POLI2aula7_exemplo4

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PROJECT MANAGER: 'Thanks for coming to this PIR for the recently completed project 
to incorporate the TB Management Application into the TB office application. Today, 
we have representatives of all of stakeholders here. The project team, the users of the 
application and management. Unfortunately, the IT director who was responsible for 
creating and overseeing the project can't attend. I know it's normal to have the project 
sponsor at this meeting, but she has sent her assistant to be here in her place. 
 
As usual, we've updated the gap analysis, which will show us the difference between 
where we are with the aims of the project and where we should or could be. I can 
confirm that the project is delivering what it was intended to. The new report 
functionalities are working well and real-time statistics can now be generated from all 
applications and databases. The application is performing everything which was 
specified in the original project charter, which defined the purpose and objectives of 
the project. 
 
As you know, the project was completed by the deadline. There were no major 
problems when the project was implemented in the live environment, it was a smooth 
transition between the old system and the new system. But some of the end users did 
report some minor response problems. These were ironed out by the end of the first 
day and there has been no further reports of this type problem. 
 
Sarah carried out a survey among the end users and it had favourable results. The 
survey assessed their opinion about the new changes to the applications. Once they 
knew how to use the new database and report functions, they met their demands and 
saved them a lot of time when generating statistics. They also praised the on-site 
support, saying that they were very helpful. One of the areas identified, where in 
effect we dropped the ball is with training and documentation. It seems that the 
training didn't cover the areas which most of the end users needed. They also 
commented that user documentation was very confusing and was of little benefit. 
 
These issues are currently being addressed by Sally. She'll update me in a couple of 
days with her recommendations. You can find a copy of the survey's findings on the 
desk in front of you. I've already informed the project sponsor of these results and she 
seemed happy. 
 
Although the project has been a great success, there are some lessons which we can 
learn from this, especially with the problems with the training and user documentation. 
I would like to hear you suggestions on how we can avoid making these mistakes in 
future projects. 
 
Now let’s check the meaning of some of them. Did you get them right? 
 
Stakeholder (parte 
interessada) 
It is a person who is involved in an organization 
(internally or externally) and has responsibilities 
towards the carrying out of a project in some way. 
Sponsor (patrocinador) The person who provides funding for the project, 
approves changes and supports the project in the 
company. 
Gap analysis (análise das 
lacunas) 
A report that analyses the performance of a 
project or process. 
End users 
(usuários/consumidores 
finais) 
It refers to the customers who use/consume a 
product, process or service. This is used for both 
internal and external customers. 
 
 
To iron out (resolver, 
corrigir) 
This is an informal way to say 'solve' minor 
problems or difficulties, e.g. 'There was a small 
problem with the design, but that has now been 
ironed out'. 
To assess (avaliar) It is a more professional way to say 'evaluate'. It is 
very common to 'assess' performance, results, 
progress etc... in reviews, surveys, reports etc... 
Demand (necessidade, 
exigência) 
In this context it means 'needs' or 'requirements' 
(both of these words can replace it) that a 
customer/end-user has from a product or service. 
Support (apoio) This is the common name for people whose 
purpose is to help customers/end users, e.g. 
'customer support' or 'IT support'. 
To drop the ball (pisar na 
bola) 
This is an informal expression. It means that 
somebody has made a big mistake or done 
something badly. 
To address (lidar com, 
analisar, abordar) 
In this context it's a very professional way to say 
'to deal with' or 'to look into' an issue or problem. 
Findings (conclusões) It refers to the conclusions which are made after 
something has been examined or investigated (in a 
report, review, survey etc...). The findings also 
include recommendations. 
 
PROJECT OVERVIEW QUIZ 
Below is a definition/description of each of the words/phrases in bold above. Now fill 
in the blanks with one of these words/phrases in bold. Only use each word/phrase 
once. 
1. An expression that means somebody has been done something badly or made a big 
mistake, is ____________________. 
2. The conclusions of a report or survey, are called _________________. 
3. A report that analyses the performance of a project or process is called a 
 _________________ project. 
4. The people who use a product/service are often called ______________________. 
5. The people who are either involved in a project or will be affected by its result/outcome 
are called the _________________. 
6. Another way to say 'deal with' or 'look into’ is ______________________. 
7. Another way to say ’requirements’ is ______________________. 
8. The document which states/sets out the purpose and objects of a project is called a 
 _________. 
9. Another way to say ‘evaluate’ is ______________________. 
10. An expression that means that a minor issue or problem has been resolved is 
 _______________. 
11. A noun that means the change from one state/situation to another is 
____________________. 
12. The senior manager who is ultimately responsible for a project, is called the 
 _______________. 
13. The people who are there to help customers with their questions or problems for 
products/ service are called __________________. 
14. The name of written information which is stored on computer files or on paper is called 
 ______. 
 
 
Address – assess – demands – documentation - dropp the ball - end users – findings - gap 
analysis - iron out - project charter - project sponsor - stakeholders – support - transition 
 
KEY: dropp the ball – findings - gap analysis - end users - stakeholders – address – demands - 
project charter – assess - iron out – transition - project sponsor – support – documentation 
 
 
 
 
ROLE PLAY: Now it’s your turn. Choose one of the following situations and make up a 
dialogue. 
SITUATION 1 – An Initial Project Overview Meeting, in which you will present a project 
to your co-workers so it can be rolled out. (retirar ing de present) 
SITUATION 2 – An Update Meeting in which you will the development of the project. 
(retirar a vírgula entre Meeting e in) 
SITUATION 2 – A Review Meeting in which you will undertake a review of the project 
performance and results. (retirar a vírgula entre Meeting e in)