Module 1 – Project Management Foundation

Section I – Short Answer Questions (2 Marks Each)

1. Define Project
A project is a temporary endeavor with a defined beginning and end, undertaken to produce
a unique product, service, or result. It has specific objectives, limited resources, and a clear
scope.

2. Define Project Management

Project management is the systematic application of knowledge, skills, tools, and techniques
to plan, execute, and complete projects efficiently while meeting the set objectives.

3. Define Operations
Operations refer to the ongoing, repetitive activities within an organization that produce
goods or deliver services continuously, focused on sustaining the business.

Section II – Descriptive Questions (5 Marks Each)

1. Difference Between Project vs. Operations

Projects are temporary, unique undertakings with defined start and end dates, specific goals,
and a focus on change or innovation. In contrast, operations are continuous, repetitive
activities that maintain and support ongoing business functions. Projects tend to have higher
uncertainty and dynamic resource requirements, whereas operations emphasize efficiency,
standardization, and long-term stability.

2. What is Project Management? State its Importance.

Project management is the process of planning, organizing, and managing resources to bring
about the successful completion of specific project goals and objectives. Its importance lies
in ensuring that projects are delivered on time, within budget, and to the required quality
standards. It also helps in risk mitigation, enhances stakeholder communication, and aligns
project outcomes with the strategic objectives of the organization.

3. Explain the Scope of Project Management.

The scope of project management covers defining and controlling what is included—and
what is not—in the project. It involves outlining deliverables, establishing boundaries,
planning tasks and activities, setting timelines, and managing changes. A clear scope helps in
avoiding scope creep, ensuring that resources are allocated efficiently and that project
objectives remain focused.

4. What are Triple Constraints?

The triple constraints in project management are time, cost, and scope. These are the
primary factors that define the project’s boundaries. A change in one constraint usually
impacts the others; for instance, increasing the scope may require more time and higher
costs, while shortening the time frame might necessitate additional resources.

5. Explain Project Management Life Cycle. Describe the Typical Life Cycle Phases.
The project management life cycle is the series of phases that a project goes through from
initiation to closure. The typical phases include:

o Initiation: Define the project, its purpose, and feasibility.

 o Planning: Develop a roadmap including scope, schedule, resources, and risk
management.

o Execution: Implement the project plan by coordinating people and resources.

o Monitoring & Controlling: Track progress, manage changes, and ensure the project
stays on track.

o Closure: Finalize all activities, complete deliverables, and formally close the project.

6. Describe Atypical Project Life Cycle Along with Its Phases.

An atypical or non‐traditional project life cycle, such as an agile or iterative approach, does
not follow a linear path. It usually involves:

o Concept/Initiation: High-level idea and feasibility assessment.

o Iteration/Development: Repeated cycles (sprints) of planning, executing, and

reviewing small portions of the project.

o Delivery: Continuous or phased releases of project outputs.

o Evaluation: Regular feedback and adjustments throughout the project life cycle.
This approach is flexible and adapts to changes rapidly, emphasizing customer
feedback and incremental improvement.

7. What is Stage Gate Process? Describe Its Stages.

The stage gate process is a project management technique that divides the project into
distinct phases (stages) separated by decision points (gates). At each gate, project progress is
reviewed and a decision is made whether to continue, modify, or stop the project. Typical
stages include idea generation, preliminary evaluation, detailed planning and development,
testing, and final launch. Each gate involves assessing performance against predefined
criteria and ensuring that risks are managed before moving forward.

8. Describe the Role and Responsibility of a Project Manager.

A project manager is responsible for leading the project from conception through to
completion. Key responsibilities include planning, scheduling, resource allocation, risk
management, quality assurance, and stakeholder communication. They ensure that the
project is delivered on time, within budget, and meets the defined objectives. Additionally,
the project manager coordinates team efforts and resolves conflicts while maintaining clear
reporting channels.

9. Write Short Note on PMI.

The Project Management Institute (PMI) is a globally recognized professional organization for
project management. It sets industry standards through its PMBOK (Project Management
Body of Knowledge), offers certifications such as the PMP, and provides research, training,
and networking opportunities for project management professionals. PMI’s guidelines help
standardize practices and improve project success rates.

10. Describe the Knowledge Areas as Recommended by PMI.

PMI’s PMBOK identifies several key knowledge areas crucial for effective project
management. These include:

o Integration Management: Ensuring project components work together.

 o Scope Management: Defining and controlling what is included in the project.

o Time Management: Planning and scheduling project timelines.

o Cost Management: Estimating, budgeting, and controlling costs.

o Quality Management: Ensuring deliverables meet required standards.

o Human Resource Management: Managing team roles and responsibilities.

o Communications Management: Facilitating effective information flow.

o Risk Management: Identifying, analyzing, and mitigating risks.

o Procurement Management: Managing contracts and external resources.

o Stakeholder Management: Engaging and managing expectations of all stakeholders.

11. Describe Conflicts and Its Causes. Explain Ways to Handle Conflict.
Conflict in projects arises from differences in opinions, interests, or priorities among team
members or stakeholders. Common causes include resource scarcity, miscommunication,
unclear roles, and differing objectives. Effective conflict management involves active
listening, clear communication, negotiation, and sometimes mediation. Establishing conflict
resolution protocols early in the project and fostering a collaborative team environment can
also help mitigate conflicts.

12. What is Organizational Structure? Describe Its Importance for a Project.

Organizational structure defines how roles, responsibilities, and authority are distributed
within an organization. It is crucial for projects because it determines communication
channels, decision-making processes, and the allocation of resources. A clear structure
supports effective coordination, helps manage stakeholder expectations, and ensures that
project objectives align with the overall business strategy.

13. Explain Functional & Project Structure.

In a functional structure, the organization is divided into specialized departments (e.g.,
engineering, marketing), with each function led by a manager. Projects in this structure
typically use resources from the relevant departments, which can lead to slower decision-
making. In contrast, a project structure organizes teams around projects, creating dedicated
cross-functional teams that work together for the duration of the project. This enhances
focus and flexibility but may require more resources.

14. Explain Matrix Structure.

A matrix structure combines elements of both functional and project structures. Team
members report to both a functional manager and a project manager. This dual reporting can
lead to more efficient use of resources and better collaboration across departments, though
it might also create conflicts in authority and require careful management of responsibilities.

15. What is Negotiation? Explain the Process of Negotiation.

Negotiation is the process by which two or more parties work together to reach a mutually
acceptable agreement. The process involves preparation (understanding needs and setting
objectives), discussion (presenting viewpoints and proposals), bargaining (making
concessions and finding common ground), and finally, reaching an agreement that satisfies
all parties’ key interests.
 16. Explain the Causes of Conflicts and Ways to Resolve Conflicts.
Conflicts often arise from differences in objectives, communication failures, personality
clashes, and competition for limited resources. Resolving conflicts involves identifying the
root causes, engaging in active listening, and using strategies such as compromise,
collaboration, or third-party mediation. Clear role definitions, setting expectations early, and
open communication channels are essential to minimize and manage conflicts.

Module 2 – Initiating Project

Section I – Short Answer Questions (2 Marks Each)

1. Define Project Initiation

Project initiation is the first phase where the project’s feasibility is assessed, objectives are
defined, and necessary approvals and resources are secured before detailed planning begins.

2. Explain NPV
Net Present Value (NPV) is a financial metric that calculates the difference between the
present value of cash inflows and outflows over a project’s life, helping to assess its
profitability.

3. Explain Project Charter

A project charter is a formal document that authorizes a project, outlining its objectives,
scope, key stakeholders, and the project manager’s authority. It serves as the foundation for
planning and execution.

4. Explain Team Dynamics

Team dynamics refer to the interpersonal interactions and psychological forces that influence
how team members work together. This includes communication patterns, trust levels,
conflict resolution, and the overall cohesion of the team.

Section II – Descriptive Questions (5 Marks Each)

1. State the Importance of the Project Initiation Phase.

The initiation phase is critical because it sets the direction for the project. It establishes clear
objectives, assesses feasibility, and identifies key stakeholders. By defining scope, risks, and
resource requirements early on, it ensures that subsequent planning is aligned with the
organization’s strategic goals and reduces the likelihood of major issues during execution.

2. Describe the Project Initiation Process.

The project initiation process typically includes:

o Developing a project charter that outlines the objectives, scope, and key roles.

o Identifying and engaging stakeholders to understand their needs and expectations.

o Conducting a feasibility study to assess the project’s viability.

o Securing initial funding and resources.

This process lays the foundation for a structured and well-planned project by
clarifying the purpose and boundaries from the outset.
3. Describe Some of the Techniques Used for Strategic Selection of Projects.
Strategic project selection techniques help organizations prioritize projects that best align
with their goals. Common methods include:

o Benefit-Cost Analysis: Comparing anticipated benefits against costs.

o Scoring Models: Assigning weighted scores based on strategic criteria.

o Payback Period and NPV: Evaluating financial viability.

o Risk Assessment: Determining potential risks versus rewards.

These techniques ensure that resources are invested in projects that offer the
highest strategic value.

4. Describe Any Four Non-Numerical Project Selection Models.

Four non-numerical selection models include:

o SWOT Analysis: Evaluates strengths, weaknesses, opportunities, and threats.

o Balanced Scorecard: Assesses projects from multiple perspectives (financial,

customer, internal processes, and learning/growth).

o Decision Matrix: Ranks projects based on qualitative criteria and expert judgment.

o Strategic Alignment Model: Determines how well a project aligns with the
organization’s vision and strategy.
These models help decision-makers assess projects based on strategic fit rather than
solely on financial metrics.

5. Write a Short Note on Payback Period.

The payback period is the time required for an investment to generate cash flows sufficient
to recover its initial cost. It is a simple indicator of project risk and liquidity, helping
stakeholders understand how quickly the invested funds will be returned.

6. Write a Short Note on Break Even Analysis.

Break even analysis determines the point at which total revenues equal total costs, meaning
no net loss or profit occurs. This analysis is useful for assessing the minimum performance
needed for a project to be viable and assists in pricing and cost control decisions.

7. What is Cost Benefit Analysis? What Is Its Usage?

Cost benefit analysis (CBA) is a systematic process for comparing the costs and benefits
associated with a project. It quantifies in monetary terms the advantages and expenses,
assisting in determining whether a project is financially viable and in making informed
decisions on resource allocation.

8. Describe the Project Portfolio Process.

The project portfolio process involves selecting and managing a group of projects that align
with the organization’s strategic objectives. This process prioritizes projects based on factors
such as risk, resource availability, and potential return, ensuring balanced investment and
optimal resource utilization across the organization.

9. What Is a Project Sponsor? Describe Its Functions.

A project sponsor is a high-level executive who provides support, funding, and strategic
direction to a project. Their functions include authorizing the project, ensuring alignment
 with organizational goals, resolving major issues, and facilitating decision-making throughout
the project lifecycle.

10. What Is a Project Charter? Describe Its Benefits & Use.

The project charter is a formal document that initiates a project by clearly outlining its
purpose, scope, objectives, and key stakeholders. Its benefits include providing a clear
mandate, establishing authority for the project manager, aligning stakeholder expectations,
and serving as a reference document throughout the project.

11. What Is a Project Proposal? How Do We Write a Project Proposal?

A project proposal is a detailed document that presents the rationale, objectives, scope,
methodology, budget, and schedule of a project. Writing a proposal involves researching the
problem, outlining potential solutions, justifying the project’s value, and clearly
communicating the planned approach to secure approval and funding.

12. What Is a Project Team?

A project team is a group of individuals with complementary skills who are assembled to
work on a specific project. They collaborate to plan, execute, and complete project tasks and
deliverables, ensuring that the project objectives are met.

13. State the Key Members of a Project Team and Their Roles.
Key members typically include:

o Project Manager: Oversees project execution and ensures objectives are met.

o Team Members: Execute specific tasks according to their expertise.

o Subject Matter Experts (SMEs): Provide specialized technical or industry knowledge.

o Support Staff: Handle administrative tasks and assist in coordination.

Each member’s role is clearly defined to ensure efficient collaboration and
accountability.

14. Describe the Role and Responsibilities of a Project Team.

The project team is responsible for executing project tasks, communicating progress,
resolving issues, and ensuring that deliverables meet quality standards. They work
collaboratively to implement the project plan, contribute specialized skills, and support the
project manager in achieving the project’s goals.

15. Describe the Technique of Building an Effective Project Team.

Building an effective project team involves:

o Clearly defining roles and responsibilities

o Selecting members based on skills and experience

o Encouraging open communication and regular feedback

o Facilitating team-building activities to foster trust

o Implementing conflict resolution strategies

These techniques help in creating a cohesive, motivated team that can work
efficiently toward common objectives.
 16. Describe the Project Team Development.
Project team development is the process through which a group of individuals transforms
into a high-performing team. It typically follows stages such as:

o Forming: Team members are introduced and roles are assigned.

o Storming: Conflicts may arise as individuals express differing opinions.

o Norming: The team establishes norms and develops effective working relationships.

o Performing: The team operates efficiently and meets project objectives.

Continuous development and training help maintain team effectiveness over the
project lifecycle.

Module 3 – Project Planning & Scheduling

Section I – Short Answer Questions (2 Marks Each)

1. Define Float
Float is the amount of time an activity can be delayed without affecting the overall project
completion date.

2. Define CPM
The Critical Path Method (CPM) is a scheduling technique that identifies the longest
sequence of dependent activities, determining the minimum project duration.

3. Define PERT
The Program Evaluation and Review Technique (PERT) is a statistical tool used to manage
uncertain activity durations by estimating optimistic, most likely, and pessimistic times.

4. Explain Dummy Activity

A dummy activity is used in network diagrams to show logical relationships between tasks
without representing any actual work or consuming time.

5. Define A-O-A
Activity-on-Arrow (A-O-A) is a network diagram method where activities are depicted as
arrows and nodes represent events marking the start and finish of activities.

6. Define A-O-N
Activity-on-Node (A-O-N) is a network diagram technique where nodes represent activities
and arrows indicate the sequence and dependencies between them.

Section II – Descriptive Questions (5 Marks Each)

1. Explain Project Planning & Its Purpose.

Project planning is the process of setting objectives, determining the scope, defining
activities, and allocating resources and schedules to achieve project goals. Its purpose is to
create a clear roadmap, ensure efficient use of resources, manage risks, and provide a basis
for monitoring and controlling progress throughout the project lifecycle.
2. Describe the Important Areas of Project Planning.
Key areas of project planning include:

o Scope Management: Defining and controlling what is included in the project.

o Time Management: Developing schedules and setting milestones.

o Cost Management: Estimating budgets and controlling expenses.

o Quality Management: Ensuring deliverables meet required standards.

o Risk Management: Identifying potential risks and developing mitigation strategies.

o Resource Management: Allocating human, financial, and material resources

effectively.

o Communication Management: Planning information flow among stakeholders.

Each area contributes to the overall structure and success of the project.

3. Explain Project Scheduling. Describe the Process of Scheduling.

Project scheduling is the process of assigning start and finish dates to project activities. The
process involves:

o Listing all activities and tasks

o Estimating their durations

o Determining dependencies using techniques like CPM or PERT

o Creating a network diagram to visualize the sequence of tasks

o Allocating resources and setting milestones

o Continuously monitoring and updating the schedule as the project progresses.

4. Explain Work Breakdown Structure.

A Work Breakdown Structure (WBS) is a hierarchical decomposition of a project into smaller,
manageable tasks or work packages. It provides a clear framework for assigning
responsibilities, scheduling activities, estimating costs, and tracking progress. By breaking the
project into components, it simplifies planning and helps prevent scope creep.

5. What Are the Advantages of WBS.

The advantages of using a WBS include:

o Improved clarity and organization of project tasks

o Enhanced ability to assign responsibilities and manage resources

o Better estimation of time and cost

o Easier tracking and control of progress

o Reduced risk of scope creep through clear task definition.

6. Explain Linear Responsibility Chart.

A Linear Responsibility Chart (LRC) is a graphical tool that maps out project activities and
clearly assigns responsibilities to team members. It aligns tasks with individuals or
 departments, ensuring that each activity has clear accountability and aiding in coordination
across the project.

7. List Out the Advantages and Disadvantages of Linear Responsibility Chart.

Advantages:

o Clarifies roles and responsibilities

o Enhances communication and accountability

o Helps in resource allocation

Disadvantages:

o Can be rigid and inflexible

o May become overly complex for large projects

o Potential for confusion if reporting lines are not well defined

8. Explain Project Cost Estimating.

Project cost estimating is the process of forecasting the expenses required to complete the
project. It involves identifying direct costs (materials, labor), indirect costs (overheads), and
contingency allowances. Accurate cost estimation is essential for budgeting, funding, and
ensuring the financial feasibility of the project.

9. What Are the Key Components of Project Cost Estimating.

The key components include:

o Direct Costs: Expenses directly tied to project activities (e.g., labor, materials).

o Indirect Costs: Overhead and administrative expenses.

o Contingencies: Budget for unforeseen events or risks.

o Resource Costs: Costs for equipment, technology, or external services.

Together, these components help in forming a comprehensive project budget.

10. Describe Any Four Cost Estimating Techniques.

Four common cost estimating techniques are:

o Analogous Estimating: Using historical data from similar projects.

o Parametric Estimating: Applying statistical relationships between historical data and

other variables (e.g., cost per unit).

o Bottom-Up Estimating: Summing the cost estimates of individual work packages to

determine the total cost.

o Three-Point Estimating: Considering optimistic, most likely, and pessimistic

estimates to calculate an expected cost.

11. Differentiate Between Bottom-Up and Top-Down Estimating Techniques.

Bottom-Up Estimating: Involves estimating costs for individual tasks or work packages and
summing them to obtain the total project cost. It is detailed and generally more accurate but
time-consuming.
 Top-Down Estimating: Uses the overall project cost or historical data to allocate costs across
tasks. It is faster and less detailed, making it useful for early-stage estimates but less precise.

12. Differentiate Between CPM & PERT.

CPM (Critical Path Method): Assumes deterministic activity durations and identifies the
longest sequence of activities to determine the minimum project duration.
PERT (Program Evaluation and Review Technique): Uses probabilistic time estimates
(optimistic, most likely, pessimistic) to calculate an expected duration, making it better suited
for projects with uncertain activity times.

13. Explain the Different Methods of Constructing Network Diagram.

Common methods include:

o Activity-on-Arrow (A-O-A): Activities are represented by arrows, with nodes

indicating events or milestones.

o Activity-on-Node (A-O-N): Activities are shown as nodes, and arrows depict the
relationships between them.

o Precedence Diagramming Method (PDM): A flexible technique that can illustrate

different types of dependencies (e.g., finish-to-start, start-to-start).

14. What is Network Analysis? List Its Advantages.

Network analysis is the study of project activities using network diagrams to identify the
critical path, assess scheduling flexibility, and optimize resource allocation. Advantages
include:

o Early identification of potential delays

o Improved scheduling accuracy

o Enhanced ability to manage and reallocate resources as needed

o Greater transparency in task interdependencies.

15. Explain the Three Time Estimates in PERT.

In PERT, the three time estimates are:

o Optimistic Time (to): The minimum time required if everything goes better than
expected.

o Most Likely Time (tm): The best estimate of the time required under normal
conditions.

o Pessimistic Time (tp): The maximum time required if things do not go as planned.
These estimates are used to calculate the expected duration of an activity using the
formula: (to + 4tm + tp) / 6.

16. Explain Gantt Chart. Describe Its Advantages and Limitations.

A Gantt chart is a bar chart that visually represents the project schedule with tasks plotted
along a timeline.
Advantages:

o Simple and easy-to-understand visualization of project progress.

 o Helps track task durations and overlaps.

o Useful for communicating schedule information to stakeholders.

Limitations:

o Does not clearly depict task dependencies.

o Can become cluttered and less effective for complex projects.

17. Explain Project Management Information System. List Its Advantages.

A Project Management Information System (PMIS) is a digital platform that supports
planning, scheduling, resource management, and communication for projects.
Advantages:

o Centralizes project data for easy access and updates.

o Facilitates real-time monitoring and reporting.

o Enhances collaboration among team members.

o Supports decision making with timely and accurate information.

18. Determine the Duration and Expected Mean Time of the PERT Project.
Given the activity data with optimistic (to), most likely (tm), and pessimistic (tp) times, we
calculate the expected time for each activity using:
Expected Time = (to + 4tm + tp) / 6.

o Activity A: (6 + 4×9 + 12) / 6 = 54 / 6 = 9 days

o Activity B: (5 + 4×8 + 17) / 6 = 54 / 6 = 9 days

o Activity C: (4 + 4×7 + 22) / 6 = 54 / 6 = 9 days

o Activity D: (4 + 4×7 + 16) / 6 = 48 / 6 = 8 days

o Activity E: (4 + 4×7 + 10) / 6 = 42 / 6 = 7 days

o Activity F: (2 + 4×5 + 8) / 6 = 30 / 6 = 5 days

o Activity G: (4 + 4×10 + 22) / 6 = 66 / 6 = 11 days

Based on the network dependencies (with A and B as start activities, C following A, D
following B, E following A, F following B, and G following C and D), the longest
(critical) path is:
A → C → G: 9 + 9 + 11 = 29 days.
Thus, the project’s duration is 29 days.

19. Draw A-O-A Network, Identify the Critical Path and the Project Duration.
For the given activity table:

o Activity A: No predecessor; Duration = 2 days

o Activity B: No predecessor; Duration = 5 days

o Activity C: Follows A; Duration = 9 days

o Activity D: Follows B and C; Duration = 4 days

o Activity E: Follows A; Duration = 5 days

o Activity F: Follows D and E; Duration = 7 days

A-O-A Network (Textual Description):
• Start with activities A and B (parallel start).
• Activity C starts after A.
• Activity D follows both B and C (it cannot begin until both are complete).
• Activity E starts after A.
• Activity F starts only when both D and E are completed.
Path Calculations:

o Path 1: A → C → D → F = 2 + 9 + 4 + 7 = 22 days

o Path 2: B → D → F = 5 + 4 + 7 = 16 days

o Path 3: A → E → F = 2 + 5 + 7 = 14 days
The critical path is the longest path, which is A → C → D → F, and the overall project
duration is 22 days.