Project Management Final Notes

Chapter 11 and 12: Agile Project Management & Scrum

Feature 🔹 Agile Approach 🔹 Waterfall Approach
Definition Flexible way of working on a project Structured, step-by-step way of working
Work is done in small parts Work is done in fixed stages (planning → design →
Process
(iterations/sprints) development → testing → launch)
Build a little, test it, and improve again and
Working Style Finish one stage completely before moving to the next
again
Changes Changes are welcome anytime Changes are hard after the project starts
Teamwork Teams work closely and communicate often Less frequent communication after planning
Simple “Do it step by step and keep improving
“Finish one step completely before starting the next”
Meaning along the way”
Developing an app by adding features based Building a house step by step (foundation → walls →
Example
on user feedback roof)

🤔 Why Agile Was Created

Before Agile, people used something called Waterfall, which had problems:

❌ Problems with Old Method (Waterfall):

❌ Problem in
📌 What it means (Easy English) 💡 Reason (Why it was a problem)
Waterfall
Projects took a very long time (months/years) Businesses could not wait so long to see
🕒 Took too long
before showing results progress or earn money
🔁 Changing Customers changed their needs during the Work had to be redone again and again →
requirements project wasted time and effort
Companies needed faster solutions to compete
⚡ Slow delivery Final product was delivered very late
in the market
👎 Poor Customers were not involved during Final product often did not match what
communication development customers actually wanted
Wrong planning + no feedback during
💸 High failure rate Many projects failed or went over budget
development caused big losses

👉 Because of these problems, Agile was created in 2001.

📜 Agile Manifesto – 4 Core Values

# Core Value Easy Explanation Reason (Why it is important)

Talking and working with people is more
👥 Individuals & Interactions > Good communication helps solve
1 important than using strict tools or
Processes & Tools problems faster and avoids confusion
following rules
💻 Working Software > A working product is more important than Customers want a useful product, not
2
Comprehensive Documentation writing many documents just papers
🤝 Customer Collaboration > Working with the customer is better than Customers can guide changes so the
3
Contract Negotiation only following a contract final product matches their needs
4 🔄 Responding to Change > Being flexible and changing when needed is Real projects change often, so
# Core Value Easy Explanation Reason (Why it is important)
Following a Plan better than sticking to a fixed plan flexibility gives better results

📘 The 12 Agile Principles

# Principle Easy Explanation

1 Customer satisfaction through early delivery Deliver useful product early to make customers happy
2 Welcome changing requirements Accept changes anytime, even late
3 Deliver working software frequently Give updates regularly (every few weeks)
4 Business & developers work together daily Teams and customers should communicate every day
5 Build around motivated individuals Trust and support your team
6 Face-to-face conversation Direct talking is the best way to communicate
7 Working software = progress Real progress is when the product works
8 Sustainable development pace Work at a steady speed without burnout
9 Technical excellence & good design Good quality work makes everything better
10 Simplicity Do only what is needed, avoid extra work
11 Self-organizing teams Teams should manage their own work
12 Reflect and adjust regularly Always learn and improve from past work

🧩 What is Scrum?
Scrum is a simple way of working in Agile where a team builds a product step by step instead of doing everything at
once.

 Work is divided into small time periods called Sprints

 Each Sprint produces a small working part of the product
 The team improves the product step by step using feedback

👉 Simple meaning:
Scrum means “build a little, check it, improve it, and repeat.”

💡 Real-Life Example
A fintech company is building a mobile banking app:

 Sprint 1 → Login system

 Sprint 2 → Money transfer feature
 Sprint 3 → Transaction history

👉 After every 2 weeks, users get something new and useful.

Scrum – The 3 Key Roles

Role Easy Explanation What they do Why it is needed
- Makes list of work (Product Backlog)-
1. 🎯 Product Person who decides Makes sure the team
Chooses most important features first-
Owner what to build builds the right thing
Explains what customer wants
Makes sure work goes
2. 🔧 Scrum Person who helps the - Runs meetings- Removes problems- Helps
smoothly without
Master team follow Scrum team work better- Guides the team
problems
3. 💻 Development People who build the - Build the software- Test the product- Finish They create the real
 Role Easy Explanation What they do Why it is needed
Team product Sprint work working product

⏳ What is a Sprint?
A Sprint is a short time period (usually 1–4 weeks) where the team completes work.

✅ Simple Example:

In 2 weeks, the team builds:

 Login page

 Password reset

 Email verification

👉 At the end, a working product is delivered.

🔄 The 4 Scrum Ceremonies (Events)

Ceremony When? Who attends? Easy Purpose Why it is important

Decide what work will be It gives clear direction so the

🟢 Sprint Planning Start of Sprint Whole Scrum Team
done in the Sprint team knows exactly what to do

🟡 Daily Standup Every day (15 Development Team + Share progress, plans, Helps the team stay updated
(Daily Scrum) minutes max) Scrum Master and problems and quickly find issues

Show completed work Makes sure the product is

🔵 Sprint Review End of Sprint Team + Stakeholders
and collect feedback going in the right direction

Discuss what went well

🟣 Sprint After Sprint Helps the team improve
Whole Scrum Team and what can be
Retrospective Review performance in next Sprint
improved

💬 Daily Standup – 3 Questions

Question Easy Meaning

What did I complete yesterday? Work finished yesterday

What will I do today? Work planned for today

Are there any blockers? Problems stopping my work

⚠️Important Rule: This meeting is only for

sharing updates, not solving problems.
Problems are solved after the meeting.
📋 Product Backlog
Easy Meaning Explanation

List of all work A complete list of all the work that needs to be done in a project.
Owned by Product Owner

Order Most important items at the top

👉 It is like a master to-do list for the entire

project that is always updated and changed
when needed

👤 User Story
Easy Meaning Explanation

Small feature description A simple sentence describing a feature from the user’s point of view

Format “As a [user], I want [feature], so that [benefit]”

👉 Example: As a student, I want to view my

grades online so that I can track my
performance without going to office

📊 Story Points
Easy Meaning Explanation

Effort measurement A number used to show how difficult or complex a task is

Scale 1, 2, 3, 5, 8, 13, 21

👉 Higher number means more effort,

more complexity, or more uncertainty

👉 Example: Login page = 3 points

(easy), Payment system = 13 points
(hard)

✅ Definition of Done (DoD)

The Definition of Done (DoD) is a simple checklist that tells when a task or feature is completely finished.
It means the work is fully tested, reviewed, and ready to use.
It helps the team make sure everyone agrees on what “done” really means.

👉 Example conditions: code written, tested,

reviewed, approved, and deployed to staging

👉 It ensures everyone agrees on what “done”

really means

📈 Burndown Chart
Easy Meaning Explanation

Progress tracking chart Shows how much work is remaining in the Sprint

X-axis Days of Sprint

Y-axis Remaining work (story points)

👉 If chart goes down smoothly = team is on

track, if it stays high = team is behind
schedule

🔧 Backlog Refinement
Easy Meaning Explanation

Backlog Refinement is the process of regularly reviewing and

improving the task list (Product Backlog).
Improving backlog
The team makes tasks clear, small, and ready for the next Sprint.
It helps in better planning and smooth work.

👉 Activities include: breaking big tasks into small

ones, estimating effort, clarifying requirements,
and removing unnecessary items

👉 It keeps the backlog clean and ready for future

Sprints

Kanban vs Scrum (Simple Comparison)

Aspect 🟢 Scrum (Easy Meaning) 🔵 Kanban (Easy Meaning)
Work Work is done in fixed time periods (sprints). Team Work flows continuously. Tasks are done one by
Style completes a set amount of work in each sprint. one without waiting for a time period.
Has fixed cycles like 1–4 weeks. Work is planned for
Time No fixed time. Work is ongoing and continuous.
that duration.
Has fixed roles like Product Owner, Scrum Master, No strict roles. Team members work more
Roles
Team. flexibly.
Planning Planning is done at the start of each sprint. Planning is done anytime when needed.
Work Uses WIP (Work In Progress) limit to control
Team commits to a fixed amount of work per sprint.
Limit how many tasks are active.
Delivery Work is delivered at the end of the sprint. Work is delivered as soon as it is finished.
Best for new product development with clear Best for support, maintenance, and ongoing
Best For
planning. work.
Metrics Uses Velocity, Burndown Chart to track progress. Uses Cycle Time, Lead Time to measure speed.
📊 Key Agile Metrics:
Metric Easy Meaning (2–3 lines) Example Reason (Why it is used)

It shows how much work a team

completes in one sprint. Team completes 40 story Because it helps plan future sprints
⚡ Velocity
Measured using story points. points in one sprint and set realistic goals
Helps understand team speed.

It shows how much work is left in a

📉 Burndown sprint. Work reduces daily until Because it helps track if the team
Chart The line should go down to zero. sprint ends will finish on time
If not, work is delayed.

Time taken to complete one task.

One task takes 3 days to Because it helps improve speed
⏱ Cycle Time Measured from start to finish.
complete and efficiency
Shows how fast work is done.

🌍 Agile in Real Life (Simple Meaning)

👉 Agile is widely used because it works well:

 Most companies use Agile today

 Teams deliver work faster
 Team members feel more motivated
 Products improve with real customer feedback

👉 Simple idea: Agile helps teams work faster, better, and smarter 👍

🍔 Mini Case Study (Food Delivery App)

📌 Situation
A food delivery app team is working in Sprint 3.
A restaurant asks for a new feature: Live GPS tracking

❗ Problem

 Sprint is already started

 Team already planned tasks
 No time to add new work

✅ Agile Solution
Step Action

1 Product Owner adds GPS feature to Product Backlog

2 Scrum Master protects team from interruption

Step Action

3 Team continues current Sprint work

4 New feature is planned for next Sprint

🎯 Result

 Sprint 3 finishes on time

 No confusion or stress
 New feature is properly planned

💡 Lesson
👉 Agile does not disturb the current sprint for new changes
👉 Changes are added to the next sprint 👍

⭐ Advantages of Agile (with Reasons)

Advantage Easy Explanation Reason (Why it happens)

Work is delivered in small parts every Because work is divided into small Sprints, teams
⚡ Faster delivery
2–4 weeks don’t wait until the end to deliver

🤝 Better customer Customers give feedback regularly, so Because customers are involved in every stage, not
satisfaction product improves only at the end

Problems are found early in small Because testing and reviews happen continuously, not
⚠️Early risk detection
cycles at final stage

Because they see regular progress and small wins in

😊 Team motivation Teams feel happy and motivated
every Sprint

Product quality improves Because testing, feedback, and improvements happen

⭐ Better quality
continuously in every cycle

👉 Simple idea: Agile is fast, flexible, and improves step by step.

⚠️Challenges of Agile (with Reasons)

Challenge Easy Explanation Reason (Why it happens)

Too many new requirements can Because Agile allows changes anytime, so requirements
🔁 Scope creep
overload the team can keep increasing

Traditional companies find Agile hard Because Agile needs teamwork, flexibility, and less
🧠 Cultural change
to adopt strict control

👤 Stakeholder Product Owner must be available all Because Agile depends on continuous feedback and
availability the time quick decisions
 Challenge Easy Explanation Reason (Why it happens)

💰 Fixed price Difficult to manage fixed budget Because Agile changes requirements often, but fixed
contracts projects contracts do not allow changes easily

🏭 Regulated Hard to use Agile in strict industries Because these industries need heavy documentation and
industries like banking or aviation strict approval processes

Chapter 10: Project Quality Management

What is Quality?
Quality means how well a product or service meets customer needs and expectations correctly and consistently.

📌 Easy Explanation

 It means the product works the way the customer wants

 It gives correct and reliable results

 It works the same way every time without errors

📌 Important Idea

Quality does NOT mean expensive or luxury.

A simple product can also have high quality if it works correctly.

📌 Reason

Quality is important because customers only stay happy when the product:

 works correctly

 gives accurate results

 is reliable every time

Importance of Quality Management

Point Easy Explanation Reason

Because checking and standards catch problems

🔧 Reduces errors Fewer mistakes in work
early

😊 Improves customer Customers are happy with good Because product works correctly and meets
satisfaction products expectations

Because good quality makes customers trust the

🏆 Builds reputation Company becomes trusted
company

Because industries have legal and safety

📜 Ensures compliance Follows rules and standards
requirements
👉 Simple meaning: Quality management makes work better, safer, and more trusted.

🏗️Project Quality Management

Project Quality Management has 3 main parts:

1. Quality Planning

2. Quality Assurance (QA)

3. Quality Control (QC)

Easy Activities (What is Reason (Why it is

Part Definition (2–4 lines) Example
Meaning done) important)
Quality Planning means
• Define quality
deciding the quality Decide how University Because it avoids
standards • Set
standards and requirements good the system must: confusion and
📋 Quality performance metrics
before starting the project. product secure login, ensures everyone
Planning (speed, accuracy) •
It defines what “good quality” should be and correct data, understands the
Create procedures •
means and how it will be set clear rules fast loading expected quality
Set acceptance criteria
measured.
QA means making sure the
Checking if Because a good
right process is followed Focus on • Process audits • Code
🛡️Quality developers process reduces
during the project. It focuses HOW work is reviews • Following
Assurance follow coding chances of defects
on improving the process to done to avoid standards • Improving
(QA) rules and proper and improves
prevent errors before they mistakes workflows
process overall quality
happen.
Because even with
QC means checking the final
Focus on • Testing software • Testing login, good processes,
🔍 Quality product after work is done
WHAT is Inspecting outputs • buttons, and errors can still
Control to find and fix mistakes. It
produced and Finding bugs • pages of a occur and must be
(QC) focuses on testing and
fix errors Reporting defects website fixed before
inspection.
delivery

Feature 🛡️Quality Assurance (QA) 🔍 Quality Control (QC) Reason (Why it is different)

QA is the process of making sure

QC is the process of checking QA focuses on process, QC
Meaning the correct way of working is
the final product for mistakes focuses on output
followed

Focus on process (how work is Focus on product (what is Good process reduces errors, but
Focus
done) delivered) final product still needs checking

To prevent defects before they To find and fix defects after Prevention is better than
Goal
happen they happen correction, but both are needed

Reactive (after problems

Nature Proactive (before problems occur) QA works early, QC works later
occur)

Done after development or QA happens while building, QC

Stage in project Done during development process
during testing happens after building

Activities Process audits, reviews, following Testing, inspection, bug QA improves process, QC checks
Feature 🛡️Quality Assurance (QA) 🔍 Quality Control (QC) Reason (Why it is different)

standards, training finding, checking outputs results

One ensures correct development

Example in Checking coding standards, Testing login page, finding
method, other checks working
software proper development steps bugs in app
software

Everyone in the team is Testing team or QC team QA is shared responsibility, QC is

Responsibility
responsible for quality process mainly responsible more specialized

Better process → fewer defects,

Outcome Improves process quality Improves product quality
better product → satisfied users

💰 Cost of Quality (COQ)

Cost of Quality is the total cost spent to ensure good quality and the cost caused when quality is poor.

Reason (Why it is
Type Detailed Easy Meaning Example
important)
Money spent to stop defects Training employees, good Because it is much cheaper to
🛡️Prevention
before they happen by improving system design, setting coding prevent mistakes than to fix
Cost
process and planning early standards, proper planning them later
Money spent to check and test Because it helps detect errors
Software testing, inspections,
🔍 Appraisal Cost the product to find mistakes before customers see the
code reviews, audits
early before release product
Money spent when problems are Because fixing errors after
Bug fixing, rework, customer
❌ Failure Cost found after or during use of the release costs more time,
complaints, system crashes
product money, and effort
Total loss caused by bad quality Because poor quality affects
⚠️Cost of Poor Refunds, reputation damage, loss
products and failures (internal + both company profit and trust
Quality (Overall) of customers, legal problems
external) in the market

📜 Quality Standards is a set of rules or guidelines that a product or service must follow to be considered
good.
Standard Type Easy Meaning Example Reason (Why it is used)

ISO Standards International quality rules ISO 9001, ISO 27001 To ensure global quality and consistency

Compliance Banking laws, hospital Because companies must follow laws and
Legal or industry rules
Requirements safety rules regulations

Industry Best Best working methods used Agile methods, secure Because they improve efficiency and reduce
Practices by experts coding mistakes

Customer
What customers expect Fast system, secure login Because product must satisfy users
Requirements

Quality metrics are numbers or measurements used to check how good a product or process is.
 Metric Easy Meaning Example Reason (Why it is measured)
Number of mistakes or errors in a 5 errors per 1000 lines To check how accurate and error-free the
⚠️Error Rate
system compared to total work of code system is
Total number of bugs or problems 20 bugs in a software To understand how many issues need to
🐞 Defect Count
found in the product system be fixed and overall quality level
How long the system stays
99.9% uptime (almost To ensure the system is reliable and
⏱ System Uptime working without stopping or
always working) available for users
crashing
😊 Customer How happy users are with the 4.5 out of 5 rating in To measure if the product meets user
Satisfaction product or service survey needs and expectations
How fast the system responds to Website loads in 2 To ensure good performance and user
⚡ Response Time
user actions seconds experience

Common Tool:
Tool Easy Meaning Example Reason
A checklist is a list of steps to follow Checklist before
Because it prevents forgetting important
✅ Checklists one by one so nothing is missed. It software release (code,
steps
helps people do work correctly. testing, review)
Testing means checking if the product
Testing login, buttons, Because it finds problems before users
🧪 Testing works properly and has no bugs.
payment system face them
Different cases are tried to find errors.
Audits are detailed checks to see if Checking coding
Because it ensures work is correct and
🔍 Audits rules and standards are followed standards or security
safe
properly. rules
📊 Pareto This method finds the few main causes Most bugs coming Because it helps fix important problems
Analysis that create most problems (80/20 rule). from few parts of code first

80/20 Rule (Pareto Principle)

The 80/20 rule says that 80% of problems come from 20% of the causes.

👉 Simple meaning: A small number of causes create most of the problems.

🧰 The Seven Basic Quality Tools (Ishikawa Tools)

The Seven Basic Quality Tools are simple techniques used to find problems, analyze data, and improve quality
in processes.
They were introduced by Kaoru Ishikawa.

Tool Easy but Detailed Meaning Example Reason (Why it is used)

 🐟 Cause and A diagram used to find the real root Finding why software Because it helps identify
Effect cause of a problem by grouping delivery is late (team the real cause instead of
Diagram possible reasons like people, process, issues, poor planning, guessing or blaming
(Fishbone) machines, and tools system problems) randomly
A simple tool used to collect and record Counting how many bugs Because it helps collect
 📝 Check Sheet data by counting occurrences of occur each day in a accurate and simple data
events or errors system for analysis
 Tool Easy but Detailed Meaning Example Reason (Why it is used)
Because it helps detect
A chart that shows how a process Monitoring system
 📊 Control whether the process is
changes over time and includes upper performance or error rate
Chart stable or going out of
and lower control limits over days
control
Showing how many times Because it helps understand
A graph that shows how data is spread
 📉 Histogram different types of errors patterns, variation, and
or distributed across different values
occur frequency of data
This chart shows the most important Because it helps focus on
 📊 Pareto 80% of bugs come from
problems first using the 80/20 rule. It the most important issues
Chart 20% of code modules
helps focus on few major issues. first for faster improvement
A diagram that shows step-by-step flow User login process in an
Because it helps understand
of a process from start to end. It helps app (enter username →
 🔄 Flowchart the process clearly and find
understand how work flows. It also password → login
delays or bottlenecks
shows where problems may happen. success)
This chart shows how data changes Because it helps detect
Monthly system
over time. It helps see trends and improvements, patterns, or
 📈 Run Chart performance or error
improvements. It is simple and easy to sudden changes in
trend over time
read. performance

⚠️Quality Risk are possible problems that can reduce the quality of a product or service.
Risk Type Easy Meaning Example Reason (Why it is risky)

📄 Poor Requirements are unclear or Customer not clear about Because unclear requirements lead
Requirements incomplete features to wrong product

Bugs not detected before Because defects reach customers

🧪 Weak Testing Not enough testing done
release and cause failure

Suppliers provide poor-quality Low-quality API or Because external issues affect final
🤝 Vendor Issues
inputs hardware product

💬 Poor Team members don’t share Developer misunderstands Because misunderstanding causes
Communication information properly requirement errors and rework

📊 Sources of Quality Risk

Source Easy Meaning Example Reason

⚙️Process Work is done in different ways No standard coding

Because inconsistency creates errors
Variability each time method

Wrong data entry or Because humans can make mistakes

👤 Human Error Mistakes made by people
coding bug easily

External materials or services Broken hardware or bad Because dependency affects system
🚚 Supplier Issues
fail API quality

💻 Technology App crash or server

System or software breaks Because system becomes unreliable
Failure failure
 Source Easy Meaning Example Reason

Because it can cause legal and safety

📜 Compliance Gaps Not following rules or standards Ignoring security laws
problems

🌍 Quality in Agile Projects

Quality in Agile projects means building a good product step by step, with continuous testing and improvement.

Practice Easy Meaning Example Reason

🔁 Continuous Testing is done regularly during Because bugs are found
Testing features in every sprint
Testing development, not at the end early
💬 Frequent Users or customers give feedback Because product matches
Client reviews after each sprint
Feedback often user needs
🔄 Iterative Product improves little by little in Because small changes
Updating features every sprint
Improvement each cycle reduce big problems
🤝 Team Whole team works together for Developers, testers, and Because teamwork
Collaboration quality designers working together improves results

⚖️Agile vs Traditional (Waterfall) Quality

Feature Agile Quality Waterfall Quality

When quality is checked Continuous (every Sprint) At the end of project

Feedback Frequent Rare

Testing Ongoing Final stage

Flexibility High Low

👉 Simple difference:
Agile builds quality step by step, Waterfall checks quality at the end.

💡 Core Principles of Quality in Agile

Principle Easy Meaning Reason

🔁 Quality is continuous Quality is part of every step Because early detection reduces cost and errors

🤝 Customer collaboration Customers give regular feedback Because product matches real needs

🔄 Iterative improvement Product improves every Sprint Because small changes reduce risk

👥 Team responsibility Everyone ensures quality Because shared ownership improves results

Common Quality Mistakes

Mistake Easy Meaning Example Reason (Why it is a problem)
📄 Ignoring Not properly understanding or Building features that Because final product will not
Requirements following what the customer wants customer did not ask for match customer needs
Mistake Easy Meaning Example Reason (Why it is a problem)
Not testing the system properly or Releasing app without Because bugs will reach users
🧪 Weak Testing
skipping tests checking all features and cause failure
Because future teams cannot
📝 No Not writing or maintaining proper No notes about system
understand or maintain the
Documentation records of work design or changes
system
⏳ Unrealistic Giving too short time to complete Trying to build a full app Because rushing leads to
Deadlines complex work in a few days mistakes and poor quality
Completing work too fast without Skipping reviews and Because speed reduces accuracy
🚀 Rushing Projects
proper checks testing to meet deadline and increases errors

Chapter 13: Vendor Management & Procurement

Procurement is the process of buying or getting goods, services, or work from outside suppliers to meet
project or company needs.

Simple Explanation

 Supply Chain = full process of making and delivering a product (from raw material to customer)
 Procurement = one part where we buy materials or services from suppliers

🎯 Why Procurement is Important

Area Easy Meaning (2–3 lines) Reason (Why it is important)
Procurement helps the company buy things at the best
Because saving money helps increase
💰 Cost Control price. It compares suppliers and chooses the most cost-
profit and avoid unnecessary spending
effective option.
🎯 Quality It makes sure the materials or services bought are good Because low-quality items can cause
Assurance quality and meet requirements. problems in the project or product
Timely Procurement ensures that items are delivered on time from Because delays in materials can stop
Delivery suppliers. work and delay the whole project

🔄 The Procurement Lifecycle (Step-by-Step)

The Procurement Lifecycle is the process from identifying a need to completing the purchase and closing the
contract.

Reason (Why it is
Step Easy Meaning (3 lines) Example
important)
Decide what is needed for the project. Company needs 10 Because clear requirements
1️⃣ Requirement
Understand why it is needed. Set time, laptops for new avoid confusion and wrong
Identification
quantity, and quality details. employees purchases
Search for different suppliers. Compare
2️⃣ Vendor Comparing 3 suppliers Because the right vendor
price, quality, and service. Choose the
Selection and selecting one gives better quality and cost
best supplier.
Discuss price and delivery time. Agree on
3️⃣ Contract Agreeing on laptop price Because clear agreements
terms and conditions. Finalize the deal
Negotiation and delivery date prevent future problems
with the supplier.
Track supplier work regularly. Check Checking if laptops
4️⃣ Performance Because it ensures quality and
quality and delivery status. Solve issues if arrive on time and work
Monitoring timely delivery
they occur. properly
 Reason (Why it is
Step Easy Meaning (3 lines) Example
important)
Verify all items are received correctly. Because proper closure
5️⃣ Procurement Receiving laptops and
Make final payment. Close the contract avoids legal and payment
Closure paying supplier
and record details. issues

⚖️Make vs Buy Decision

Make vs Buy is a decision where a company chooses to either build something internally (Make) or purchase it
from outside (Buy).

👉 Simple meaning:
Do we create it ourselves or get it from someone else?

📊 Comparison Table
Type Easy Meaning Advantages Disadvantages

🏗️MAKE Build the product inside the Full control, better security, keep Expensive, needs skills, takes
(Internal) company knowledge inside more time

🛒 BUY Get product/service from Less control, risk of vendor

Faster, cheaper, expert help
(Outsource) external vendor issues, data risk

📊 Key Decision Factors (Very Important)

Factor Easy Meaning Reason

💵 Cost Compare total cost of make vs buy Because cheapest option is not always best long-term

🧠 Expertise Check if team has required skills Because lack of skills can lead to poor quality

⏰ Time Check if work can be done on time Because delays affect project success

🔒 Confidentiality Check data/security risk Because outsourcing may expose sensitive data

📦 Volume One-time or repeated need Because repeated work may be better to build internally

🔄 Flexibility Ability to change or scale Because business needs may change over time

📦 Vendor Selection & RFP / RFQ

📌 What is Vendor Selection?
Vendor selection is the process of choosing the best supplier or company to buy goods or services from.

👉 Simple meaning:
We compare different suppliers and choose the best one for our project

📄 RFP vs RFQ
 RFP (Request for Proposal) = asking vendors to suggest how they will solve a problem

 RFQ (Request for Quotation) = asking vendors to give price for a fixed requirement
📊 Comparison Table
Type Easy Meaning Example Reason (Why it is used)
Used when project is A company wants to build a
Because requirements are not fully
📄 RFP (Request complex and company mobile banking app and asks
clear, so different vendors suggest
for Proposal) needs solutions from vendors to propose how they will
different solutions and approaches
vendors design and develop it
Because the product is already
Used when requirements A company wants to buy 100
💰 RFQ (Request defined, so company only compares
are clear and only price laptops and asks vendors to give
for Quotation) cost and chooses the cheapest or best
comparison is needed price quotes
value

📊 Vendor Evaluation Criteria

Vendor evaluation means comparing suppliers using scores to choose the best one fairly.

There are Other possible criteria (depends on project). Do gpt.

📑 Contract Types
Contracts are formal agreements between a buyer (company) and a vendor (supplier) that define work, price,
time, and responsibilities.

👉 Simple meaning:
A contract is a written deal that explains what will be done, how, and how much it will cost

📊 Types of Contracts
Type Easy Meaning (3 lines) Example Reason (Why it is used)
The total price is decided before work
Because it gives cost certainty
1️⃣ 🏷️Fixed Price starts. It does not change even if effort Building a website for
and is best when requirements
(FP) increases. Vendor takes the risk of extra $10,000 fixed
are clear
cost.
Payment is based on time spent working. Paying developers per Because it is flexible and
2️⃣ Time &
Cost depends on hours and materials used. hour for app useful when requirements are
Material (T&M)
Scope can change during the project. development not fixed
Buyer pays all actual project costs. Vendor Government research
3️⃣ 💰 Cost Because it is used when work
also gets extra fee or profit. Total cost is project with unknown
Reimbursable is uncertain and risky
not fixed at the start. cost
📜 Service Level Agreement (SLA)
An SLA is a written agreement between a client and vendor that defines service quality, performance targets,
and penalties if they are not met.

👉 Simple meaning: A promise about how good and fast a service should be, with rules if it fails.

📊 SLA Terms
Term Easy Meaning Example Reason (Why it is used)
99.9% uptime means the Because users need the system
1. Uptime / How often the system should stay
system almost never goes available all the time for smooth
Availability working without stopping
down work
How quickly the support team Support replies within 2–4 Because fast response helps
2. ⚡ Response Time
replies after a problem is reported hours reduce user waiting and stress
3. 🔧 Resolution How fast the problem is fully fixed Critical issue fixed within Because delays can stop business
Time after it is reported 24 hours operations and cause losses
Monthly report showing Because the client needs to
Regular reports about system
4. 📊 Reporting uptime, errors, and monitor service quality and
performance and service quality
performance performance
Because it ensures the vendor
5. 💸 Penalties / Money deduction or discount if 10% discount if uptime is
takes responsibility and maintains
Service Credits service level is not met below 99.9%
quality
6. ❌ Termination Rule that allows ending the Contract ends after 3 SLA Because poor service should not
Clause contract if service fails repeatedly failures continue for a long time

⚠️Vendor Risks & Ethical Procurement

Vendor risk means possible problems that can happen when working with external suppliers (vendors).
Ethical procurement means buying goods/services in a fair, honest, and transparent way.

👉 Simple meaning:
We must choose vendors carefully and work with them in a fair and safe way

⚠️Vendor Risk Register

A Vendor Risk Register is a list of possible vendor problems, their chances, impact, and how to control them.
📊 Risk Table

⚖️Ethical Procurement Principle

Ethical procurement means doing procurement in a fair, honest, and responsible way.

📊 Principles Table
Principle Easy Meaning Reason

1. 🤝 Transparency & All vendors get equal information and Because fair competition gives the best
Fairness fair chance vendor selection

No personal bias or favoritism in Because unfair decisions can cause legal

2. 🚫 Avoid Favoritism
selection and trust issues

Because it protects trust and legal

3. 🔐 Maintain Confidentiality Do not share vendor data or prices
compliance

4. 📜 Follow Procurement Follow company rules and approval Because it ensures legal and proper
Policy process decision-making

📊 Vendor Performance Monitoring

Vendor performance monitoring means tracking how well the vendor is doing after contract is signed.

📊 Monitoring Methods
Method Easy Meaning Reason

Measure vendor performance using Because it gives clear and objective

1. 📊 KPI Scorecards
numbers results

2. 📅 Performance Reviews Regular meetings to check progress Because issues can be fixed early

3. 🔍 Quality Inspections Check delivered work for quality Because defects must be caught early
Method Easy Meaning Reason

Because unresolved issues can harm

4. ⚠️Issue Resolution Fix problems using proper process
project

📊 KPI Examples

 ⏱ On-time delivery rate

 🐞 Defect rate

 ⚡ Response time

 💰 Budget control

Chapter 14: Project Closure & Lessons Learned

👉 Project Closure is the final step of a project where all work is completed, checked, and officially closed.
It includes approval, payments, releasing team, and saving learnings.

🎯 Why Project Closure Matters

Area Easy Meaning (2–4 lines) Example Reason (Why it is important)
The client checks all the final work
Because without official
carefully and confirms that everything Client tests the system,
 ✅ Formal approval, the project is
is completed as required. It includes confirms all features work,
Acceptanc not considered complete
testing and verifying that all and signs the approval
e and may lead to disputes
requirements are met before giving document
later
approval.
All financial activities are completed,
Because it avoids
 💸 including paying vendors, closing the Company pays final invoice
financial confusion,
Financial project budget, and returning any to supplier and closes the
unpaid bills, or future
Closure unused funds. No pending payments project budget
financial issues
should remain.
All project resources like team
Because resources
members, tools, and systems are Developers and testers
 👥 Resource should be used
released after project completion. Team move to another project
Release efficiently and not kept
members are reassigned to new after completion
idle after project ends
projects.
All important learnings from the project
 📚 Team creates a lessons Because it helps improve
are recorded, including what went well
Knowledge learned document after future projects and avoid
and what did not. This information is
Capture project completion repeating mistakes
saved for future use.

📊 The 5-Step Project Closure Process

Reason (Why it is
Step Easy Meaning (2–3 lines) Example
important)

1️⃣ Verify Check all work is complete and correct. Client checks and Because it ensures work is
Deliverables Match with requirements and get approval. approves final software fully completed
 Reason (Why it is
Step Easy Meaning (2–3 lines) Example
important)

2️⃣ Close End vendor agreements and clear all Paying final amount to Because it avoids legal or
Contracts payments. Ensure no issues are left. supplier payment problems

3️⃣ Release Move team to other projects. Return tools and Developers assigned to Because resources can be
Resources close system access. new project reused efficiently

4️⃣ Archive Save all documents safely. Store contracts and Saving files in company Because records help in
Records reports for future use. system audits and learning

5️⃣ Lessons Review project experience. Write what went Team meeting to discuss Because it improves future
Learned well and improvements. project projects

💡 Lessons Learned: means learning from past projects

Reason (Why it is
Category Easy Meaning (2–3 lines) Example
important)
Things that worked successfully during the Because we should repeat
Project completed on
🏆 What Went Well project. These are positive actions or these good practices in
time and within budget
decisions that helped achieve good results. future projects
Because identifying
⚠️What Didn’t Go Problems, mistakes, or challenges faced Delay in data migration
mistakes helps avoid them
Well during the project. or poor communication
next time
Because improvements
Things that can be done better in the Start testing earlier in
🔁 What to Improve reduce risk and increase
future. Focus on improving weak areas. the project
efficiency
Because it guides better
➡️ Suggestions or advice for future projects Conduct regular team
planning and decision-
Recommendations based on experience. meetings
making

How to Run a Lessons Learned Session

Reason (Why it is
Step Easy Meaning (2–3 lines) Example
important)

Call the correct people like PM, team Project manager invites
1️⃣ Invite the Because the right people give
leads, and stakeholders. Keep group developers and client
right people correct and useful feedback
small (max 10–12). representative

Create a safe environment where no one

Team shares mistakes Because honesty helps find
2️⃣ Set the rules is blamed. Focus on learning, not
openly without fear real problems
blaming people.

Discuss using 4 points: what went well, Because structured

3️⃣ Structured Team lists good
what didn’t, what to improve, and discussion keeps meeting
review performance and delays
recommendations clear and focused

4️⃣ Prioritise & Select most important issues and assign Assign team member to Because action ensures
assign actions tasks to people with deadlines improve testing process improvements actually
 Reason (Why it is
Step Easy Meaning (2–3 lines) Example
important)

happen

5️⃣ Commit to Save and share the document with team Upload report to company Because future projects can
sharing or organization for future use system learn and improve

🤝 Handover & Sign-Off

Reason (Why it is
Item Easy Meaning (2–3 lines) Example
important)
A final document that summarizes Report showing budget
 📋 Closure Because it gives a complete
project performance, including cost, used, timeline, and
Report overview of the project
time, and results. outcomes
 ✍️Client Formal approval from the client that the Client signs document Because it confirms the
Sign-Off project work is completed and accepted. after testing system project is officially finished
Vendor receives final Because it completes all
 🤝 Vendor Final step of closing vendor contracts
payment and contract legal and financial
Closure and completing payments.
ends agreements