domain knowledge help project managers

Course 6 – Capstone: Applying Project Management in The Real World QUIZ ANSWERS

Week 2: Building Out a Project Plan

Google Project Management: Professional Certificate

Coursera Answers & Study Guide

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TABLE OF CONTENT

Building Out a Project Plan INTRODUCTION

This Google Project Management: Professional Certificate course offered by Coursera can help you build out a project plan. You’ll examine project documentation and analyze key conversations, understanding the tasks and milestones necessary for the successful execution of the project. Additionally, effective communication techniques are taught to allow for more precise time estimation for each task. This knowledge is essential for any project manager as it helps ensure that all objectives can be met on schedule without compromising quality or accuracy.

With this Google certificate, you will have the proper training to create comprehensive plans that are well-organized and easily understood by all relevant stakeholders. Building an organized, accurate project plan is just one of many skills needed to become a proficient project manager – but it’s certainly important!

Learning Objectives

  • Examine project documentation, conduct online research, and analyze key conversations to identify tasks for a project.
  • Document, prioritize, and organize project tasks and milestones in a project plan.
  • Apply different techniques for determining time estimates and add confidence ratings.
  • Recognize effective strategies for negotiating with empathy to develop accurate time estimates.

ACTIVITY: IDENTIFY PROJECT TASKS: ANALYZE PROJECT DOCUMENTS

1. What are some resources you can consult to find tasks to add to a project plan? Select all that apply.

  • Customer surveys
  • Project plans used in the past for similar projects (CORRECT)
  • Relevant work documents, like emails or meeting notes (CORRECT)
  • The project charter (CORRECT)

Correct: These are some of the items you can consult to identify project tasks.

Correct: This is one of the items you can consult to identify project tasks.

2. Which of these tasks might you identify from your Sauce & Spoon menu tablets project charter? Select all that apply.

  • Add a reservation booking feature to the tablets
  • Implement a post-dining survey to assess customer satisfaction (CORRECT)
  • Train management, FOH staff, and BOH staff (CORRECT)
  • Install tablets in the bar areas at the Downtown and North restaurant locations (CORRECT)

Correct: As a core deliverable of the project, this is one of the tasks that might be identified from the project charter.

Correct: As a core deliverable of the project, this is one of the tasks that might be identified from the project charter.

Correct: As a core deliverable of the project, this is one of the tasks that might be identified from the project charter.

3. Which of the following tasks from the historical project plan could be helpful for the tablet project? Select all that apply.

  • Test out reservation systems
  • Create contracts and statements of work for vendors (CORRECT)
  • Generate quotes and review costs (CORRECT)
  • Create a launch day plan: staffing, troubleshooting, etc. (CORRECT)

Correct: The tablet project likely involves working with external vendors, so this is a task you can pull from the historical project plan.

Correct: Generating quotes and reviewing costs ensures that a project stays within budget, so this is a task you can pull from the historical project plan.

Correct: The tablet project needs a launch day plan, so this is a task you can pull from the historical project plan.

4. Which of the following project tasks can you identify from the email exchange about tablet logistics? Select all that apply.

  • Train general managers how to enter payroll
  • Schedule an electrician (CORRECT)
  • Connect the Sauce & Spoon marketing team with Terrific Tablets for branding (CORRECT)
  • Train the staff to update the menu (CORRECT)

Correct: This is one of the tasks you can identify from the email exchange.

ACTIVITY: IDENTIFY PROJECT TASKS: CONDUCT ONLINE RESEARCH

1. How does domain knowledge help project managers with new projects? Select all that apply.

  • Makes them experts in a given industry and types of projects in that industry
  • Means they don’t need to know anything about an industry in order to work in it
  • Provides information about a given industry and types of projects in that industry (CORRECT)
  • Saves time on future projects within that industry (CORRECT)

Correct: This is one of the ways domain knowledge helps project managers.

2. Imagine you come across the following information in your online research:

  • “Our restaurant keeps our devices safe by always locking them up at the end of service, and making sure we keep track of them at all times.”
  • What tasks could you create from this finding that would help with the tablet rollout project? Select all that apply.
  • Upgrade the restaurant’s security system
  • Run tests on the tablet software
  • Enable GPS location services on each tablet (CORRECT)
  • Create a procedure for securing tablets at the end of the night (at the table or in a safe) (CORRECT)

Correct: Enabling GPS services could be part of the tablet configuration process, so this task would help with the project.

Correct: Creating a procedure to secure tablets could be part of the staff training, so this task would help with the project.

3. Imagine you come across the following information in your online research:

“Tablets increase customer confidence that their credit card information won’t be stolen when they understand that transactions take place through a secure portal at the table.” 

What tasks could you create from this finding that would help with the tablet rollout project? Select all that apply.

  • Encourage all customers to use cards even when seated at tables without tablets
  • Partner with a credit card company to offer discounts
  • Include payment security talking points in waitstaff training (CORRECT)
  • Create messaging about payment portal security to display on the tablets (CORRECT)

Correct: Payment security talking points could be part of the staff training, so this task would help with the project.

Correct: Creating messaging about tablet security could be part of the tablet configuration process, so this task would help with the project.

TEST YOUR KNOWLEDGE: IDENTIFYING TASKS

1. As a project manager working on a new project, you need to identify potential tasks for the team. For this project, there are many roles that require specific expertise and many distinct tasks. Additionally, some team members will have similar tasks. You’d like to have the team generate a full list of detailed tasks and get agreement on the tasks and owners. What interaction should you have?

  • Group brainstorm with the team (CORRECT)
  • Leadership check-in with key stakeholders
  • Discussion with experts not on the team
  • One-on-one conversations with team members

Correct: With a group brainstorm, you can get the team to think through tasks together and establish a group consensus. You can also save time by talking with the team at once instead of having one-on-one conversations.

2. As a project manager working on a new project, you need to select a graphic designer on your team to work on a marketing campaign. You’re unsure of each designer’s background and skill set. Which type of interaction would be best to learn more about each teammate’s background and identify potential tasks?

  • Group brainstorm with the team
  • Consultation with experts not on the team
  • One-on-one conversations with team members (CORRECT)
  • Meeting with key stakeholders

Correct: You should have one-on-one conversations with the team members to learn their background and if they can help you better understand how to complete the task.

3. As a project manager working on a new project, you need to identify potential tasks for the team. For a deliverable, you need to create marketing materials, but your team’s primary expertise is product development. Which type of interaction would be best to identify marketing-related tasks?

  • One-on-one conversations with team members
  • Consultation with experts not on the team (CORRECT)
  • Meeting with key stakeholders
  • Group brainstorm with the team

Correct: You may need to consult with other people in your organization who are not on your team. They can provide valuable expertise and help fill in knowledge gaps.

4. As a project manager working on a new project, you need to identify potential tasks for the team. For this project, you plan to get input from the team’s leadership about tasks. Which type of interaction would be best to identify tasks?

  • One-on-one conversations with team members
  • Group brainstorm with the team
  • Meeting with key stakeholders (CORRECT)
  • Consult with experts not on the team

Correct: Stakeholders with high- or medium-level interest or influence in the project are most likely to provide the information you need.

5. As a project manager, you’re going to meet with a stakeholder to discuss potential project tasks. What are two best practices to prepare for the meeting?

  • Wait to gather task information so you can be more open minded during the meeting.
  • Schedule a pre-call before the official meeting.
  • Gather as much task information as possible before the meeting. (CORRECT)
  • Outline clear questions that still need answers. (CORRECT)

Correct: When meeting with a stakeholder, you should have as much information about the project as you can gather. This will help you ask informed questions about the project and its tasks.

Correct: When meeting with a stakeholder, you should prepare clear and well-defined questions about the project and its tasks.You should also gather as much task information as possible before the meeting to help you craft meaningful questions.

TEST YOUR KNOWLEDGE: TIME ESTIMATION

1. What are the benefits of providing accurate time estimates for individual tasks? Select all that apply.

  • They enable you to avoid purchasing expensive project management software.
  • They establish a better sense of the overall project timeline. (CORRECT)
  • They help you accurately track task progress. (CORRECT)
  • They help you predict if a milestone may go over a deadline. (CORRECT)

Correct: By adding up each task’s duration, you get an informed idea of when you and your team will complete the project. Accurate estimates also clarify if a milestone may go over deadline and help to track task progress.

Correct: Knowing tasks’ time estimates allows you to better understand how far along a team is with a particular phase of a project. Accurate estimates also help to establish a better sense of the project timeline and clarify if a milestone may go over deadline.

Correct: If a milestone is likely to go over an important deadline, you can quickly make adjustments to the size of the tasks or team members’ workloads to fit within a required deadline. Accurate estimates also help to establish a better sense of the project timeline and track task progress.

2. As a project manager, you try to get an accurate time estimate for a task by communicating with an expert. After considering their time estimate, you are unsure if it includes all steps of a task, so you ask them to explain each step in detail.

What strategy for getting an accurate time estimate did you choose?

  • Assess the expert’s confidence level in their estimate.
  • Ask the expert how likely they think it is that an assumption might not work out and how it would affect their estimate.
  • Check the expert’s understanding of the task. (CORRECT)
  • Check the expert’s estimates against the actual time spent on similar tasks in previous work.

Correct: You won’t include every detailed step in the project plan, but it may help the expert come to a time estimate by thoroughly explaining each step in a task.

3. As a project manager, you try to get an accurate time estimate for a task by communicating with an expert. After receiving their time estimate, you ask questions like, “What equipment do you suppose you’ll have?” and “How many people do you expect to work on the task?”

What strategy for getting an accurate time estimate did you choose?

  • Assess the expert’s confidence level in their estimate.
  • Ask the expert how likely it is that assumptions they have might not work out and how it would affect their estimate.
  • Check the expert’s estimates against the actual time spent on similar tasks in previous work.
  • Discuss the assumptions the expert may be making when they give an estimate. (CORRECT)

Correct: Asking the expert about their specific assumptions can help uncover areas where they may be misguided in the project.

4. As a project manager, you try to get an accurate time estimate for a task by communicating with an expert. You ask them to think back to a task that resembles the one for this project and describe what was the same, what was different, and if thinking about this previous task changes their estimate.

What strategy for getting an accurate time estimate did you choose?

  • Discuss the assumptions the expert may be making when they give an estimate.
  • Ask the expert how likely they think it is that their assumptions might not work out and how it would affect their estimate.
  • Check the expert’s estimates against the actual time spent on similar tasks. (CORRECT)
  • Check their understanding of the task.

Correct: You can estimate task time by reviewing the time it took an expert to complete a similar task on a previous project.

5. What type of time estimate considers how long it takes to complete a task, plus the time it takes to test the product?

  • Effort estimate
  • Total duration estimate (CORRECT)
  • Timeline estimate
  • Conservative estimate

Correct: There are two types of time estimates: effort estimates and total duration estimates. The main difference between effort estimate and total duration estimate is adding time for factors such as prep, approvals, and testing.

ACTIVITY: IDENTIFY TIME ESTIMATES FOR YOUR PROJECT PLAN

1. Peta spoke with Seydou about how long it would take for the tablets to arrive. What are some risks that might affect the time estimate for shipping and receiving the tablets? Select all that apply.

  • A repair fee to fix broken devices
  • Tablets shipping with outdated software
  • A shipping delay (CORRECT)
  • Broken devices (CORRECT)

Correct: Seydou indicates that a shipping delay of 2-3 days is unlikely, but possible, so it could affect this time estimate.

Correct: Terrific Tablets occasionally ships broken devices, which could affect this time estimate.

2. Peta spoke with Deanna about how long it should take to finalize menu items and coupon values. What are some risks that might affect the time estimate for uploading menu and coupon content? Select all that apply.

  • Waitstaff have not yet been trained to use the tablets
  • Restaurant customers are not interested in coupons
  • Carter’s schedule can be unpredictable (CORRECT)
  • Carter wants to revamp the menu before he finalizes the menu and coupon information (CORRECT)

Correct: It could take Carter a few days to a few weeks to revamp the menu, so this is a risk that might affect this time estimate.

Correct: Depending when Carter finishes the menu revamp, it might affect this time estimate.

3. Peta spoke with Seydou about how long it would take to integrate the tablets with Sauce & Spoon’s POS system. What are some risks that might affect the time estimate around POS integration? Select all that apply.

  • The updated POS software has a yearly licensing fee
  • The waitstaff hasn’t been trained on the tablets yet
  • Sauce & Spoon may not be running version 3.0 of their POS software (CORRECT)
  • Sauce & Spoon may need to update their POS system (CORRECT)

Correct: If the tablets aren’t compatible with the software, it could affect the tablet integration estimate.

Correct: If Sauce & Spoon needs to update their software, it could affect the tablet integration estimate.

4. Based on the tablet shipping estimate transcript, what time estimate is appropriate for the tablet shipping schedule?

  • 5 days
  • 3 days
  • 10 days (CORRECT)
  • 14 days

Correct: Since shipping should take about a week, and a 2-3 day delay is possible, this is a reasonable time estimate.

5. Based on the scheduling software installation transcript, what time estimate is appropriate for the software installation schedule?

  • 5 days
  • 10 days
  • 7 days
  • 3 days (CORRECT)

Correct: The update could take a few days, but the integration should only take a few hours, so this is a reasonable time estimate.

11. Fill in the blank: A _____ is a temporary alliance or partnering of individuals or groups in order to achieve a common purpose or to engage in a joint activity.

  • development team
  • merger
  • stakeholder group
  • coalition (CORRECT)

Correct: An effective coalition includes people with the right mix of influence or power and interest.

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ACTIVITY: ADD CONFIDENCE RATINGS

1. The meeting notes state that training will happen in two phases—one for managers and one for staff. Which of the following three-point time estimates would you choose for fully training the team (including planning, training the managers, and training the staff at each location)?

  • Optimistic: 2 days; Most Likely: 1 day; Pessimistic: 4 days
  • Optimistic: 15 days; Most Likely: 30 days; Pessimistic: 45 days
  • Optimistic: 10 days; Most Likely: 14 days; Pessimistic: 21 days (CORRECT)
  • Optimistic: 20 days; Most Likely: 14 days; Pessimistic: 10 days

Correct: Since the meeting notes mention separate training sessions for managers and staff, this is a reasonable three-point estimate.

2. Which of the following pieces of information should Peta consider when determining the confidence rating for the wiring time estimate? Select all that apply.

  • The team is still waiting for the menu update
  • The team’s level of confidence in the time estimate (CORRECT)
  • The electrician is confident in the amount of time they need to complete the wiring (CORRECT)
  • The restaurant has attempted table wiring at least once before (CORRECT)

Correct: The team’s level of confidence in the estimate should impact the confidence rating.

Correct: The electrician’s opinion should impact the confidence rating.

Correct: The restaurant’s past experience with similar tasks should impact the confidence rating.

3. The meeting notes state that Sauce & Spoon has never integrated tablet software with their POS system before and may need to upgrade the system before starting the integration. What confidence rating is appropriate for the POS system time estimates?

  • High
  • Medium
  • Low (CORRECT)

Correct: Sauce & Spoon has no experience integrating tablet software with their POS system, so the confidence rating should be Low.

4. The meeting notes state that the electrician could complete the wiring for both locations in two business days (or 16 hours). Because the restaurants cannot close for a full day for the upgrade, the team estimates four business days (two half-days at each location) to complete the wiring. Based on this information, what notes could you make to add context for this task in the project plan? Select all that apply.

  • “Find money in the budget for an electrician”
  • “Contact the internet service provider to ensure the network can handle tablet WiFi traffic”
  • “Notify GMs when their locations need to close for wiring” (CORRECT)
  • “Check with electrician on whether mornings or afternoons work better with their schedule” (CORRECT)

Correct: Based on the information, this is a useful note to add to the project plan.

Correct: Based on the information, this is a useful note to add to the project plan.

5. Which documentation can a project manager review to uncover project tasks? Select all that apply.

  • Project schedule
  • Project charter (CORRECT)
  • Emails that relate to the project (CORRECT)
  • Previous project plans (CORRECT)

Correct: To uncover tasks, you can review the goals and deliverables in the project charter and list all the items that have tasks or milestones associated with them. Other helpful documentation for uncovering tasks includes old project plans and emails that relate to the project.

Correct: Relevant emails can help you uncover tasks and identify team members to connect with if you have questions. Other helpful documentation for uncovering tasks includes project charters and old project plans.

Correct: Previous project plans can provide inspiration as you create a list of tasks. They can also help you identify task durations, subject matter experts, and suppliers. Other helpful documentation for uncovering tasks includes project charters and emails that relate to the project.

6. Fill in the blank: _____ refers to knowledge of a specific industry, topic, or activity.

  • Domain knowledge (CORRECT)
  • Project knowledge
  • Milestone knowledge
  • Stakeholder knowledge

Correct: When unfamiliar with a new project’s domain, you may need to analyze supporting documentation to help broaden your knowledge.

7. As a project manager, what steps can you take to identify tasks through conversations with your project team? Select all that apply.

  • Share your list of tasks in collaboration software and hope the team offers insights. 
  • Brainstorm as a group with team members who will likely work on those tasks. (CORRECT)
  • Leverage the expertise of teammates to help fill in the gaps in your list of tasks. (CORRECT)
  • Hold one-on-one conversations with team members to discuss tasks they will be responsible for. (CORRECT)

Correct: One step you can take is to brainstorm with the group. Beyond that, you can hold one-on-one conversations with team members to discuss the tasks they will be responsible for and leverage the expertise of your team members to help fill out your list of tasks

Correct: Experts on your team and in your organization can offer helpful insights. Beyond that, you can hold one-on-one conversations with team members to discuss the tasks they will be responsible for and brainstorm as a group with team members who will likely work on these tasks.

Correct: As a project manager, it can be helpful to hold one-on-one conversations. This can clarify the project tasks each team member will likely be responsible for. Beyond that, you can brainstorm as a group with team members to discuss their tasks and leverage the expertise of team members to help fill out your task list.

8. What is the right level of detail for each item in your list of tasks?

  • Tasks should have the level of detail that is requested by the project’s high-influence stakeholders.
  • Tasks should be detailed enough that your role as a project manager is no longer relevant and the team can manage itself.
  • Tasks should be detailed enough that you are able to check in on progress and identify problems early on. (CORRECT)

Correct: Tasks should be detailed enough that you can monitor progress and identify challenges. It is also important that tasks are not so detailed that you’re endlessly revising your project plan and constantly asking for team updates.

9. Which of the following are techniques to identify milestones? Select all that apply.

  • Identify the easiest tasks and batch them together.
  • Identify tasks that carry a high risk. (CORRECT)
  • Identify points in the project plan where you and your team can evaluate the work completed so far. (CORRECT)
  • Identify tasks that signal the completion of a project phase or major task. (CORRECT)
  • Identify important tasks that your stakeholders have a particular interest in. (CORRECT)

Correct: You may want to identify tasks with high risk, such as a test, as a milestone.

Correct: These types of milestones may be the same as some of your deliverables.

Correct: You may want to consider these tasks as a milestone because they have a major impact on the project’s overall progress.

Correct: To do this, review your notes from previous conversations with stakeholders. Identify tasks that stakeholders were eager to know more about or wanted to review when complete.

10. Which of the following are strategies for getting accurate time estimates from your task experts? Select all that apply.

  • Ask for time estimates after the team completes its work so the expert can consider team performance.
  • Ask for estimates of the substeps and make note of them. (CORRECT)
  • Discuss the assumptions the expert makes when they give you an estimate. (CORRECT)
  • Check their understanding of the task. (CORRECT)
  • Compare the experts’ estimates against the actual time spent on similar tasks in previous work. (CORRECT)

Correct: To get accurate time estimates, you can ask for substep estimates and add them up to affirm total time needed to complete a task. You can also check an expert’s understanding of the task and discuss their assumptions. Finally, you can compare expert estimates against the actual time spent on similar tasks in previous work.

Correct: You can discuss an expert’s assumptions and ask them to consider how likely it might be that these assumptions impact the estimate. You can also check an expert’s understanding of the task and ask for estimates of the task’s substeps. Finally, you can compare expert estimates against the actual time spent on similar tasks in previous work.

Correct: One strategy is to ask an expert to explain all the detailed steps involved in the task to think through the work involved. You can also ask for estimates of task substeps and discuss the expert’s assumptions. Finally, you can compare expert estimates against the actual time spent on similar tasks in previous work.

Correct: Ask the expert to think about a similar project they worked on and describe what was different and what was the same. You can also check an expert’s understanding of the task and ask for estimates of the task’s substeps. Finally, discuss an expert’s assumptions and ask them to consider how likely it is they will impact the estimate.

11. Which three calculations does a project manager use when doing a three-point estimate?

  • Least likely
  • Optimistic (CORRECT)
  • Pessimistic (CORRECT)
  • Most likely (CORRECT)

Correct: Three-point estimating helps to determine the most realistic time estimate for a task. It uses optimistic, most likely, and pessimistic calculations. Together, these offer a clearer sense of what’s possible with each task.

Correct: Three-point estimating helps to determine the most realistic time estimate for a task. It uses optimistic, most likely, and pessimistic calculations. Optimistic and pessimistic calculations are based on the best-case and worst-case scenarios.

Correct: Project managers can use three-point estimating to help determine the most realistic time estimate for a task. The estimate is based on optimistic, most likely, and pessimistic calculations.

12. As a project manager, a team member gives you a time estimate that’s different from what you hoped for. You ask the team member to provide neutral information, such as research findings, to support their estimation. Which time estimation negotiation technique did you use?

  • Focus on interests, not positions.
  • Present mutually beneficial options.
  • Insist on objective criteria. (CORRECT)
  • Say “no” without saying “no.”

Correct: This technique gets the team member to remove any biases in their estimation and rely on objective information.

13. In addition to avoiding distractions, which of the following are ways to bring empathy to conversations? Select all that apply.

  • Observe and frequently remind people of the work they’ve been assigned.
  • Connect with people’s experience. (CORRECT)
  • Recognize buffering. (CORRECT)
  • Listen with curiosity. (CORRECT)
  • Repeat what you think you heard. (CORRECT)
  • Recognize judgments. (CORRECT)

Correct: You can demonstrate empathy by trying to connect with another person’s experience and making it clear that you want to support their work. You should also listen with curiosity and repeat what you think you heard. Finally, you need to recognize your own judgments and ask about time buffers.

Correct: A helpful way to practice empathy is to recognize buffering and encourage team members to open up about any extra buffer time they add to estimates. You should also listen with curiosity, repeat what you think you heard, and connect with the experience of the person you’re talking with. Finally, it is important to recognize your own judgments.

Correct: You should listen with curiosity and ask questions to demonstrate your interest in what people have to say. You can also repeat what you think you heard and connect with the experience of the person you’re talking with. Finally, you should try to recognize your own judgments and ask about time buffers when discussing estimates.

Correct: To encourage empathy, you can restate the message of the person you are talking to in your own words. You can also listen with curiosity and connect with the experience of your team members. Finally, you should try to recognize your own judgments and ask about time buffers.

Correct: One approach to embracing empathy is to recognize your judgements and try to put yourself in the other person’s position. You should also listen with curiosity, repeat what you think you heard, and connect with the experience of the person you’re talking with. You also need to ask about time buffers.

Building Out a Project Plan CONCLUSION

You have now completed the first step in developing a project plan: identifying tasks and milestones. With the Google Project Management: Professional Certificate course offered by Coursera, you can gain the knowledge and skills to make accurate time estimates for each task while demonstrating effective communication techniques throughout. Building out a project plan is essential in successful project management, so take advantage of this opportunity to ensure your plans are organized and understood!

In the next course, you will start putting together your project schedule by allocating resources and estimating task duration. By the end of this specialization, you will be able to create complete, professional-looking project plans that incorporate realistic time estimates and can be used to manage projects effectively. So don’t wait any longer; enroll now at Coursera.org

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