Project Life Cycle and Organization: Phases, Stakeholders, Governance and PMO (Basics) Questions

Question 1

Define project life cycle.

Accepted Answer

A **project life cycle** is the series of phases a project passes through from start to finish.

Question 2

What is a deliverable?

Accepted Answer

A **deliverable** is a tangible output produced by the project.

Question 3

What is a milestone?

Accepted Answer

A **milestone** is a significant checkpoint in time indicating progress.

Question 4

What is project governance?

Accepted Answer

**Project governance** is the framework of roles, decision rights and reporting to control a project.

Question 5

What is PMO?

Accepted Answer

A **PMO** (Project Management Office) standardizes PM practices and supports projects.

Question 6

Name one organization structure.

Accepted Answer

**Matrix organization** (dual reporting).

Question 7

Explain typical phases of a project life cycle.

Accepted Answer

Typical phases: **Initiation** (objectives/charter), **Planning** (scope/schedule/budget plans), **Execution** (perform work), **Monitoring & Control** (track and correct throughout), and **Closure** (handover, lessons learned).

Question 8

Differentiate between deliverables and milestones.

Accepted Answer

**Deliverable** is an output/result (e.g., design document). **Milestone** is a checkpoint (e.g., requirements approved). Deliverable = what is produced; milestone = when a key point is reached.

Question 9

What is a stage-gate (phase review) and why is it used?

Accepted Answer

A **stage-gate** is a review at the end of a phase to decide **go/no-go**, rework, or stop. It is used to control cost/time and prevent continuing weak projects.

Question 10

Explain project governance and mention any three elements.

Accepted Answer

Project governance ensures accountability and alignment. Elements (any three): clear roles/responsibilities, decision authority/approvals, reporting/escalation, change control, risk/quality controls.

Question 11

Differentiate functional, matrix and projectized structures (brief).

Accepted Answer

**Functional**: department-based, PM authority low. **Matrix**: dual reporting to PM + functional manager, PM authority medium. **Projectized**: project-based teams, PM authority high.

Question 12

Explain PMO types (supportive, controlling, directive).

Accepted Answer

**Supportive PMO** provides templates/training (low control). **Controlling PMO** enforces standards and compliance (medium control). **Directive PMO** manages projects directly (high control).

Question 13

Explain project life cycle phases with a flowchart.

Accepted Answer

### **Explain project life cycle phases with a flowchart**

A **project life cycle** is the sequence of phases from start to finish.

Typical phases:
- **Initiation**: define objectives, high-level scope, charter
- **Planning**: scope baseline, schedule, budget, risk and resource plan
- **Execution**: perform the project work and produce deliverables
- **Monitoring & Control**: track progress, manage changes and corrective actions (runs throughout)
- **Closure**: acceptance, handover, lessons learned

```text
Initiation → Planning → Execution → Closure
      ↘ Monitoring & Control ↙ (throughout)
```

Thus phases help manage the project in a controlled and measurable way.

Question 14

Differentiate between deliverables and milestones with a table and examples.

Accepted Answer

### **Differentiate deliverables and milestones (with examples)**

A **deliverable** is a tangible output, while a **milestone** is a key checkpoint in time.

| Item | Meaning | Example |
|---|---|---|
| **Deliverable** | output produced | approved SRS, prototype, module |
| **Milestone** | checkpoint | requirements sign-off, phase complete |

```text
Deliverable = WHAT we produce
Milestone   = WHEN we reach a key point
```

Therefore, milestones track progress, and deliverables show actual results.

Question 15

Explain organization structures and PMO types with a table.

Accepted Answer

### **Explain organization structures and PMO types with a table**

**Organization structures** affect PM authority:
- **Functional**: departments dominate; PM authority is low
- **Matrix**: dual reporting; PM authority medium (weak/balanced/strong)
- **Projectized**: project teams dominate; PM authority high

| Structure | PM authority | Key feature |
|---|---|---|
| Functional | low | functional manager controls resources |
| Matrix | medium | dual reporting |
| Projectized | high | PM controls project resources |

**PMO types**:
- **Supportive** (low control): templates/training
- **Controlling** (medium control): compliance and standards
- **Directive** (high control): manages projects

Thus structure + PMO decide governance support and how projects are managed.

Project Life Cycle and Organization: Phases, Stakeholders, Governance and PMO (Basics)

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