

Directive
▪ PMO directly manages the Projects
▪ Degree of control is high

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PMO vs. Project Manager
Project Manager PMO
PM focuses on the specific Project objectives PMO manages major program scope changes which may
be seen as potential opportunities to better achieve
Business objectives

PM controls the assigned Project resources PMO optimizes the use of shared organizational resources
across all Projects

PM manages constraints (scope, schedule, cost and quality) PMO manages the methodology, standards, overall
of the individual Projects risk/opportunities and interdependence among Projects
across Organization

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More About PMO
▪ Demonstrate Authority
• Make recommendations
• Lead knowledge transfer
• Terminate projects, and
• Take other actions, as required

▪ Support PMs
• Managing shared resources across all projects administered by the PMO
• Identifying and developing Project Management methodology, best practices, and standards
• Coaching, mentoring, training and oversight
• Monitoring compliance with Project Management standards, policies, procedures, and templates by means of
project audits
• Developing and managing Project policies, procedures, templates and another shared documentation
• Coordinating communication across Projects

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Quiz
Q
Q. A PMO spends considerable time to ensure that the organization’s Project Management method is used by all
Project teams in the company. As part of this work, they hold periodic meetings with all Project Managers to
review which tools and templates are being used by the latter. What type of PMO is this?
a. Enterprise PMO
b. Controlling PMO
c. Directive PMO
d. Supportive PMO

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Answers
A
Q. A PMO spends considerable time to ensure that the organization’s project management method is used by all
project teams in the company. As part of this work, they hold periodic meetings with all project managers to
review which tools and templates are being used by the latter. What type of PMO is this?
a. Enterprise PMO
b. Controlling PMO
c. Directive PMO
d. Supportive PMO

Answer : B
Explanation
Controlling PMO, as the PMO is checking compliance to the organizational project management method.

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Assignment
Q1: Identify key organizational process assets and enterprise environmental factors from a recent Project in your
experience. What was the organization structure in that Project? Recollect other structures from your
experience. What was the involvement of the PMO, if there was one?

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Summary

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Copyright © edureka and/or its affiliates. All rights reserved.
Copyright © edureka and/or its affiliates. All rights reserved.