Managing Projects - Level 2

Question 1

How did you monitor project progress? (DEFRA PM)

Answer 1

Through project trackers and regular reporting cycles.

Question 2

What tools did you use to track performance?

Answer 2

Microsoft project and Excel.

Question 3

How did you identify the cause of repeated late deliverables?

Answer 3

By reviewing the programme after the consultants said they were delayed due to their approvals process and identifying that internal quality assurance time was not included in the programme.

Question 4

Why was the lack of internal quality review time a problem?

Answer 4

Because it created unrealistic issue dates and reduced confidence in the programme, leading to knock-on delays.

Question 5

What action did you take to address this?

Answer 5

I requested consultants build internal reviews into their programmes and align issue dates with formal client submission.

Question 6

How did adjusting issue dates improve programme reliability?

Answer 6

It aligned reported dates with realistic deliverables, reduced false optimism, and allowed dependencies to be managed more accurately.

Question 7

What would you have done if performance did not improve?

Answer 7

I would have escalated formally, reviewed resource allocation, and considered contractual remedies if necessary.

Question 8

How do you balance challenges with maintaining relationships?

Answer 8

By focusing on evidence, being clear about impacts, and framing challenge around project outcomes rather than individual performance.

Question 9

Why is effective document control critical in managing projects? (Reading Accommodation Project)

Answer 9

Because decisions, procurement, and pricing rely on accurate and consistent information. Also client’s data may be at risk if care is not taken.

Question 10

What risks arise if tender information is inconsistent?

Answer 10

It undermined tender fairness and could have led to pricing inconsistencies.

Question 12

How did you identify the SharePoint issue?

Answer 12

Through a document review following RIBA 4 sign-off, where I noticed file dates and versions had changed post-approval.

Question 13

Why was this a risk to a fair and accurate tender?

Answer 13

Because tenderers may price using different issued information, creating inconsistency and potential procurement non-compliance and risk.

Question 14

What steps did you take to resolve the issue?

Answer 14

I raised the issue, requested re-issue of documents, and required an updated document register to reflect the correct information.

Question 15

How did re-issuing the document register protect the client?

Answer 15

It ensured transparency, auditability, and a fair tender process.

Question 16

Who is responsible for document control on a project?

Answer 16

Ultimately the client, delegated to the project manager, with clear responsibilities assigned to the design team.

Question 17

How would you prevent this from happening again?

Answer 17

By locking documents post-sign-off, enforcing version control, and requiring formal approval for any re-issue.