Answers to Review Questions

Chapter 9: Project Management and Control

1. What does project management mean?
Project management means planning, executing, scheduling, and controlling activities to provide
solutions to identified problems.
2. Explain briefly how a project plan provides the consultant with an updated status of the
project.
It provides the consultant with an updated status at any point during the project. To maintain a current
status, the project plan should be updated at least weekly, providing an ongoing comparison of
planned and actual resources and results.
3. Discuss briefly the following important topics to be addressed during the initial or kickoff
meeting:
a. Review of the engagement proposal-The review should concentrate on the objectives, scope and
benefits to be realized from the engagement. In addition, there must be a resolution on exactly
how and when achievements of the benefits will be measured.
b. Discussion of the work objectives- A clear definition of the final product must be formulated so
that everyone will know when the end has reached.
c. Definition of intermediate work results- Once there is agreement on the end of work product, the
meeting should turn to intermediate work results or engagement milestones. Milestones should be
keyed to schedule milestone review points to determine if project is on course with respect to
goals, quality of work, and project schedule.
d. Responsibility assignments and client participation- It includes general assignment of duties for
project planning and management, project task work and review of project progress at milestone
points. Agreement should also be reached on using the clients staff as resources.
e. Project completion date- A tentative and target completion date should be taken up towards the
end of the kickoff meeting
4. What are the key elements or parts of a detailed work plan? Explain each briefly.
a. Task identification and description- It involves identifying each activity required to accomplish
both intermediate and end work results.
b. Task relationship- After identifying projects activities, determine the relationship among tasks.
c. Estimating the work effort and completion time- Estimating involves determining how long,
preferably in terms of work hours, each task will take.
d. Scheduling tasks- Scheduling is the process of taking the task estimate dependencies as well as
the project team assignments and availability and matching them against a calendar to determine
who will perform which tasks, when and where work effort will be completed.
e. Determining review point- One effective approach to immediate work result evaluation is to key
review points
f. Staffing the project- Develop a tentative schedule of needed staff members before any one
persons work schedule and availability can be assessed.
g. Project Costing- The planner must develop a detailed cost estimate of the engagement.
h. Detailed work plan review- This is where the clients expectations come to the surface and the
future success of the engagement can be affected.
5. What are some of the modifications on the detailed work plan after a thorough review is
completed?
Reduction in the scope and objectives of the project including corresponding adjustments in
the work results.
Increase in staff availability by adding members of the clients staff to the project team.
 Breaking up the project into several sub-engagements.
Deferring some of the work until a later time.
6. Discuss briefly the following techniques
a. PERT-CPM- It outlines activities and estimates for completing activities. This method allows the
consultant to chart activities using earliest and latest start and completion dates to predict the
overall project completion date.
b. GANTT CHART- The horizontal axis shows elapsed time required to complete activities and
tasks that are listed vertically. This method is easy to understand.
7. What are the key issues to be addressed in the formulation of documentation policies and
guidelines?
A defined structure for all documentation with sample formats
Timing for preparing, updating, and completing documentation
Procedures outlining instructions for documenting and complying with documentation
policies
Responsibilities for documentation and review at various project stages
8. How should documentation be prepared and reviewed to ensure quality control and
responsibility for the documentation?
Specific procedures, providing instruction to consultants using the suggested format, should
be defined for each type of documentation.
Procedures should identify responsibilities for completing documentation.
Quality control review points should also be established by the project manager at the
beginning of each project.
Documentation checklists may be established by the project manager as a required form to
promote quality control reviews.
9. What are the purposes of working papers?
Work papers are necessary for the following reasons:
They provide historical substantiation of work performed and a basis for developing
conclusions.
They are a consultants source of reference during an engagement.
They serve as support for recommendations once an engagement has been completed.
10. What are the sections in a basic client report format?
Statement of engagement objectives
Background information and activities conducted to analyse the clients business
Findings and conclusions
Recommendations
Benefits of implementing recommendations

Chapter 10
1. What are some of the reasons why consultants have difficulty presenting results of the
engagement?
 Presentations involve hard work
Presenting results involves risks.
Effective communication is not a well-developed skill area for many consultants.
2. What are the two key points that consultant must address before making the presentation?
Explain briefly.
a. Deciding what to say
b. Choosing the method of presentation or How to say it
3. Give some suggestions that the consultant can follow in deciding what to say in the report.
Keep a list of ideas and observations as the project progresses.
Add handwritten summary or highlight points in the margins of flow diagrams and
interview notes, as they are prepared.
Use the Delphi research technique with the other members of the engagement team to
develop a list of important points.
Try to psyche out the client
4. Give at least five (5) factors to be considered by the consultant in choosing the method of
presenting the result of the engagement.
a. Purpose of the engagement
b. Contractual requirements or other commitments the consultant may have made regarding
reports, briefings, demonstrations, etc.
c. Time the consultant has available to prepare
d. Size of the budget of the project
e. Type of presentation that best fits the personality of the client
f. Logistics, that is, whether the presentation must be made to one person, to several people in
different cities, etc.
5. Describe briefly the major sections of a formal written report.
a. Executive Summary- it is the high level synopsis of findings, recommendations, and benefits,
which contains key information for clients who have little time, or interest to read the entire
report
b. Project Background- short history of the project to help the reader understand the assignment
and to place the project in perspective
c. Objectives and Scope- restatement of the purpose and limitations of the engagement
d. Engagement Methodology- description of the techniques and approaches used in carrying out
the engagement.
e. Analysis and Synthesis- description and detailing of the analysis undertaken and the basis for
major findings reached through analysis.
f. Findings and Conclusions- listing of the major conclusions that may also include alternatives
the consultant considered and reasons for reaching the conclusions selected
g. Recommendations- statements aimed at guiding the client toward a course of action that
corresponds to the engagements objectives and to the consultants findings.
h. Expected Benefits- highlights the results that can be achieved by carrying out
recommendations.
i. Implementation Guide- description of specific methods for implementing recommendations,
addressing sequence, timing, resources required, and constraints involved.
j. Appendices- any necessary charts, exhibits, tables, or analyses related to the engagement.
6. When are informal letters and memoranda advisable to use?
These familiar forms of business correspondence are often used with clients who require written
reports but are able to do without formality. They can be an effective means of communicating
status, findings, and recommendations.
7. What does wordsmithing mean?
 Wordsmithing is the art of saying things properly and effectively; it touches on grammar, style,
and construction.
8. Give at least five (5) pointers to enhance the readability of report presentation.
Write short reports if possible
Arrange the material for emphasis
Avoid long, complex paragraphs, and sentences
Avoid jargon, slang, and unnecessary technical terms
Use the active voice and direct, descriptive words, rather than euphemisms.
9. Give and explain briefly 5 major considerations that the consultant should take into account in
making in-person or oral report presentation.
a. Length of time for presentations- How long does the consultant need to get his/her points
across, and how much time is the client willing to make available?
b. Timing- The consultant should try to be presenting at a time when the client is receptive and
unencumbered by other considerations.
c. Size of the audience- Tailor your presentation to the size of the group. If the presentation
needs to be given to a small group, try to schedule several presentations to smaller groups of
a large audience.
d. Composition of the audience- To whom will the consultant be talking? What are their points
of view, their level of knowledge about the subject, their receptivity to what the consultant
will say? Everything about the presentation should be planned with some consideration for
the composition of the audience.
e. Atmosphere- What will the consultant be presenting? At a resort? In an office? In a restaurant
or dining room? Will the atmosphere be casual or formal?
f. Dress- How should the consultant look? Consider that the consultants effectiveness may be
increased by dressing one way for the senior partners of a law firm and another way for a
group of first-line supervisors in a maintenance operation.
10. Give at least five (5) pointers each that should be observed by the consultant before and during an
in-person presentation.
Before a presentation
Arrive early
Check out room, equipment, podium, lights, etc.
Remove distractions such as keys, coins, and pens from your pockets.
Look your best.
Be confident, emphasize positive thoughts.
Arrange for a signal when your time is almost up.
During presentation
Stand Tall
Command your audience
Make eye contact; avoid panning the audience
Speak up, enunciate clearly
Vary your pace
Pause periodically
Move naturally
Watch the audience, and adjust as needed
Finish on time.