A project manager has been assigned to a new project. There is one team member who never says anything during meetings. After meetings, however, the team member
sends detailed emails with very good suggestions that help with project execution. How should the project manager guide the team members?
Correct Answer:
D
= According to the PMBOK Guide, 7th edition, the communications management plan is a component of the project management plan that describes how, when, and by whom information about the project will be shared, stored, and distributed1. It also defines the communication requirements and expectations of the project stakeholders, such as the level of detail, frequency, format, and confidentiality of the information2. Therefore, the project manager should review the communications management plan with the team members, to ensure that they are aware of and follow the agreed communication protocols and methods. This would help to address the issue of the team member who
never speaks during meetings, but sends emails afterwards, which may indicate a preference or a challenge for a different communication mode. The project manager should also encourage the team member to share their valuable suggestions during the meetings, as this would enhance the team collaboration and performance3. References:
✑ 1: PMBOK Guide, 7th edition, Chapter 4: Plan and Manage Communications, p.69
✑ 2: PMBOK Guide, 7th edition, Chapter 4: Plan and Manage Communications, p.70-71
✑ 3: PMBOK Guide, 7th edition, Chapter 2: Lead a Team, p. 29-30
During the initiating phase of a project, a key stakeholder requests frequent changes to the project scope. What should theproject manager do to improvethe stakeholder's engagement?
Correct Answer:
B
The project charter is a document that authorizes the project and defines the high-level scope, objectives, stakeholders, and constraints. It is created during the initiating phase of the project and provides the basis for stakeholder engagement. If a key stakeholder requests frequent changes to the project scope, the project manager should update the project charter accordingly and discuss it with the key stakeholder to ensure alignment and commitment. The other options are not appropriate in the initiating phase, as they involve more detailed planning or execution activities that should be done after the project charter is approved. References: PMBOK Guide, 7th edition, page 30, 34, 80.
A project manager is assigned to a project. There was a lot of conflict regarding the status of the project and compliance with international regulations. During a regular meeting, the sponsor wanted to know how frequently the risks are being reviewed.
Which document project manager should check first?
Correct Answer:
A
= The risk management plan is the document that describes how the project team will manage risks throughout the project life cycle. It includes information such as the risk management processes, roles and responsibilities, risk categories, risk tolerance, risk reporting, and risk review frequency. The project manager should check the risk management plan first to determine how often the risks are being reviewed, as this is part of the risk monitoring and control process. The other documents are outputs of the risk management process, but they do not specify the frequency of risk reviews. References:
= Project Management Professional (PMP) Exam Content Outline, A Guide to the Project Management Body of Knowledge (PMBOK Guide), Sixth Edition, Tried and true methods in managing project risks and issues
A project manager has been assigned to an important project that will help set the future of the company. Meanwhile, the project management office (PMO) is implementing adaptive tools in a mostly predictive environment and has requested that the project manager follow this process as well. However, the functional manager has expressed concerns about the use of new tools on such an important project. What should the project manager do?
Correct Answer:
B
According to the PMBOK® Guide 7th Edition, the project manager should select the project approach that best suits the project context and stakeholder needs. The project manager should also consider the impact of the chosen approach on the project delivery and the organization. Therefore, the project manager should review the adaptive tools’ impact and obtain agreement from the functional manager before implementing them in the project. This would help to address the functional manager’s concerns and ensure alignment with the PMO’s request. Option A is incorrect because it ignores the functional manager’s concerns and may cause resistance or conflict. Option C is incorrect because it disregards the PMO’s request and may miss the opportunity to use adaptive tools that could benefit the project. Option D is incorrect because it assumes that the project manager can make the decision on the project approach without consulting the functional manager or the PMO, which could lead to misalignment or misunderstanding. References: PMBOK® Guide 7th Edition, Chapter 2: Creating a High-Performing Team, Section 2.3: Selecting the Project Approach, p. 37-38.
Halfway through project execution, stakeholders ask for equipment that was expected to be procured. The project manager explains that the equipment was purchased, but differs from what thetakeholders are currently asking for. This is because the initial requirements werechanged during a previousmeeting.
What should the project manager have done to avoid this situation?
Correct Answer:
B
The project manager should have ensured that communications were sent to all stakeholders when requirements change, as this is one of the key processes in the Project Communications Management knowledge area. According to the PMBOK Guide, the project manager should implement the approved actions and workarounds required to manage project risks, which may include changes to the project management plan, project documents, and organizational process assets. The project manager should also monitor and control project work to track, review, and regulate the progress and performance of the project, identify any areas in whichchanges to the plan are required, and initiate the corresponding changes. The project manager should communicate the project status, issues, risks, and changes to the relevant stakeholders, as well as obtain their feedback and input. Ensuring changing stakeholder needs and requests were properly monitored (A) is not enough, as the project manager also needs to communicate the changes to the affected stakeholders. Ensuring project requirements were validated and communicated with the procurement team © is not sufficient, as the project manager also needs to communicate the changes to the other stakeholders, such as the end users, sponsors, and senior management. Ensuring procurement contracts were able to be canceled when situations like this arise (D) is not a proactive or effective way to manage changes, as it may incur additional costs, delays, and conflicts with the vendors. References: PMBOK Guide, 6th edition, pages 368-369, 387-388, 443-444; PMP Examination Content Outline, pages 9-10, 13-14.
