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March 02, 2025 22:59
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Project Management Essentials Cheatsheet
A concise reference guide covering key concepts, processes, and tools in project management, designed to help project managers and team members navigate projects efficiently and effectively.
Project Management Fundamentals
Key Terms
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A temporary endeavor undertaken to create a unique product, service, or result. |
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Project Management |
The application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. |
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Stakeholder |
An individual, group, or organization who may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project. |
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Scope |
The work that needs to be accomplished to deliver a product, service, or result with the specified features and functions. |
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Deliverable |
Any measurable, tangible, verifiable outcome, result, or item that is produced to complete a project or part of a project. |
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Constraint |
A limiting factor that affects the execution of a project, program, portfolio, or process. |
Project Management Process Groups
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Initiating: Defining a new project or a new phase of an existing project by obtaining authorization to start. |
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Planning: Establishing the total scope, defining and refining the objectives, and developing the course of action required to attain those objectives. |
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Executing: Completing the work defined in the project management plan to satisfy the project specifications. |
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Monitoring and Controlling: Tracking, reviewing, and regulating the progress and performance of the project; identifying any areas in which changes to the plan are required; and initiating the corresponding changes. |
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Closing: Finalizing all activities across all of the Project Management Process Groups to formally close the project or phase. |
Knowledge Areas
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Integration Management |
Processes that unify, consolidate, and articulate all the project management processes. |
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Scope Management |
Processes required to ensure that the project includes all the work required, and only the work required, to complete the project successfully. |
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Schedule Management |
Processes required to manage the timely completion of the project. |
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Cost Management |
Processes involved in planning, estimating, budgeting, financing, funding, managing, and controlling costs so that the project can be completed within the approved budget. |
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Risk Management |
Processes concerned with conducting risk management planning, identification, analysis, response planning, and controlling risk on a project. |
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Communications Management |
Processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information. |
Planning Phase Essentials
Work Breakdown Structure (WBS)
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A hierarchical decomposition of the total scope of work to be carried out by the project team to accomplish the project objectives and create the required deliverables. |
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Levels of the WBS:
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Work packages represent the lowest level of the WBS and are the work that needs to be done. |
Creating a Project Schedule
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Define Activities |
Identify the specific actions to produce the project deliverables. |
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Sequence Activities |
Determine the dependencies among activities. |
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Estimate Activity Resources |
Estimate the type and quantities of material, people, equipment, or supplies required to perform each activity. |
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Estimate Activity Durations |
Estimate the number of work periods needed to complete individual activities. |
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Develop Schedule |
Analyze activity sequences, durations, resource requirements, and schedule constraints to create the project schedule. |
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Control Schedule |
Monitor the status of the project schedule, manage changes to the schedule baseline. |
Risk Management Planning
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Risk management involves identifying potential project risks and planning how to mitigate them. |
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Key Steps:
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Risk register: Document containing the results of risk management processes. |
Execution and Monitoring
Effective Communication
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Communication is essential for project success. Ensure clear, concise, and timely information flow. |
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Key Aspects:
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Consider the audience and tailor your message accordingly. |
Change Management
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Identify Change |
Recognize when a change is needed or has occurred. |
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Assess Impact |
Evaluate the effect of the change on project scope, schedule, and cost. |
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Approve/Reject Change |
Based on the impact assessment, decide whether to implement the change. |
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Implement Change |
If approved, execute the necessary modifications to the project plan. |
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Update Documentation |
Record all changes made to the project in relevant documents. |
Performance Measurement
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Tracking project progress against the plan is crucial for identifying deviations and taking corrective actions. |
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Key Metrics:
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Use dashboards and reports to visualize project performance and communicate it to stakeholders. |
Project Closure
Final Deliverables and Acceptance
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Ensure all project deliverables are completed and meet the acceptance criteria defined in the project plan. |
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Obtain formal sign-off from the stakeholders to acknowledge the successful completion of the project. |
Documentation and Archiving
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Project Documentation |
Compile all relevant project documents, including plans, reports, and contracts. |
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Lessons Learned |
Document the successes, challenges, and lessons learned during the project for future reference. |
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Archiving |
Store all project documents in a secure and accessible location for auditing and reference purposes. |
Final Reporting and Communication
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Prepare a final project report summarizing the project’s objectives, outcomes, and performance. |
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Communicate the project’s closure to all stakeholders and thank them for their contributions. |
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Celebrate the project’s success and recognize the efforts of the project team. |