Preparing for the Project Management Professional Certification Exam_8 pot

9618$$ $CH9 09-06-02 15:00:01 PS 214 Preparing for the Project Management Professional Certification Exam of Meeting Planners International. These are the people that plan conven- tions and conferences in places all over the world. As it turned out, this group had a great deal of interest in project management. What better places to practice project management than conventions and conferences? They have critical schedules, limited budgets, and high visibility. The convention planner has the opportunity either to upset the plans of thousands of people and lose millions of dollars for an organization or to make thousands of people feel that their time and money were well spent. To accomplish these things we need to have good communication skills and good judgment. Task 3 ‘‘Enhance individual competence by increasing and applying professional knowledge to improve services.’’ This area of professional responsibility involves understanding your personal strengths and weaknesses. For this you will need to have a good knowledge of yourself and make a plan to improve yourself. A project man- ager has the responsibility to improve his or her competencies. To do this you must also have knowledge of methods of personal evaluation. As in modern quality management, it is not the large improvements to our knowl- edge that are so important, but it is the small increases in our knowledge and capability over the years that will truly improve our value to ourselves and others. A project manager should do a self-assessment periodically and develop a plan to reach goals for self-improvement and professional competence. Task 4 ‘‘Balance stakeholders’ interests by recommending approaches that strive for fair resolution in order to satisfy competing needs and objectives.’’ In the development of any project one of the most important things that we must do is to accomplish the scope of the project. We have a profes- sional responsibility to make sure that each of the agreed upon stakeholders’ needs is met by the completion of the project. We must also take the respon- sibility of making the stakeholder aware that there may be better and less expensive ways of solving the same problem than the way that the stake- holder has suggested. It is an important responsibility of the project manager 9618$$ $CH9 09-06-02 15:00:03 PS 215 Professional Responsibility and the project team to consider all reasonable alternatives as possible solu- tions to project problems or as possible ways of achieving project goals. To be able to do this properly we must be aware of the stakeholders’ business and interests. In chapter 5, Risk Management, we discussed stake- holder tolerance. This is the level of risk that the stakeholder is willing to take in the project. It is important that the project manager be able to assess the risk tolerance of the stakeholder so that the proper risk management plan can be worked out. The stakeholder must be considered in many other areas of the project development as well as in risk management. The project manager and the project team probably know more about the current technology that the project will use. The project team then has a responsibility to keep stakehold- ers informed about changes in technology that may affect the project, even if there are delays and changes in budget are necessary to use the new tech- nology. In all projects there will be conflicts that arise between participants. In the world of changing needs and expectations, conflicts will need to be re- solved. Knowledge of the conflict resolution techniques, discussed in chapter 4, is also the responsibility of the project manager. Negotiating and commu- nications skills serve the project manager well in this area. Task 5 ‘‘Interact with team and stakeholders in a professional and cooperative man- ner by respecting personal, ethnic, and cultural differences in order to ensure a collaborative project management environment.’’ The project manager needs to ensure that the project team functions without prejudice. Today, many companies and projects are international in nature. Not many companies can afford to run their business without con- cern for foreign competition and customers. For example, software develop- ment contracts are now negotiated in different countries, and the Internet is making us all into one community. We must be very watchful that we consider the cultural and ethnic differences of our project team and our customers as well. To do this we have to have a thorough knowledge of communications and make a sincere effort to understand the norms of our team and stakeholders. This involves choosing the appropriate communication channels and considering all of the filters and inhibitors that are involved. 9618$$ $CH9 09-06-02 15:00:04 PS 216 Preparing for the Project Management Professional Certification Exam It is easy to make mistakes and appear to be uncooperative. A responsi- ble project manager must be able to exercise self-control in situations that involve people with different ethnic and cultural backgrounds. I teach proj- ect management around the world, and there have been many times when it has been necessary to forget the practices that I’m used to and adjust my sensibilities and feelings to the surroundings rather than try to make the surroundings conform to my feelings. Communications with people who speak other languages is always going to present problems, but if you take the time to learn how to say good morning, please, and thank you, you will go far in developing good relations. The technique of speaking louder to someone who does not speak English is not going to improve understanding. Code of Professional Conduct It is essential that a project management professional conduct his or her work in an ethical and legal manner. Without this, team members, customers, colleagues, employees, and stakeholders will have no confidence in a project manager’s ability to report on progress or any other aspect of the project. Trust is an element that must be present for any project to succeed. PMI has instituted the Project Management Code of Professional Con- duct in order to encourage self-discipline in the profession. Project managers are required to report violations of the PMI Code of Professional Conduct. This has the effect of maintaining standards of conduct. All certified project management professionals agree to support the Code. A project management professional is required by the Code to provide truthful representation of his or her business in any advertising or public statements regarding cost of services, description of services, and expected results. He or she has a responsibility to satisfy the scope of the project as agreed upon unless the customer initiates changes. All sensitive information must remain confidential when it is obtained while carrying out professional activities. The project management professional must also ensure that there are no conflicts of interest that may interfere with his or her judgment. This includes offering or accepting gifts for personal gain unless they are in con- formance with the laws and customs of the country in which they take place. In managing a project, a project manager takes on the responsibility of providing qualified professional service. No project manager should take on 9618$$ $CH9 09-06-02 15:00:05 PS 217 Professional Responsibility a project for which he or she is not qualified. The project manager is required to maintain his or her level of professional skills to serve as project manager for the types of projects that are being managed. Project managers provide leadership to ensure that the maximum amount of productivity is achieved. Quality, cost, and time objectives are to be met as agreed upon. A project manager must ensure that the workplace is safe, and that all people working in the area that is the project’s responsibility are protected from danger. Suitable working conditions must be maintained for the proj- ect team and any others in the area of the project’s activity. CHAPTER 10 What Is the PMP Exam Like? T he Project Management Institute (PMI) has constantly improved the PMP examination since it was first given and will continue to improve the exam as time goes on. April 2002 was significant because of the culmination of several factors that have had an influence on the PMP exami- nation. The Project Management Professional (PMP) Role Delineation Study was begun in 1999 to help define the roles and responsibilities of project management professionals. From this knowledge, an examination could be designed that would truly test the prospective candidates and prove that the candidates for certification could indeed competently practice the profession of project manager. A good and content-valid examination for project man- agement professionals cannot be developed unless the roles of project manag- ers and how they are practiced are clearly understood. In order to accomplish this, PMI hired a company experienced in these things, Columbia Assessment Services (CAS). The initial development and evaluation was completed by a panel of thirteen members considered to be subject matter experts in the field of project management. These members represented a variety of fields of practice, industries, geographic locations, and, of course, both genders. This panel determined that there would be six project management domains: • Initiating • Planning • Executing • Controlling 218 9618$$ CH10 09-06-02 15:00:05 PS 219What Is the PMP Exam Like? Table 10-1. Evaluation of domains. Domain Percent of Test Number of Questions Initiating 8.5% 17 Planning 23.5% 47 Executing 23.5% 47 Controlling 23% 46 Closing 7% 14 Professional responsibility 14.5% 29 • Closing • Professional Responsibility From each of the domains, a number of tasks were created, and for each of these tasks, the knowledge and skills required were determined. Once this was done project managers were surveyed from various age groups, edu- cation levels, industries, regions of the world, levels of experience, and earn- ing levels. In the survey, the managers were asked to evaluate the importance of the six domains on a scale of 1 to 5. The domains were evaluated according to importance, criticality, and frequency of use. The survey results were then used to determine the number of questions in each of the domain areas that would be in the examination. The results are shown in table 10-1. Domain 1: Initiating the Project Initiating has ten tasks associated with it. The PMP exam will have seventeen questions from domain 1. Tasks: 1. Two questions. ‘‘Determine project goals by identifying and work- ing with project stakeholders in order to meet their requirements, specifications and/or expectations.’’ 2. Two questions. ‘‘Determine product or service deliverables by re- viewing or generating the scope of work, requirements, and/or specifications to meet the stakeholder expectations.’’ 3. One question. ‘‘Determine project management process outputs 9618$$ CH10 09-06-02 15:00:06 PS 220 Preparing for the Project Management Professional Certification Exam by applying appropriate practices, tools, and methodologies to en- sure required product/service delivery.’’ 4. One question. ‘‘Document project constraints through coordina- tion with stakeholders and review of policies and procedures to ensure compliance.’’ 5. Two questions. ‘‘Document assumptions by determining informa- tion that must be validated or situations to be controlled during the project in order to facilitate the project planning process.’’ 6. One question. ‘‘Define the project strategy by evaluating alterna- tive approaches to meet stakeholder requirements, specifications, and/or expectations.’’ 7. Two questions. ‘‘Identify performance criteria by referring to prod- uct/service specifications and process standards in order to ensure and/or support the quality assurance effort.’’ 8. Two questions. ‘‘Determine key resource requirements by referring to deliverables in order to support planning and decision-making.’’ 9. Two questions. ‘‘Define an appropriate project budget and sched- ule by determining time and cost estimates in order to support decision-making.’’ 10. Two questions. ‘‘Provide comprehensive information by producing a formal document to obtain an approval decision from the stake- holders.’’ Domain 2: Planning the Project Planning has seven tasks associated with it. The PMP exam will have forty- seven questions from domain 2. Tasks: 1. Eight questions. ‘‘Refine project requirements, assumptions, and constraints through communication with stakeholders and/or by reviewing project documents to baseline the scope of work and enable development of the execution plan.’’ 2. Seven questions. ‘‘Create the Work Breakdown Structure using the scope of work, other project documents, and decomposition tech- niques to facilitate detailed project planning and the executing, controlling, and closing process.’’ 9618$$ CH10 09-06-02 15:00:06 PS 221 What Is the PMP Exam Like? 3. Six questions. ‘‘Develop the resource management plan (Human Resources, Procurement, etc.) by identifying resource requirements and obtaining commitments from internal, external, and procured sources to complete all project activities.’’ 4. Six questions. ‘‘Refine project time and cost estimates by applying estimating tools and techniques to all WBS tasks in order to deter- mine project baseline, schedule, and budget.’’ 5. Six questions. ‘‘Establish project controls by defining the required correct processes, measures and controls to manage project change, communications, procurement, risk, quality, and human resources to facilitate project executing and controlling processes, and to en- sure compliance with generally accepted industry standards.’’ 6. Seven questions. ‘‘Develop a formal and comprehensive project plan by integrating and documenting project deliverables, accep- tance criteria, processes, procedures, risks and tasks to facilitate project executing, controlling and closing processes.’’ 7. Seven questions. ‘‘Obtain project plan approval by reviewing the plan with the client and other required stakeholders to confirm project baselines prior to proceeding with project executing proc- esses.’’ Domain 3: Executing the Project Executing has five tasks associated with it. The PMP exam will have forty- seven questions from domain 3. Tasks: 1. Ten questions. ‘‘Commit project resources in accordance with the project plan to ensure that all activities are performed.’’ 2. Nine questions. ‘‘Implement the project plan by authorizing the execution of project activities and tasks to produce project delivera- bles.’’ 3. Eleven questions. ‘‘Manage project progress by ensuring that activ- ities are executed as planned in order to achieve the project objec- tives.’’ 4. Nine questions. ‘‘Communicate project progress by producing 9618$$ CH10 09-06-02 15:00:06 PS TEAMFLY Team-Fly ® 222 Preparing for the Project Management Professional Certification Exam project reports to provide timely and accurate project status and decision support information to stakeholders.’’ 5. Eight questions. ‘‘Implement quality assurance procedures by per- forming project control activities to meet project objectives.’’ Domain 4: Controlling the Project Controlling has eight tasks associated with it. The PMP exam will have forty-six questions from domain 4. Tasks: 1. Seven questions. ‘‘Measure project performance continually by comparing results to the baseline in order to identify project trends and variances.’’ 2. Four questions. ‘‘Refine control limits on performance measures by applying established policy in order to identify needs for corrective action.’’ 3. Seven questions. ‘‘Take timely corrective action by addressing the root causes in the problem areas in order to eliminate or minimize negative impact.’’ 4. Five questions. ‘‘Evaluate the effectiveness of the corrective actions by measuring the subsequent performance in order to determine the need for further actions.’’ 5. Seven questions. ‘‘Ensure compliance with the change manage- ment plan by monitoring response to change initiatives in order to manage scope.’’ 6. Four questions. ‘‘Reassess project control plans by scheduling peri- odic reviews in order to ensure their effectiveness and currency.’’ 7. Six questions. ‘‘Respond to risk event triggers in accordance with the risk management plan in order to properly manage project outcomes.’’ 8. Six questions. ‘‘Monitor project activity by performing periodic inspections to ensure that authorized approaches and processes are followed or to identify the need for corrective action.’’ Domain 5: Closing the Project Closing has five tasks associated with it. The PMP exam will have fourteen questions from domain 5. 9618$$ CH10 09-06-02 15:00:07 PS 223 What Is the PMP Exam Like? Tasks: 1. Four questions. ‘‘Obtain final acceptance of deliverables by obtain- ing formal approval from appropriate stakeholders to achieve closeout.’’ 2. Two questions. ‘‘Document lessons learned by surveying project team members and other relevant stakeholders to use for the bene- fit of future projects.’’ 3. Three questions. ‘‘Facilitate administrative and financial closure in accordance with the project plan in order to comply with organiza- tion and stakeholder requirements.’’ 4. Three questions. ‘‘Preserve essential project records and required tools by archiving them for future use to adhere to legal and other requirements.’’ 5. Two questions. ‘‘Release project resources by following appropriate organizational procedures in order to optimize resource utiliza- tion.’’ Domain 6: Professional Responsibility Professional responsibility has five tasks associated with it. The PMP exam will have twenty-nine questions from domain 6. Tasks: 1. Eight questions. ‘‘Ensure individual integrity and professionalism by adhering to legal requirements and ethical standards in order to protect community and all stakeholders.’’ 2. Three questions. ‘‘Contributing to the project management knowl- edge base by sharing lessons learned, best practices, research, etc. within appropriate communities in order to improve the quality of project management services, build capabilities of colleagues, and advance the profession.’’ 3. Five questions. ‘‘Enhance individual competence by increasing and applying knowledge to improve services.’’ 4. Five questions. ‘‘Balance stakeholders’ interests by recommending approaches that strive for fair resolution in order to satisfy compet- ing needs and objectives.’’ [...]... recognizes the existence of the project is called: a b c d The statement of work The project assignment The project charter The product description Scope Management 239 18 A project manager is reviewing the work breakdown structure for her project The WBS for the project represents: a b c d All the tangible items that must be delivered to the client All the work that must be completed for the project The. .. Project Set of project objectives Program 24 The document that is proof of upper management s commitment to the project and gives the authority to manage the project to the project manager is called: a b c d The project plan The project goals and objectives The project charter The project definition 25 A project manager works in a company favoring the weakest authority for the project manager The type of... is reviewing the scope of the project and the scope baseline of the project This includes which of the following? a b c d The original project schedule, budget, and scope The original project description and the project charter The original scope of the project plus or minus any scope changes The current budget of the project 17 A project manager has just become the manager of a project The docu­ ment... be performed by the project team All the activities of the project 19 A manager that manages a group of related projects is called a: a b c d Project manager Project expediter Program coordinator Program manager 20 A new project has begun The project charter has been written and the project manager has been assigned The project manager is preparing the work breakdown structure for the project The WBS... typically used for: a b c d Explaining the scope of the project relevant to the client The basis for organizing and defining the total scope of the project Showing the resource conflicts that exist in the project The logical relationship between tasks in the project 21 During the life of a project, the project will go through several phases— initiating, planning, execution, and closeout Which phase of the proj­... package 242 Preparing for the Project Management Professional Certification Exam 30 A project manager is managing a project that has reached the end of the planning phase The work scope has been agreed to and definitive cost estimates have been completed for the project The total estimated cost of the project is $100,000 It is reasonable to expect that the project will not cost over which of the following... answer Taking the Exam The first thing you must do is get a good night’s sleep the night before the exam Don’t eat a lot of sugar the morning of the exam Eat a good breakfast Try to do things in the way that you do them every day If you are used to drinking coffee, then do not deprive yourself on the day of the exam 226 Preparing for the Project Management Professional Certification Exam Get there in plenty... about the style and form of the questions, and this is something you need to know Using the questions as the principle way of preparing for the exam is a serious mistake and will generally earn you a failing grade 228 Preparing for the Project Management Professional Certification Exam The Application for PMP Certification I will not go into all six pages of the application form Most of it is straight­ forward... holds the project manager to be the weakest is: a b c d Projectized organization Strong matrix organization Weak matrix organization Balanced matrix 26 A project manager has been asked by the client to meet the promise date of the project The project manager analyzes the schedule before promising a date to the customer The project manager uses the pro­ gram evaluation and review technique to evaluate the. .. $175,000 31 The change management plan should be included in which of the fol­ lowing? Scope management plan Communications management plan Configuration management plan Quality management plan AM FL Y a b c d TE 32 A project team has made up the work breakdown structure for a project Senior management for the company and all of the stakeholders includ­ ing the client have approved the WBS The client . drinking coffee, then do not deprive yourself on the day of the exam. 96 18$ $ CH10 09-06-02 15:00: 08 PS 226 Preparing for the Project Management Professional Certification Exam Get there in plenty. for the proj- ect team and any others in the area of the project s activity. CHAPTER 10 What Is the PMP Exam Like? T he Project Management Institute (PMI) has constantly improved the PMP examination. for remembering formulae and such if you are having trouble memorizing is to bring the formulae to the exam written on a card. Before the exam, look over the card and leave it outside the examination