COURSE 2- PROJECT INITIATION: STARTING A SUCCESSFUL PROJECT QUIZ ANSWERS

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1 Week 4: Utilizing Resources and Tools for Project Success
2 Utilizing Resources and Tools for Project Success INTRODUCTION
3 TEST YOUR KNOWLEDGE: EVALUATING TOOLS
4 PROJECT INITIATION: STARTING A SUCCESSFUL PROJECT WEEKLY CHALLENGE 4
5 Utilizing Resources and Tools for Project Success CONCLUSION
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Week 4: Utilizing Resources and Tools for Project Success

Utilizing Resources and Tools for Project Success INTRODUCTION

This course is all about understanding the usage of various resources and tools at one’s disposal to manage a project effectively. It is under the purview of essential project management resources like scheduling, budgeting, communication, risk, and resource allocation.

The emphasis of project documentation shall also be clear, consistent ones. As part of the project, participants will learn the art of writing a project charter to define clearly goals and objectives, identify stakeholders, outline time frames, and enhance much of scheduling software and work management. In addition, participants will be introduced to some project management techniques such as Gantt charts to a knotted project.

By completing this course, students should understand the requirements to manage projects professionally and efficiently.

Learning Objectives:

  • List the typical resources required to run a project.
  • Recognize the key components of project charters and develop one for project initiation.
  • Assess different project management tools for fulfilling project requirements.

TEST YOUR KNOWLEDGE: EVALUATING TOOLS

1. What are the main uses of scheduling and work management software? Select all that apply.

  • Efficiently track progress on the team’s work (CORRECT)
  • Quickly communicate with teammates and stakeholders
  • Help visualize a team’s project progress (CORRECT)
  • Easily assign tasks to multiple teammates (CORRECT)

The software is so designed for work management that project managers no longer need to manually track and visualize dependent progress. The software also includes task assignment in a wise manner.

Assignment of tasks can be very easy because it is visual. Thus, tracking the task progress becomes easy and also provides easier task assignment for the project manager.

He can quickly assign a task to the members of the team, and the team members can see who is responsible for every task. It also helps the project manager visualize the entire team progress at one go.

2. Which of the following are best practices when introducing a new tool to a team? Select all that apply.

  • Ensure the tool is functional after the team is introduced to it.
  • Get feedback from stakeholders on important features that may help manage the project. (CORRECT)
  • Discuss the tool early and often (CORRECT)
  • If replacing a tool, allow for a transition period (CORRECT)

Tapping into the stakeholder’s expertise would help in soliciting their feedback on the different features of the tool and get their engagement for improvement suggestions on its working.

And finally, give your team enough time to prepare for a new tool. Get your team some early on discussions about the tool to escape surprises upon introduction, and give them chances to provide feedback.

Allow enough time to transfer from one tool to another for replacing the tool. Make sure you involve the stakeholders at the very beginning of the introduction of a new tool in your group.

3. Fill in the blank: If a project has a _____, then it may be worth the team’s time to learn a more sophisticated tool.

  • large scope (CORRECT)
  • short deadline
  • limited budget
  • small team

It is arguably possible for a highly promising and well-supported project to benefit from a far advanced project management tool, on the other hand, both the project team and stakeholders will be needing extra time to learn its features and functionality.

Stakeholder analysis allows you to anticipate what to expect as the project progresses; it also builds partnerships and ensures that the right people are at the table for important conversations.

4. As a project manager, you need to determine how best to communicate with stakeholders across the company. Which tools are best for communicating?

  • Collaboration tools (CORRECT)
  • Work management software
  • Budgeting tools
  • Productivity tools

Correct: Business communication has moved beyond the keyboard. While email and chat are great collaboration tools available to quickly communicate with your team and stakeholders, information sharing and decision-making can still be streamlined.

5. Which three of the following best practices can help you choose tools for your project?

  • Select tools based on your project’s scope (CORRECT)
  • Choose the same tools you used in your last project.
  • Know a tool’s capability. (CORRECT)
  • Understand a tool’s purpose. (CORRECT)

Choosing the right tool for the project will be required by the project scope. A more advanced tool might be required for a larger project, while for a smaller and simpler project, a more basic, straightforward tool might work best.

Understanding the promises of a tool can help one decide whether it will simplify or complicate work. Advanced tools such as scheduling/software for the management of work may solve critical problems, such as visualizing the progress of a team/team member.

Understanding the reason for a tool will help in telling whether it sorts out that need. For example, there are some tools about organizing work and resources, while others are enhancing the efficiency of communication.

6. Fill in the blank: A senior organizational leader creates the project proposal _____ the project manager creates the project charter.

  • Before (CORRECT)
  • at the same time
  • after

Correct: A project proposal for an organization, usually drawn up by the leader at some stage, is a document that brings to light all the featured benefits of the project and thus seeks approval for the undertaking as well as resource dedication.

PROJECT INITIATION: STARTING A SUCCESSFUL PROJECT WEEKLY CHALLENGE 4

1. Fill in the blank: For small projects, project managers should typically use _____.

  • recently-created tools
  • highest-rated tools
  • simple and straightforward tools (CORRECT)
  • more sophisticated tools

2. What details should be in your project charter? Select all that apply.

  • Project goals (CORRECT)
  • Stakeholder analysis
  • Detailed project plan
  • Scope (CORRECT)
  • Deliverables (CORRECT)

3. Fill in the blank: A project manager creates a project charter _____ a project proposal.

  • at the same time as
  • before
  • as an introduction to
  • after (CORRECT)

4. In which of the following scenarios does the project manager implement documentation well? Select all that apply.

  • The key stakeholder determines they want to add a feature to the product in development. The project manager includes this update in the project charter and communicates it to the team. (CORRECT)
  • A stakeholder talks with two different team members and receives conflicting information on a vendor. They cannot find information about the vendor in the shared document drive.
  • The project manager shares the project timeline on a cloud-based document sharing program. (CORRECT)
  • Because the project manager doesn’t have all the project’s details, they ask a current team member to onboard the new team member.

5. Which are examples of work management tools?

  • Asana, Basecamp, and Trello (CORRECT)
  • Microsoft Word and Google Docs
  • Email and chat
  • Microsoft PowerPoint, Keynote, and Google Slides

6. A project manager needs a tool to assign tasks and help visualize the team’s task progress. Which tool type should they choose?

  • Shared documents
  • Work management (CORRECT)
  • Email
  • Chat

7. Digital documents, such as Google Docs or Microsoft Word, help a project manager complete what three tasks?

  • Outline project scope and next steps (CORRECT)
  • Track and review team processes (CORRECT)
  • Create agendas (CORRECT)
  • Chat efficiently with the team

8. A spreadsheet is a versatile tool that helps a project manager to do what? Select all that apply.

  • Manage budgets (CORRECT)
  • Communicate with teammates
  • Build charts (CORRECT)
  • Track tasks (CORRECT)
  • Create timelines (CORRECT)

9. Fill in the blank: _____ are items you need to help get the project done. They are considered project resources.

  • Materials (CORRECT)
  • Reports
  • Meetings
  • Status updates

10. Fill in the blank: Since the project manager uses the project charter throughout the project, it acts like a _____ for the project.

  • Bank
  • compass (CORRECT)
  • storage unit
  • main communication channel

11. Fill in the blank: If the project has a _____, then it may be worth it for the team to learn a more 

  • short timeline
  • large scope (CORRECT)
  • new project sponsor
  • few deliverables

12. What details should be in your project charter? Select all that apply.

  • Deliverables (CORRECT)
  • Scope (CORRECT)
  • Detailed project plan
  • Project goals (CORRECT)
  • Stakeholder analysis

13. Fill in the blank: Project managers need to ensure project information is _____ through formal documentation, such as email, a presentation, or a digital document.

  • available only to stakeholders
  • easily accessible to everyone (CORRECT)
  • available only to team members
  • easily accessible to the public

14. As a project manager, you introduce a new tool to the team on Monday and tell them to be ready to use it by Wednesday. Your team members are resistant to using it. They also report that technical issues with the software are keeping them from completing tasks. What three steps could you do next time to ensure a smooth transition?

  • Set up training for the tool before the team uses it. (CORRECT)
  • Introduce the tool to the team earlier than on Monday. (CORRECT)
  • Test the tool thoroughly before rolling it out to the team. (CORRECT)
  • Have the team take an online training course after introducing the tool.

15. The project sponsor requests a report on the current budget needs of a project. They would like to review a detailed breakdown of costs. Which type of tool would be best to use to meet the project sponsor’s request?

  • Chat
  • Scheduling software
  • Visualization cards
  • Spreadsheets (CORRECT)

16. Collaboration tools allow teammates to do what two tasks?

  • Check in with each other efficiently (CORRECT)
  • Comment on topics related to the project (CORRECT)
  • Visualize the team’s progress
  • Demonstrate an overview of the project

17. Fill in the blank: Project managers use tools to manage _____, which typically include the project’s budget, people, and materials.

  • project timelines
  • project resources (CORRECT)
  • project proposals
  • project charters

18. When developing the project charter, who does the project manager typically work with?

  • stakeholders only
  • the customer only
  • teammates only
  • teammates and stakeholders (CORRECT)

19. Fill in the blank: If the project has a _____, then it may be worth it for the team to learn a more sophisticated project management tool.

  • short timeline
  • large scope (CORRECT)
  • new project sponsor
  • few deliverables

20. At the beginning of a project, a senior organizational leader creates a document to persuade stakeholders that a project should begin. What is the name of this document?

  • Project framework
  • Project plan
  • Project proposal (CORRECT)
  • Project charter

21. Why is it important for a project manager to properly document a project? Select all that apply.

  • Proper documentation helps communicate any changes to the project’s scope. (CORRECT)
  • Without proper documentation the team members may receive conflicting information about the project. (CORRECT)
  • Proper documentation ensures nothing in the project can go wrong.
  • Proper documentation can pave the way for the success of the project within the time constraints. (CORRECT)

22. Email and chat are examples of what type of project management tool?

  • Work management
  • Collaboration (CORRECT)
  • Scheduling
  • Progress visualization

23. The project manager needs to plan, track, and complete work across many project phases. They also need to visually represent the team’s day-to-day tasks. Which type of tool is best for these activities?

  • A presentation tool, such as Google Slides
  • A work management software, such as Asana (CORRECT)
  • A collaboration tool, such as email
  • A productivity tool, such as Microsoft Word

24. Which of the following circumstances indicates that the project is approved to move forward?

  • The project manager finishes the project’s deliverables and milestones.
  • The finance department approves the budget and the team members have been selected.
  • The project sponsor and key stakeholders sign off on the project charter.
  • The stakeholders state the cost of the project outweighs the value it brings to the organization. (CORRECT)

25. As a project manager, you need to update your project charter with a statement about the tangible outcome of the project. In which section of the project charter does this information go?

  • Project deliverable (CORRECT)
  • Business case
  • Benefits
  • Project scope

26. Who does the project manager need to get approval from before indicating a Go for the project? Select all that apply.

  • Project team members
  • Project sponsor (CORRECT)
  • Key stakeholders (CORRECT)
  • Vendors

27. Fill in the blank: As a project manager, you may use Microsoft PowerPoint, Apple’s Keynote, or Google Slides to _____.

  • share documents
  • manage budgets
  • send emails
  • create presentations (CORRECT)

28. Project managers use tools to accomplish which of the following activities? Select all that apply.

  • Keep stakeholders informed (CORRECT)
  • Manage the budget (CORRECT)
  • Carry out team-building exercises
  • Negotiate with vendors
  • Build charts and diagrams (CORRECT)

29. At the initiation stage of a project, what type of document precedes a project charter?

  • Project task
  • Project scope
  • Project proposal (CORRECT)
  • Project charter

30. A project manager needs a tool to create a project charter. What type of tool should they use?

  • Shared document (CORRECT)
  • Email
  • Chat
  • Work management  

31. What is the main purpose of collaboration tools in a project?

  • To create presentations for stakeholders
  • To communicate quickly with team members (CORRECT)
  • To create a schedule for the project
  • To assign new tasks to team members

32. In project management, the people who help execute the project are also referenced as what?

  • Materials
  • Tools
  • Resources (CORRECT)
  • Budget

33. You have an idea to improve the employee engagement initiatives at your company. What kind of document should you create to present the idea?

  • Project proposal (CORRECT)
  • Project charter
  • Project framework
  • Project plan

34. As a project manager, you receive approval from key stakeholders on the project proposal. What is the next piece of documentation you need to create?

  • Project charter (CORRECT)
  • Project measure
  • Project task
  • Project goal

35. As a project manager, you introduce a new tool to the team on Monday and tell them to be ready to use it by Wednesday. Your team members are resistant to using it. They also report that technical issues with the software are keeping them from completing tasks. What three steps could you do next time to ensure a smooth transition? Select all that apply.

  • Test the tool thoroughly before rolling it out to the team. (CORRECT)
  • Have the team take an online training course after introducing the tool.
  • Set up training for the tool before the team uses it. (CORRECT)
  • Introduce the tool to the team earlier than on Monday. (CORRECT)

36. Work management tools primarily help a project manager complete which two tasks? Select all that apply.

  • Build documents, such as meeting agendas
  • Assign roles to team members (CORRECT)
  • Quickly communicate with team members
  • Track and visualize the team’s progress (CORRECT)

37. Collaboration tools such as email or chat allow teams to do what tasks? Select all that apply.

  • Work collectively and closely with other team members (CORRECT)
  • Check in on project tasks (CORRECT)
  • Plan the budget
  • Visualize project task completion

38. How do you ensure that a project charter remains a living document?

  • Allow key stakeholders to view the document.
  • Recreate the document as often as needed.
  • Allow stakeholders to edit and make changes.
  • Review the document and refine it often. (CORRECT)

39. What type of document is typically created at the end of the initiation phase to define key details of the project?

  • Project charter (CORRECT)
  • Project scope
  • Project proposal
  • Project plan

40. During the initiation phase of a project, the stakeholders introduce a new feature to add to the deliverables. What can you do to ensure the team remembers all the details for the added feature?

  • Document the details in a shared document. (CORRECT)
  • Document the details on a whiteboard in your office.
  • Schedule a meeting for the stakeholders to explain the feature to the team.
  • Schedule a meeting with your team members to discuss the feature.

41. A project manager needs a tool to assign tasks for all the team members on a large project. Which tool type should they choose?

  • Work management (CORRECT)
  • Email
  • Chat
  • Shared documents

42. What tool should you use to keep track of tasks for a small project with two team members?

  • Chat
  • Work management
  • Presentation
  • Spreadsheet (CORRECT)

43. You create a RACI chart for team members on a new project. What tool should you use?

  • Google Spreadsheets (CORRECT)
  • Microsoft Word
  • Keynote
  • Jira

44. A project manager lists the assets the team needs to acquire to complete a project. What type of assets is the project manager listing?

  • Project stakeholders
  • Project resources (CORRECT)
  • Project budgets
  • Project plans

45. Which of the following best describes what a living document means?

  • A document that evolves as the project progresses (CORRECT)
  • A digital document stored in the cloud
  • A document that is updated from project to project
  • A document that has been shared with the team

46. What is a consequence of releasing a new tool to team members before testing it thoroughly?

  • The team will be hesitant to use the product if there are issues with the tool. (CORRECT)
  • The team will communicate with the project manager more often.
  • There will be no negative consequences since the team will adjust to the tool.
  • Team members will give effective feedback and build team morale.

47. A project manager plans resources for a new construction project. What type of resource includes the machines needed to complete the work?

  • Plans
  • People
  • Sources
  • Materials (CORRECT)

48. Which of the following options best describes the goals of a project charter?

  • It convinces the stakeholders why they need to do the project.
  • It defines the project and necessary details. (CORRECT)
  • It provides a way to reflect on the project.
  • It is an email that goes out to all team members.

49. What are the two types of documents typically created in the initiation phase of a project? Select all that apply.

  • Project proposal (CORRECT)
  • Project charter (CORRECT)
  • Project plan
  • Project retrospective

50. A project manager needs a tool to track the number of tasks completed for the week. What type of tool should they use?

  • Chat
  • Email
  • Work management (CORRECT)
  • PowerPoint slides

51. Digital documents, such as Google Docs or Microsoft Word, help a project manager complete what three tasks? Select all that apply.

  • Outline project scope and next steps (CORRECT)
  • Create agendas (CORRECT)
  • Track and review team processes (CORRECT)
  • Chat efficiently with the team

52. As a project manager, you work with teams in different departments. You need to get answers quickly to project-related questions. What tool should you use to communicate efficiently with these teams?

  • Work management tool
  • Team chat (CORRECT)
  • Presentation tool
  • Shared document

53. As a project manager, you work with a small team to complete a project in three months. What type of tool would you use to successfully complete this project?

  • A simple and straightforward tool (CORRECT)
  • A more sophisticated tool
  • The highest-rated tool
  • A recently created tool

54. Which of the following is an example of a productivity tool?

  • Chat
  • Google Docs (CORRECT)
  • Email
  • Asana

55. Fill in the blank: Project managers use tools to manage _____, which typically include the project’s budget, people, and materials.

  • project proposals
  • project charters
  • project timelines
  • project resources (CORRECT)

Utilizing Resources and Tools for Project Success CONCLUSION

This week, you will learn about the standard resources that a project is likely to consume over a specific period. You will also learn about the importance of proper and consistent project documentation. Essentials elements of project proposal and charter will also be discussed, and you’ll prepare your own project charter.

Finally, you will review some project management tools and determine what fits your project best. So that you can join us on Coursera.org!

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