B.2 Chapter 2 Review

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1. What happens when a Project Initiation Form (PIF) is submitted to the SPMO?

   Once the PIF has been submitted, the SPMO will enter the data into a project database and make some preliminary reviews against business needs, objectives, and so on. If the request is determined to meet the needs of the business, the SPMO will assign a project code name and an SPMO ID number. Generally, the task of completing the PIF is done by a Project Coordinator working within the SPMO. The Project Coordinator will also generate a Sponsor Formalization Letter (SFL) and arrange a meeting with the Project Sponsor. During this meeting, the sponsor will be required to sign the initiation document in order to approve any future work on the project.

2. What are the key points in a Sponsor Formalization Letter (SFL)?

   Key points in the SFL are statements of commitment from the sponsor such as the following:

   • I will be the representative for the project to peer/upper management.

   • I will appoint a Project Manager to manage the project.

   • I will be the focal point for decisions beyond the Project Manager’s scope of authority.

   • I will approve/disapprove the scope and objectives, including schedule and budget.

   • I will provide strategic direction as well as approve any project changes.

   • I will apply resources to the project as deemed necessary by the Project Manager.

3. Who is responsible for establishing a project Core Team?

   It is the PM’s responsibility, once he or she has been assigned to a project, to coordinate with the SPMO and choose from among many people in the organization those who will be representatives on the Core Team.

4. Describe the role of a Risk Officer.

   The Risk Officer does not have the job of stopping progress, but rather of recording and informing the team of concerns that arise during the scope of the project.

5. Who completes the Project Customization Matrix?

   The Project Customization Matrix is created and reviewed by the Core Team to make inclusion/exclusion decisions about areas that are often overlooked at the beginning of an initiative. It is up to the Core Team members to make such decisions based on their knowledge of the company and what is significant and relevant to business needs.

6. What is the purpose of a User Requirements Document (URD)?

   The URD is intended to document the intent of the system from the user perspective.

7. What is the Project Planning and Documentation Guide (PPDG)? What is it used for?

   The PPDG contains a high-level overview of the contents of each of the documents that make up a company’s Systems Engineering Process (SEP). The information contained in this document can be used as a reference point for the information that can be found in each of the SEP documents.

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