Information Management

Question 1

what are 4 characteristics to be considered regarding information quality

Answer 1

1. accuracy - data needs to be sufficiently accurate for its intended use and will give project team credibility
2. relevance - information must be relevant to users needs. expected response will determine detail required
3. timeliness - information must be up to date and available as/when required. essential for stakeholders decisions
4. completeness - can be misinterpreted if partial data provided. level of detail to make decision must be considered

Question 2

what 6 components are part of the information management system

Answer 2

1. collection - how project information is going to be acquired i.e. source, medium
2. analysis - checking that information is correct and relevant
3. storage - determining how information will be stored (medium, access control, version control)
4. dissemination - how information is to be distributed to stakeholders
5. archiving - procedures for archiving inactive information whilst keeping it accessible
6. destruction - procedures for defining when and how archive data can be legally destroyed

Question 3

what are 5 components for a document management system

Answer 3

1. it should cater for every type of document and record
2. it should list all documents and state where they are stored and media type
3. it should maintain version control
4. it should facilitate easy retrieval
5. it should support access controls

Question 4

what are the 3 main information distribution methods

Answer 4

Interactive

• multi-direction exchange of information
• quickly establishes common understanding
• meetings, conf calls

Push

• sent to specific stakeholders who need to know information
• has info been received and understood
• emails, voicemails, letters

Pull

• used for large amounts of information
• users access information at own convenience
• intranet, e-learning, project database

Question 5

what are 5 types of project report

Answer 5

1. progress - Gantt chart, status report
2. quality - quality register, checklist
3. risk - risk register, checklist
4. finance - budget report, ned value forecast
5. review / audit - stage gate report, project evaluation report

Question 6

what are the 2 main categories of project reporting

Answer 6

1. variance analysis - backward look at causes of difference between baseline targets and actual performance may be good or bad
2. forecasting - prediction of future performance based on actual performance to date. use of earned value to predict new end date or completion cost

Question 7

what 3 methods can be used for project reporting

Answer 7

1. time based - daily, weekly, monthly. status reports
2. event based - created at agreed point in project lifecycle. stage-gate reports.
3. ad-hoc - created as/when required or on request. exception report