1.

Define the project scope & explain the check list for project
Definition of Project Scope:

Project scope is a clear and detailed description of everything the project will do. It defines the
objectives, deliverables, tasks, and boundaries of the project. It also outlines what is included and
excluded in the project.

Checklist for Project Scope: [og dm rs cl a eb]

1. Objectives and Goals

o What the project aims to achieve.

o Clear and measurable outcomes (e.g., build a website, reduce processing time by
20%).

2. Deliverables and Milestones

o The actual results/products to be delivered (e.g., software, reports).

o Key milestones or important stages (e.g., design phase complete, testing done).

3. Requirements and Specifications

o Technical and functional needs.

o What features the project must have (e.g., mobile compatibility, security features).

4. Constraints and Limitations

o Restrictions like time, budget, technology, and resources.

o Example: Must be completed within 3 months, using existing hardware only.

5. Assumptions

o Things considered true for planning but not confirmed.

o Example: The client will provide all needed data on time.

6. Exclusions and Boundaries

o What is not part of the project.

o Helps avoid scope creep (extra tasks added later).

o Example: Maintenance after deployment is not included.

2. Explain the Work Break Structure (WBS) in Project management.

Definition of Work Breakdown Structure (WBS):

WBS is a hierarchical breakdown of the entire project into smaller, manageable parts. It helps in
organizing the work by dividing the project scope into tasks and sub-tasks.
Components of WBS: [msw]

1. Major Deliverables

o The main results or outputs of the project.

o Example: Website Development, Mobile App, User Manual.

2. Sub-Deliverables

o Parts of each major deliverable.

o Example: For Website Development – Design, Frontend, Backend.

3. Work Packages

o The smallest units of work that can be assigned and managed.

o Example: Create login page, set up database, write user guide.

Purpose of WBS:

• Provides a clear project scope

– Everyone knows what needs to be done.

• Facilitates resource allocation

– Helps assign people, time, and budget to specific tasks.

• Enhances task assignment and monitoring

– Makes it easy to track progress and manage responsibilities.

3. Explain the Integration of WBS with organization.

Integration of WBS with Organization:

The integration of the Work Breakdown Structure (WBS) with an organization means connecting
project tasks with the right people or departments in the organization. This ensures smooth
execution of the project.

Key Points:[aratac]

1. Alignment

o Each part of the WBS is linked to a team or department.

o Makes sure responsibilities are clear and aligned with the organization’s structure.

o Example: The “Testing” task in WBS is assigned to the QA team.

2. Resource Allocation

o Helps in assigning the right people, tools, and budget from each department.

o Ensures no team is overloaded or underused.

3. Task Assignment

o Specific tasks or work packages are given to suitable individuals or teams.

o Everyone knows what they are responsible for.

 4. Coordination

o Encourages smooth communication and teamwork between departments.

o Reduces delays and confusion during the project.

4. Explain the Coding the WBS for the information system.

Definition:

Coding the WBS means giving a unique code or number to each task or component in the Work
Breakdown Structure. These codes help in organizing and managing project data.

Benefits of Coding the WBS:

• Enhances Task Tracking and Reporting

– Makes it easy to monitor progress and identify tasks.

• Simplifies Data Management

– Codes help sort, filter, and organize tasks in project software.

• Facilitates Integration with Information Systems

– Works well with tools like MS Project, ERP, or other project management systems.

Structure of WBS Codes:

WBS codes follow a hierarchical structure, showing the level and relationship of tasks.

Example:

Let’s say you’re building an Information System:

• 1.0 – System Development

o 1.1 – Requirements Gathering

o 1.2 – System Design

▪ 1.2.1 – Database Design

▪ 1.2.2 – UI Design

o 1.3 – Coding

o 1.4 – Testing

Each number shows the level of the task and how it fits into the bigger picture.

5.Define scheduling & explain the purpose of a project schedule.with an

example explain management information system
Scheduling & Purpose of a Project Schedule

Definition:

Scheduling is the process of planning and organizing project tasks, events, and milestones over time.
It defines when each task should start and finish.
Purpose of a Project Schedule:

• Establishes a Timeline: Helps in setting deadlines and planning each phase of the project.

• Manages Resource Allocation: Ensures team members, equipment, and budget are used
efficiently.

• Ensures Timely Completion: Helps avoid delays and keeps the project on track.

• Facilitates Tracking and Adjustments: Makes it easy to monitor progress and make changes
if needed.

A Management Information System (MIS) : is a system that helps organizations collect, store,
manage, and analyze data to support decision-making and efficient management.

The image shows the key components of MIS:

• People – Users like managers, staff, IT professionals.

• Business Procedures – Rules and processes to run the organization.

• Data – Raw facts used for decision-making.

• Hardware – Physical devices like computers, servers.

• Software – Programs and tools used to process and analyze data.

Example of MIS: Supermarket Chain

Let’s take a supermarket chain like Big Bazaar or Reliance Fresh.

How MIS is used:

1. Data Collection:
– Point-of-sale (POS) systems collect data on every purchase made.

2. Data Processing:
– Software processes the data to generate sales reports.

3. Decision Support:
– Managers use this data to:

o Track which products sell the most

o Restock popular items

o Remove items with low sales

 4. Coordination:
– MIS helps in coordinating between inventory, billing, and customer service departments.

Benefits of MIS:

• Better decision-making

• Improved efficiency

• Real-time data access

• Increased productivity

• Reduced human errors

6.Explain the steps to develop a project schedule.

Steps to Develop a Project Schedule[sa ds da ma ed]

1. Define Activities:

o List all the tasks and deliverables required to complete the project.

2. Sequence Activities:

o Decide the correct order of tasks and note any dependencies (which task depends on
which).

3. Estimate Durations:

o Predict how much time each task will take (e.g., 3 days, 1 week).

4. Develop Schedule:

o Use tools like Gantt charts or software to create a timeline and assign dates.

5. Monitor and Adjust:

o Track actual progress, compare with the schedule, and make changes if needed.

7.Explain the uncertainity in project schedules

Uncertainty in Project Schedules

What is Uncertainty?

Uncertainty refers to unexpected changes that can affect the project schedule.

Sources of Uncertainty:

• Project risks

• Delays in task completion

 • Limited or unavailable resources

• External factors (weather, regulations, etc.)

Impact:

• Project delays

• Budget overruns

• Missed deadlines

Management:

• Use risk management techniques

• Add buffer time

• Prepare contingency plans (Plan B options)

8.Explain the Gantt Chart with a sketch of chart & its uses
Gantt Chart – Explanation with Uses

Definition:

A Gantt Chart is a visual scheduling tool that shows tasks along a timeline. It helps in planning and
tracking project progress.

Components of a Gantt Chart:

• Tasks and Milestones: Listed on the left (e.g., Design, Coding, Testing)

• Timeline: Dates across the top (e.g., days, weeks, months)

• Bars: Horizontal bars show the start and end dates of each task

• Dependencies: Arrows or lines may connect tasks that rely on each other

Uses of a Gantt Chart:

• Track progress visually

• Plan and schedule tasks

• Allocate resources effectively

• Understand task dependencies and deadlines

9.Model the process of project planning
Project planning is the process of defining how to complete a project within a certain timeframe,
budget, and scope. Here's a step-by-step model of the process:

Project Planning Process:

1. Define Project Objectives:

– Set clear goals and expected outcomes.

2. Identify Deliverables:
– List all major outputs (e.g., software, reports).

3. Create Work Breakdown Structure (WBS):

– Break the work into manageable tasks and sub-tasks.

4. Define Activities and Sequence:

– List the tasks and arrange them in the correct order.

5. Estimate Resources and Time:

– Decide how much time, people, and materials each task needs.

6. Develop Schedule:
– Use tools like Gantt charts or project software to plan timelines.

7. Estimate Costs and Budget:

– Calculate how much the project will cost and prepare a budget.

8. Identify Risks:
– Predict potential problems and prepare solutions.

9. Create Communication Plan:

– Plan how to share updates and reports with team/stakeholders.

10. Approval and Baseline:

– Finalize the plan and use it as the official guide during execution.

10.Desing the objectives of review meetings? Discuss the different types of

reviews needed in project management.
Objectives of Review Meetings:[meetii]

1. Monitor Progress:
– Check if the project is on schedule and within budget.

2. Identify Issues:
– Spot any problems or delays early.

3. Evaluate Performance:
– Review how the team and resources are performing.

4. Take Decisions:
– Approve changes, fix issues, or adjust plans.
5. Ensure Quality:
– Make sure work is meeting expected standards.

6. Improve Communication:
– Keep all stakeholders informed and involved.

Types of Reviews in Project Management:[kdcrmpp]

1. Kickoff Review:
– At the beginning to align goals and understand scope.

2. Progress Review (Status Meeting):

– Held regularly to check ongoing work, issues, and milestones.

3. Design Review:
– To evaluate technical solutions before development begins.

4. Code/Quality Review:
– Ensures software code or deliverables meet quality standards.

5. Risk Review:
– Identifies and discusses current and upcoming project risks.

6. Milestone Review:
– Conducted at key stages to verify completion of major deliverables.

7. Post-Project Review (Lessons Learned):

– Done after project completion to understand successes and failures for future
improvement.
 MODLUE-4

1.Identify the concept of customer feedback and knowledge management

related to project.
Concept of Customer Feedback and Knowledge Management in Projects

Customer Feedback:

• Definition: Information collected from customers about their experience, satisfaction, and
expectations related to the project’s deliverables.

• Purpose:

o Improves project quality

o Helps in future project planning

o Ensures customer satisfaction

Knowledge Management:

• Definition: Process of capturing, storing, sharing, and using project knowledge (lessons, best
practices, data).

• Purpose:

o Avoids repeating mistakes

o Increases efficiency in future projects

o Helps with team learning and improvement

2.Determine the reasons for terminating the projects early.

Reasons for Terminating Projects Early

Projects may be stopped before completion due to various valid reasons:

Key Reasons:[TLCPLC]

1. Lack of Funding: Budget is exhausted or not approved.

2. Change in Business Goals: Project is no longer aligned with company strategy.

3. Technical Challenges: Problems that cannot be solved with available resources or skills.

4. Poor Performance: Project is consistently missing deadlines or quality expectations.

5. Customer Withdrawal: Client cancels the contract or loses interest.

6. Legal or Regulatory Issues: The project violates laws or cannot meet compliance.
3.Build the concept of internal project and financial issues related to project.
Internal Project and Financial Issues Related to Projects

Internal Project Issues:[PULS]

1. Poor Communication: Leads to misunderstandings and delays.

2. Lack of Skilled Team: Team members may not have the required experience or knowledge.

3. Scope Creep: Continuous addition of tasks without proper control.

4. Unclear Roles: Confusion over responsibilities.

Financial Issues:[MOPD]

1. Over-Budgeting: Costs exceed planned budget.

2. Misallocation of Funds: Spending money on non-priority areas.

3. Poor Cost Estimation: Incorrect prediction of costs during planning.

4. Delayed Payments: Vendor payments or funding delays can halt project activities.

4.Experiment with any 5 project procurement contracts types.

Contract Types[FPC,CRC,TMC,UPC,IBC]

Here are 5 contract types with examples (you can “experiment” by applying these types in different
project scenarios):

1. Fixed-Price Contract:
– Example: ₹2,00,000 for building a company website (price doesn’t change).

2. Cost-Reimbursable Contract:
– Example: Contractor is paid actual costs for equipment + ₹20,000 as profit.

3. Time and Materials Contract:

– Example: ₹500/hour for developer + cost of software tools used.

4. Unit Price Contract:

– Example: ₹1,000 per unit for installing 100 sensors (paid per unit installed).

5. Incentive-Based Contract:
– Example: ₹50,000 bonus if the project is completed 1 month early.
1.) Explain Plan purchasing and acquisitions in project management.
Definition:
It is the process of identifying what needs to be bought, when, and from whom to support the
project.

Key Steps:

• Needs Assessment: Identify required goods/services.

• Supplier Selection: Choose vendors based on price, quality, reliability.

• Contract Development: Prepare agreements outlining scope, timelines, and conditions.

• Procurement Schedule: Decide when materials/services will be bought.

• Budgeting: Allocate funds for purchases.

• Risk Management: Plan for supplier risks, delays, or cost issues.

2.) Explain various contract types in project management.

Contract Type Description Who Bears the Risk

Fixed-Price Contract A fixed amount is agreed for the entire work. Contractor

Cost-Reimbursable Client pays actual cost + a fee. Client

Time and Materials Payment is based on hours worked and materials used. Shared

Unit Price Contract Payment is per unit/item delivered or installed. Depends

Incentive Contract Bonus paid for better performance (e.g., early delivery). Shared (motivating)

3.) What is a project collaboration? Explain the key steps in project

collaboration
Definition:
Team members and stakeholders working together effectively to achieve common project goals.

Key Steps:

• Stakeholder Engagement: Involve everyone needed for success.

• Communication Plan: Ensure smooth flow of information.

• Role Definition: Clarify each person’s responsibilities.

• Collaboration Tools: Use tools like Slack, Teams, Trello, etc.

• Conflict Resolution: Solve issues quickly and fairly.

• Feedback Mechanisms: Regular reviews and feedback loops.

4.) What is the purpose of balance scorecard and prospectives of balance
scorecard in project management?
Purpose:
To measure overall project and business performance from multiple angles—not just finances.

Perspectives:

• Financial: Revenue, cost savings, ROI.

• Customer: Satisfaction, loyalty, market share.

• Internal Process: Efficiency, process improvement.

• Learning & Growth: Training, skills, innovation, employee satisfaction

5.) Explain customer issues and financial issues in project management.

Customer Issues:

• Expectations Management: Avoid mismatch between what’s delivered vs expected.

• Communication: Keep customers updated regularly.

• Satisfaction: Track and improve customer happiness.

Financial Issues:

• Budget Overruns: Spend more than planned.

• Funding Problems: Not enough money to proceed.

• Cost Estimation: Inaccurate cost predictions can affect the whole plan.

6.) Explain the strategies required to finish the project on time.

Strategies to Finish the Project On Time

• Detailed Planning: Clear goals, milestones, timelines.

• Resource Allocation: Assign the right people/tools at the right time.

• Schedule Management: Use Gantt Charts, timelines, etc.

• Risk Management: Prepare for delays or issues.

• Regular Monitoring: Check progress frequently.

• Effective Communication: Team and stakeholder alignment is essential.