2. What does the Human Resource Plan describe? 3. List three items included in the Staffing Management Plan.

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1 CSC 310 Program Management California State University Dominguez Hills Spring 2017 Instructor: Howard Rosenthal Assignment 3c Chapter 3 What Are The Project Management Process Groups Answer Sheet 1. Who is a member of the Project team? The project team is comprised of the people with assigned roles and responsibilities for completing the project 2. What does the Human Resource Plan describe? The Human Resource Management Plan describes how the roles and responsibilities, reporting relationships, and staffing management will be addressed and structured within a project. 3. List three items included in the Staffing Management Plan. Timetables for staff acquisition and release Identification of training needs Team-building strategies Plans for recognition and rewards programs Compliance considerations Safety issues Impact of the Staffing Management Plan on the organization 4. What are the four motivational theories used in team-building strategies? For each one describes its meaning and features (10 points each) The four theories are: Ø McGregor s Theory of X and Y Douglas McGregor states that (his book The Human side of Enterprise ) people inside an organization can be managed in two ways. The first is which falls under the category negative X and the other one is positive Y. Under the assumptions of theory X: Employees inherently do not like work and whenever possible, will attempt to avoid it. Because employees dislike work, they have to be forced, coerced or threatened with punishment to achieve goals. Employees avoid responsibilities and do not work until formal directions are issued. Most workers place a greater importance on security over all other factors and display little ambition. 1

2 Under the assumptions of theory Y Physical and mental effort at work is as natural as rest or play. People do exercise self-control and self-direction and if they are committed to those goals. Average human beings are willing to take responsibility and exercise imagination, ingenuity and creativity in solving the problems of the organization. People have potential. Ø Maslow s Hierarchy of Needs Maslow saw human needs in the form of a hierarchy, ascending from the lowest to the highest, and he concluded that when one set of needs is satisfied, this kind of need ceases to be a motivator. Needs can be categorized as: Physiological: These are important needs for sustaining the human life. Food, water, warmth, shelter, sleep, medicine and education are the basic physiological needs which fall in the primary list of need satisfaction. Maslow believed that until these needs were satisfied to a degree to maintain life, no other motivating factors can work. Security or Safety: These are the needs to be free of physical danger and of the fear of losing a job, property, food or shelter. It also includes protection against any emotional harm. Social: Since people are social beings, they need to belong and be accepted by others. People try to satisfy their need for affection, acceptance and friendship. Esteem: According to Maslow, once people begin to satisfy their need to belong, they tend to want to be held in esteem both by themselves and by others. This kind of need produces such satisfaction as power, prestige status and selfconfidence. It includes both internal esteem factors like self-respect, autonomy and achievements and external esteem factors such as states, recognition and attention. Self-Actualization: Maslow regards this as the highest need in his hierarchy. It is the drive to become what one is capable of becoming; it includes growth, achieving one s potential and self-fulfillment. It is to maximize one s potential and to accomplish something. Ø David McClelland s Theory of Needs Need for Power People whose need for power is socially oriented are effective leaders and should be allowed to manage others. These people like to organize and influence others. People who have a high need for power are inclined towards influence and control. Power seekers want power either to control other people (for their own goals) or to achieve higher goals (for the greater good). They seek neither recognition nor approval from others, only agreement and compliance Need for Affiliation These people work best when cooperating with others. 2

3 They seek approval rather than recognition. Affiliation seekers look for harmonious relationships with other people. They will thus tend to conform and shy away from standing out. They are driven by love and faith. They like to build a friendly environment around themselves. Social recognition and affiliation with others provides them motivation. Need for Achievement These people should be given projects that are challenging but are reachable. They like recognition They are driven by the challenge of success and the fear of failure. They are analytical in nature and take calculated risks. Such people are motivated to perform when they see at least some chances of success. Achievers seek to excel and appreciate frequent recognition of how well they are doing. They will avoid low risk activities that have no chance of gain. They also will avoid high risks where there is a significant chance of failure. Ø Herzberg s Theory of Hygiene Factors and Motivational Agents Herzberg Distinguishes between hygiene factors and motivational agents. Hygiene Factors Working Conditions Salary Personal Life Relationship at work Security Status Company's policies and administration Job security Poor hygiene factors may destroy motivation, but improving them, under most circumstances, will not improve motivation. They do not lead to higher levels of motivation but dissatisfaction exists without them. Hygiene factors are not sufficient to motivate people. Motivation Factors: What motivates people is the working itself, including such things as: Responsibility Self-Actualization Professional Growth Recognition Preferably, the two approaches, hygiene and motivation, must be carried out simultaneously. Treat people so they obtain a minimum of dissatisfaction. Use people so they achieve, get recognition, grow and advance in their careers. 3

4 Based on Maslow's Hierarchy, Herzberg theorized that the factors that motivate the worker or are likely to satisfy their needs, lead to positive job attitudes. 5. List five tools used in the Develop Project Team process. Interpersonal skills Training Team-building activities Ground rules Colocation Recognition and rewards Personnel assessment tools 6. What is Project Communications Management? Project Communications Management includes the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information 7. List five communications skills. Listening actively and effectively Questioning and probing ideas and situations to ensure better understanding Educating to increase team s knowledge so that they can be more effective; Fact- finding to identify or confirm information Setting and managing expectations Persuading a person, a team, or an organization to perform an action Motivating to provide encouragement or reassurance Coaching to improve performance and achieve desired results Negotiating to achieve mutually acceptable agreements between parties Resolving conflict to prevent disruptive impacts Summarizing, recapping, and identifying the next steps 8. List 4 considerations that need to be taken into account in Project Communications Management. Who needs what information, and who is authorized to access that information What level of information is needed by different people When they will need the information Where the information should be stored What format the information should be stored in How the information can be retrieved 4

5 Whether time zone, language barriers, and cross-cultural considerations need to be taken into account 9. What is a contract? A contract represents a mutually binding agreement that obligates the seller to provide something of value (e.g., specified products, services, or results) and obligates the buyer to provide monetary or other valuable compensation 10. List five tools and techniques used during the Conduct Procurements process. Bidder conference Proposal evaluation techniques Independent estimates Expert judgment Advertising Analytical techniques Procurement negotiations 5