Work Features Required: Flow Diagrams, Dashboards, and Definition of Done

PMBOK v8 Definition

Cumulative flow diagram: A chart indicating features completed over time, features in other states of development, and those in the backlog.

Dashboard: A set of charts and graphs showing progress or performance against important measures of the project.

Definition of Done (DoD): A checklist of all the criteria required to be met so that a deliverable can be considered ready for customer use. In projects using an adaptive approach, a DoD is a shared understanding of the specific criteria that should be met before a piece of work (e.g., a user story, feature, or increment) is considered complete and ready for release to the next stage or the customer.

Why It Matters for the Exam

These three concepts—cumulative flow diagrams, dashboards, and the Definition of Done—are frequently tested on the PMI exam because they represent critical tools and artifacts for monitoring scope progress, communicating performance, and ensuring quality deliverables. Expect questions in the Monitoring and Controlling domain, particularly on selecting the appropriate visual tool for a given scenario and understanding how the DoD differs from acceptance criteria.

Key Points to Remember (for the exam)

• Cumulative Flow Diagram Purpose: Shows features completed over time, features in other development states, and backlog items—used primarily in adaptive (agile) projects to visualize workflow and identify bottlenecks.

• Dashboard Function: A consolidated view of multiple charts and graphs showing progress or performance against important project measures—used across all project approaches for stakeholder communication.

• Definition of Done (DoD) Essential Nature: A checklist of ALL criteria required—not just some criteria—for a deliverable to be considered ready for customer use.

• DoD in Adaptive Projects: Represents a shared understanding of specific criteria before a user story, feature, or increment is considered complete and ready for release to the next stage or the customer.

• Common Confusion: DoD vs. Acceptance Criteria—DoD is a universal checklist for all deliverables in a project; acceptance criteria are specific to individual user stories or requirements.

• Key Distinction: Work performance reports may contain earned value graphs, trend lines, iteration burndown charts, and risk summaries—and can be presented as dashboards, heat reports, or stoplight charts.

Typical PMI Exam Example

A project manager on an adaptive software development project wants to visualize the team's progress on features across different states (to do, in progress, completed) and identify potential bottlenecks in the workflow. Which tool should the project manager use?

Answer: Cumulative flow diagram, as it specifically shows features completed over time, features in other states of development, and those in the backlog.

PMI Exam Traps

• Trap: Confusing cumulative flow diagrams with burndown charts

  • Reality: Cumulative flow diagrams show multiple states of work simultaneously; burndown charts show remaining work over time only

• Trap: Thinking the DoD is optional or can be changed per deliverable

  • Reality: The DoD is a mandatory checklist of ALL criteria that must be met consistently across the project

• Trap: Treating a dashboard as a detailed analysis tool

  • Reality: Dashboards provide high-level progress/performance snapshots; detailed analysis uses work performance reports

• Trap: Assuming DoD only applies to adaptive (agile) projects

  • Reality: The DoD applies to all projects; adaptive projects emphasize it as a shared understanding for increments

Important PMI Connections

Quick Review Questions

1. What is the primary difference between a cumulative flow diagram and a dashboard in terms of the information they present?

2. In an adaptive project, what does the Definition of Done represent beyond a simple checklist?

3. A project manager needs to communicate overall project performance to stakeholders using multiple measures. Which tool is most appropriate?

4. True or False: The Definition of Done can be modified for different deliverables within the same project.

5. Which type of chart specifically shows features in the backlog, in progress, and completed over time?

PMBOK v8 Reference

Section 2.2 – Scope Performance Domain (Definition of Done) Section 4.5 – Work Performance Reports (Dashboards) Glossary – Cumulative Flow Diagram, Dashboard, Definition of Done