How to answer questions that seem to have multiple correct answers?
What are the PM Terminology that is specific to the PMI?
What to assume regarding PMP question?
What the constraints of the PMP Exam?
PMP Exam Overview - Day 0
Course Introductions:
Target Audience
New Professionals
Executives
Team Members
Team Leaders
Project Leaders
Project Mangers
Directors
Course Introduction:
Course Delivery Strategy (Exam Centric)
Define Concepts
Use tools and techniques
Real time PMP Exam questions
After hours PMP Exam questions Homework
Discuss, review PMP exam question Homework
PMP Exam Introduction:
Project Management Institute (PMI)
Sets Professional standards for the project management profession
International US based not-for-profit educational association
Over 200,000 Members worldwide
Group of project managers and educators from a variety of industries that share
project management experiences, applications and concepts
Value of PMP:
International recognition
Acknowledged as the credential choice for countless number of organizations and companies
Industry neutral (IT, Teco, Construction. HealthCare, Government, Engineering, Medicine & Aerospace etc)
Many corporations are requiring PMP Certification as a per requisite
Worldwide, 10,000 PMP holders in year 2000 --> 50,000 PMP holders Currently
PMP Exam Introduction:
PMP Exam is designed to test real Project Management Experience and Knowledge
Areas defined in PMBOK Guide
Just PM experience or mugging up PMBOK guide is not Sufficinet.
The questions are randomly selected from a huge database and can jump from
Topic to topic or cover multiple topic in one question
Qualifications for the PMP Exam:
Require specific educational and experience before an application can be submitte
For Degree Holders, Min of 4500 hours (3 Yrs) of Project Management experience
For High School diploma or Secondary school credential, min of 7500 hours (5 yrs)
of Project Management experience
At leaset 35 hours of formal Prject Management education
PMP is computer based test that comprise of 200 MCQ's (Actual 175)
25 Pre-test questions are not testable
4 hours are allowed
Each qusestion has 4 answers (Choose the best answer)
Situational based questions
Very few simple and memorization questions
Combined with qualitative management oriented questions
Passing Score Required 61% & 106 correct our of 175, or 132 out of 200 to be safe
Exam fee US $ 405 for PMI Member
US $ 555 for Non Member
Re-exam (Limited to 2 times per year)
US $ 275 for PMI Member
US $ 375 for non Member
Continuing Certification Requirements Program (CCR)
PMP Certification Valid for 3 years
Need 60 PDU during the 3 years to maintain the credential
Process to apply for PMP Exam.
Step1: Attend PMP Exam Pre Course (35 hours)
Step2: Submit credential and experience details online (PMI)
Step3: Go through auditing (random selection)
Step4: Pay for PMP Exam Fee
Step5: Book for PMP Exam at Prometric website
Type of Exam Questions
Ready??
Type of Exam Question
Questions are Mostly situational
Out of the Blue
Seem to have two right answers
Many are ambiguous
Very wordy
Knowledge of the correct order of '' Project Processes"
ITTO question about processes
Be prepared for the following types of questions so you will not wast time or
be caught off guard when you are talking the exam
Situational Questions:
Question: Supply of the car engine parts you are purchasing from India will be
delayed by another week, as there is a labour union issuse What is the Best thing
to do?
A) Notify you management of the delay.
B) Ignore it. This is a minor issue and will not delay the Project too Much.
C ) Let the t Customer Know about the delay and discuss the options with them.
It is always good to involve the Customer.
D) Meet with the project team and identify other alternatives to deal with the Situation.
"Out of the Blue " Questions
Made-up terms are being included as a choice to trick those who do not kno the answer
Tests on a project manager's knowledge and fact based on PMI PMBOK terms.
Question: As a project manger, you have been given the responsibility for a project that
is already running behind schedule. Which of the following is the MOST appropriate technique to compress the project in order to meet the original target date and budge?
A) PERT
B)Time Minimizing Technique
C) Crashing
D)Multi Processing
"Two or more right answers "Questions.
Question: The customer is unhappy about the recent delays in the project deliverables
They have just requested for a minor enhancement to the system, Which , althought not
part of the scope, can be done quickly. Your team advices you that this is the time to please
the customer and win them over with a quick delivery.
A) Do it quickly, as it will make the customer happy..
B) Notify your boss
C) Send a Change Request Forum to the customer to fill.
D) Start working on the enhancement ,while waiting for the paper work to be completed
"Extraneous information" Questions.
Most of the information provided may be useless in leading you to the eventual
answer. Example multiple paragraphs of information for each question.
Tests on a project manager's ability to filter information based on his/her accurate,
Concise and factual knowledge
Question: You are a project manger for QuickPick Towing Company. Your company
Specializes in towing large vehicles across the county with a turn around time of only
48 hours. Your Project involves Standardizing the branding and product offerings for the company across all regions, Your lead engineer has given you the following estimates for a critical path activity: 55 days most likely, 78 days pessimistic, 44 days most optimistic.
What is the expected value, or weighted average of this job?
"Knowledge of prior processes" Questions.
Tests the Project manger on the order of the project management processes
which should come first and which should come later
Test on a Prject manager's knowledge and facts based on PMI PMBOK processes
Question: The scope has been defined, and the detailed activities are being planned.
the process of decomposing deliverable into smaller, More manageable components
is complete when:
A) Cost and duration estimates can be developed for each work element in detail
B) All change request have arrived
C) Project ROI has been estabished.
D) The WBS dictionary contains each and every work element.
"Knowledge of Inputs, Tools & Techniques, & Outputs of Processes" Questions.
Tests the project manger on the usage of the project management processes
What comes in, and what is the output
Tests on a project manager's knowledge and facts based on PMI PMBOK Processes
Question) Which of the following process is mostly concerned with mitigation?
A) Quality Assurance.
B) Risk Identification
C) Procurement Planning
D) Risk Response Planning.
Types of Exam Question
Question are mostly situational
Many are ambiguous
Very wordy
Seems to have two right answers
Out of the Blue Terms
Knowledge of the correct order of "Project Processes"
ITTO Questions about processes.
Be prepared for the following types of questions so you will not waste time or be caught of guard when you are taking the exam
" A Project is a temporary endeavour undertaken to create a unique product, service or result"
"Project Management is the applicatication of knowledge, Skills, tools and techniques
to project activities to meet project requirements"
Project Characteristics
Temporary
Has a definite beginning and a definite end.
It does not necessarily mean short in duration.
Projects are not ongoing efforts.
Team members disable and reassigned when project ends
Uniquieness
A quantifiable product or artefact that is produced.
A capability to perform a services such as business functions supporting product.
A result such as outcomes or documents in a research.
Progressive Elaboration
Developed in steps and continuing by increments
Broadly described in beginning but made more explicit and detailed as the project team
develops a better and more complete understanding of the requirements and deliverable.
Projects Vs Operations
Projects: temporary and unique. Operations: ongoing and repetitive Similarities:
Performed by people
Constrained by limited resources
Planned, executed, controlled
Projects from a PMI perspective are large projects. large projects mean large in scale from PMI perspective For example:
Where you have 200+ people working on the site
Works is being done round the clock, in 4 different countries
In 4 different time zones.
The Work force have different cultures, beliefs, religions etc.
When you think of such a large scale, you have to plan for every small detal
How to communicate, how to enforce standards, qualify , ethics?
Projects
Projects conclude when specific objectives have been attained
Undertaken at all levels of the organization
Involve a single person or many thousands
Duration ranges from few weeks to several years
Can involve one or many organizational units
Example of Projects
Developing a new product or service
Building a water system for the community
Implementing a new business procedure or process
Responding to a contract solicitation
Effecting a change in the structure of the organization
PMP Exam Question:
Your company is in the business of creating dolls for kids in the age group 2-6 year of age It is planning to introduce an "Executive Doll" in 3 colours, and with separate accessories for the make up and 5 different dresses for the days of the week. The new products will begin to sell from christmas onwards and will sell indefinitely. How would you define the situations? A) This is a Project because this New Doll has never been manufactured before by the company. B)This is an ongoing operation, because the company is the business of manufacturing dolls, and this is just a new model of the same basic doll. C) This can not be considered a " project" or a " process". This is simply a new product, introduction, and does not interfere with operations. D) This is recurring process because the doll will be sold indefinitely.
Reasons Projects are Authorized
Driving forces are problems, opportunities or business requirements:
Market demand (build electric cars.......)
Organizational need ( Create new products to market)
Customer request (Create a new condo or block)
Technological advancement (Smaller, lighter hard disks)
Legal requirements (disposal of toxic waste)
Social needs (Green..)
Project management:
Accomplished through the application and integration of 5 PM process groups:
Initialting
Planning
Executing
Controlling
Closing
Project Management include the following:
Identify requirements
Establish clear and achievable objectives
Balance competing demands for quality, scope, time, cost, resources, risk etc.
Adapt specs, plans and approach to different concerns and expectations of different
stakeholders
Manage response to uncertainty risks
Question: The de factory Standards for Project Management techniques have been set by:
A) PMO
B) Each organization on their own
C) PMI
D) PMBOK
Triple Constraints of a Project:
Project Management often talk about a "Triple Constraint" in managing competing project
requirements
Triple constraint means project Scope, Time and Cost.
Project Quality is affected by balancing these three factors.
If one of the factor is affected, the project quality will be affected.
Attain customer satisfaction from good quality.
The main purpose of a Project Manager is:
To deliver the required product, service or result within scope, on time and within budget.
In Large project, there are actually more than just 3 project constraints.
Risk
Resources
Quality
Customer Satisfaction
Time
Cost
Scope
Question: The holy grail of project management Consists of the " Triple Constraints". There are: A) Time, Cost & Quality. B) Quality, Customer Satisfactions and Timeliness C) Cost, Human Resources and integration with customers. D) Scope, Cost , Time. Area of Expertise needed by Project Team
Application Area Knowledge,Standards and Regulations Not Common to all projects; comprises:
Functional departments & Supporting disciplines
Technical elements
Management Specializations
Industry groups
Standards: Guidelines approved by recognized body Regulations: Requirements imposed by authorities Different organization levels can mandate compliance Understanding the Project Environment Project have intended/unintended positive or negative impacts on:
Cultural and Social environment
International and political environment
Physical environment.
General Management Knowledge & Skills:
Financial Management & Accounting
Purchasing & Procurement
Sales & Marketing
Contracts & Commercial law
Manufacturing & Distribution
Logistics & Supply chain
Strategic, tactical & organisational planning
Organization structure & HR Functions
Health & Safety practices
Information Technology
Interpersonal Skills:
Effective Communication
Influencing the organization
Leadership
Motivation
Negotiation and Conflict management
Problem solving
Project, Program, Portfolio:
A program is a group of related projects. Their management is coordinated because
they are related. This gives benefits and control not available from managing them
individually.
Programs may include work outside the scope of the discrete project in the program.
A project may or may not be a part of a Program, but a program will always have projects.
Portfolio is collection of projects or program grouped together to facilitate effective Management of the work and meet strategic business objectives (like Maximizing the return of Investments.)
The programs may not be related other than the fact that they are helping to achieve the
common strategic goal.
Portfolio:
Collection of project or programs that meet strategic business objectives
Not necessarily interdependent or related
Program:
Group of related projects managed in a coordinated way, with synergistic benefits
May involve cyclical undertalkings
Sub project:
Component of a project often contracted to external party or functional unit
Based on process, skills requirements, or technology
Question: All of the following statements are true except for:
A) A project may or may bot be part of a program.
B) programs are group of related Projects.
C) A Portfolio is a group of related projects or programs.
D) A Program is a group of related Projects.
PM Context:
PM Context:
Project Management office (PMO)
An organizational unit to centralize and coordinate management of projects in the organizations.
Not a person.
Focuses on coordinated planning, prioritization and execution of projects / programs, including the management of shared resources
May be supportive in function or may receive delegated authority.
"Management by projects"
An org managerial approach that mimics PM principles and Culture (eg: Magazine Publishing)
Constraint:
An applicable restriction that will affect the performance of the project.
Example: predefined budget, contractual provisions, labour union requirements, organizaion
Structure of performing organization.
Assumptions:
Are things that are expected to be true but may not be true
Project teams often identify, document and validate assumptions as part of their planning process
Create Risk
Standard VS. Regulation
Standard:
A document approved by a recognized body that provides for common and repeated use,
rules, guidelines for products. Processes or services with which compliance is not mandatory
Standards start out as guidelines and later with widespread adaptation becomes accepted as if they were regulations Regulation:
A document which lays down product, process or service characteristics, including the
applicable administrative provisions, with which compliance is mandatory. Question: A Project is considered successfully when............................................. A) The Project meets or exceeds the expectations of the customer. B) The Sponsor announces that the project is considered complete. C) The Product of the project has been manufactured. D) The Product of the Project is handed over to operations to handle the ongoing operational work of the project. End of Project Management Framework - Key PMBOK Terms Questions ???
May be specific to organizations, industries, type of projects.
Define:
What work is to be done
What, when, which deliverables
Who is involved
How is to be Controlled and approved
Common Characteristics:
Generally sequential
Involve same form of technical transfer and / or signals from one phase to another
Resources (people and money) low at start, peak at intemediate, and drops off near closing
Resource Levels:
Project Life Cycle:
Risk of failing to achieve objectives is highest at start
Certainty of completion gets better as project progresses
Cost of changes and error correction generally increase as project continues
Stakeholder's influence is highest at start
Stake Holder's Influence, Risk & Uncertainty:
Question: Stakeholders can be identified in which project management process groups?
A) Initiating, Planning, executing, monitoring and controlling and closing.
B) Initiating and Planning.
C) Planning and monitoring and controlling.
D) Monitoring and controlling and closing.
Product Life Cycle:
Consists of
Generally sequential
Non-Overlapping product phases
One product may have many projects. May make sense to manage them together.
Example: development a new car, release for IPad.
Project Life Cycle & Product Life Cycle.
A Project life cycle may be a subset of a product life cycle
Phase to Phase relationship
Sequential Relationship
A Phase can only start once the previous phase is complete
Overlapping Relationship
Phase starts before completion of the previous one
May result in increase risk of rework
Iterative Relationship
Only one phase is being planned at any given time and the planning for the next is carried out as work progresses on the current phase and deliverables.
Project phases
Completion and approval of a deliverable
Deliverable
A measurable, verifiable, work product
Eg: A report, a design, a prototype
Sub Phase: for reason of size, complexity, risk level and cash flow constraints
Phase can overlap
A Phase can be closed without subsequent phases initiated
Phase end reviews also called Phase exit or Phase gates, Kill points.
Quesiton:
The Project life cycle differs from the product life cycle in that the project life cycle:
A) Does not incorporate a methodology.
B)Is different for each industry.
C) Can spawn many projects
D) Describes project management activities.
Project StakeHolders
Individuals or organizations that positively or negatively impact or are impacted by
project execution or completion.
May influence project objectives and outcomes
project management team must identify them, determine their requirements and
expectations, and manage their influence in relation to the requirements.
Relation of Project Stakeholders to Project:
Project stakeholders
Have varying levels of responsibilities, authority and involvement in project,
which may change over time.
May have conflicting objectives
Positive stakeholders benefit from successful project outcomes
Negative stakeholder (Oftern overlooked) see negative outcomes from project success
Key Stakeholders:
Project Manager
Person responsible for managing the project.
Customer
Person or organization that will use the projects product
Project management team
Member of the project team who are directly involved in project managerment activies
Project Team Members
Member of the project team who are involved in project activies.
Project management office (PMO)
Can have direct or indirect responsibility for the outcome of the project
Performing Organization
The enterprise whose employees are most directly involved in doing the work of the project
sponsor
The person or group that provides the financial resources, in cash or in kind for the
Project . Helps resolve issues beyond the PM
Influencers
People or group that are not directly related to the acquisition or use of the product,
but due to an individuals position in the customer organization or performing organization, can influence
Others - Owners, investor, vendors, government agencies, family members etc.
Portfolio managers/ Portfolio review board
Responsible for high level governance of a collection of projects or programs.
Portfolio reveiw board act as a project selection.
Program Manager
Responsible for managing related projects in a coordinated way to obtain benefits and
control not available from managing them individually.
Functional Manager
Key Individuals who played management role within an administrative role or functional area of the business such as human resources, finance or logistics. They are assigned their on permanent staff to carry out the daily ongoing work.
Question:
The Sponsor's role on a project is BEST described as:
A) Helping to plan activities. B) Helping to Prevent unnecessary changes to project objectives. C) Identifying unnecessary project constraints. D) Helping to put the project management plan together.
End of Project Management FrameWork - Life Cycle.
Any Questions???
Organization:
Day 3 Part 2 Video:
Organizational Influences Project based organizations
Derive revenue primarily by performing projects for others
Those that have adopted management by projects
Org Cultures and styles have direct influence on a project and are reflected in:
Shared values, norms, beliefs & expectations
Policies and procedures
view of authority reslationships
work ethic and work hours
Expeditor Vs Co ordintor
Project Expeditor
Acts as a staff assistant and communications liaison
Cannot make or enforce decisions
PM role in a Functional Organization
Project Co ordinator
Similar to Project expeditor, but has some power to make decisions, some authority
and reports and reports to a high level manager
PM Role in a Weak Matrix Organization
Functional Organization
Functional Organization:
Functional Manager has most power
Project Manager will not have any power
Project Manager will be just a expeditor
Much time is needed for information to be propagated up to functional manager and
time needed for coordination between functional mangers PMP Exam Question: A Project Manager is assisgned to complete a iTube project Once completed, this will be the largest bandwidth undersea cable connecting the world. How ever, she is unable to get enough resources. Many resources are busy completing process-related work and she has hardly any authority to allocate these resource to her project. What form of organization is she likely be working in?? A) Expediter B)Functional C)Matix
D) Super Matrix
Projectized Organization:
Projectized Organization
Project Manager has most power
Easier for Project Manager to obtain resources
PMP Exam Quesiton. Question: In a Projectized organisation the project team: A) Reports to the functional Manager B) Has no loyalty to Project C) Will disband at the end of the project and return to their "Home" D) Reports to Many Bosses.
Weak Matrix Organization:
Weak Matrix Organization
Project Manager does not have much power
Project Manager just a project coordinator
Functional Manager still hold most of the power
PMP Exam Question: The Company PMO has come out with new titles for people working in the project. The titles are project managers, program managers, project sponsors project coordinators,project expeditors, project managers. Portfolio managers, and aligned them to the roles as per PMI- defined in the PMBOK guide. How is a project expeditor different from a project coordinator? A) The project expediter reports to a senior level manager. B) The project expediter cannot make any decisions. C) The project expediter is given some authority. D) The project expediter can make significant decisions.
Balanced Matrix Organization:
Balanced Matrix Organization
Power is shared between the Project Manager and the Functional manager
PMP Exam Question: A project manager has very little project experience, but he has been assigned as the project manager of a new project. The project is to streamline the import and export of barbecue sauce from Asia into Europe. Since she will is working in a matrix type of organization to complete the project, she should expect communication to be: A.open & accurate B.simple C.complex
D.done using email only since many project team members are in other countries. Strong Matrix Organization:
Project Manager has more power but still lower than Projectized Organization
Presence of a PMO
Project Manager need to compete with Functional Manager for resources
Composite Organization:
Structure Overview
End of Project Management Framework –Organization Types
