GDAS PM Professions: PMP Study Group

Session #3: Professional Responsibility & Integration Management

Monique Howard September 19, 2008

2005 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice

Agenda

Summary of Focus
Professional Responsibility Integration Management

Open Forum: Participant Questions Study Group Questions Wrap Up

Professional Responsibility

Responsibility of the Profession

Compliance with all organizational rules and policies Candidate/Certificant Professional Practice Advancement of the Profession

Responsibilities to Customers and the Public

Qualifications, experience and performance of professional services Conflict of interest situations and other prohibited professional conduct

Can be about 18 questions

Integration Management

Key concepts to understand:

Seven Processes
Develop Project Charter Develop Preliminary Project Scope Statement Develop Project Management Plan Direct and Manage Project Execution Monitor and Control Project Work Integrated Change Control Close Project

PMBOK
ITTO Matrix, Page Number: 70

Expect up to 14 questions

Open Forum: Participant Questions

If you have a question, raise your hand

Study Group Questions

Delivery Format: Each Question will be displayed and read Survey Box will be used to solicit answer Based on responses, we will discuss options Answer will be revealed

1. You are managing a contract which has outsourced software development for microprocessor design to a vendor. Since this field is rapidly evolving, you know that you should be able to manage changes to the contract. The paperwork, tracking systems, and approval levels for authorizing changes should be documented in: A. B. C. D. Contract Change Control System Inspections and Audits Performance Reporting Several systems including Records Management, Claims Administration System, Performance Reporting System etc

1. You are managing a contract which has outsourced software development for microprocessor design to a vendor. Since this field is rapidly evolving, you know that you should be able to manage changes to the contract. The paperwork, tracking systems, and approval levels for authorizing changes should be documented in: A. B. C. D. Contract Change Control System Inspections and Audits Performance Reporting Several systems including Records Management, Claims Administration System, Performance Reporting System etc

Answer: A Justification: A Contract Change Control System defines the processes by which the contract can be modified. It includes the paperwork, tracking systems, dispute resolution procedures, and approval levels necessary for authorizing changes. Reference: PMBOK Third Edition, Page Number: 292

2. In your new company, you realize that some of the financial statements of the
company do not follow US GAAP Accounting Standards and are hence inaccurate. In this case, what should you do first?

A. Inform the US government agencies of the inaccurate accounting practices in the

company. B. Talk to your finance managers about why you think that they may be violating the standard accounting standards. C. Since you are new to the company, you assume that finance standards are different in the company - hence do not do anything about the issue. D. Talk with the finance manager in your previous company to get expert opinion about accounting standards in the new company.

2. In your new company, you realize that some of the financial statements of the
company do not follow US GAAP Accounting Standards and are hence inaccurate. In this case, what should you do first?

A. Inform the US government agencies of the inaccurate accounting practices in the

company. B. Talk to your finance managers about why you think that they may be violating the standard accounting standards. C. Since you are new to the company, you assume that finance standards are different in the company - hence do not do anything about the issue. D. Talk with the finance manager in your previous company to get expert opinion about accounting standards in the new company.
Answer: B Justification: * Option 2 is the best answer, because it aims at trying to understand and resolve the problem * Option 1 is the last option - to be preferred after all other alternatives are exhausted, and you are convinced that your new company is involved in malpractice * Option 3 just avoids the issue * Option 4 i.e. talking with the finance manager in your previous company is not recommended because you may be compromising proprietary information Reference: pmstudy.com notes as mentioned above

3. Your project is in the planning phase and you are paid every fortnight for the work to
be done during the fortnight. You have been informed by the project sponsor that there has been a revaluation of projects within your company and your project will not be getting any additional funding. In this case, you should: A. B. C. D. stop work immediately and release all resources. perform appropriate closure for the project. decrease team size. remove non-critical tasks to decrease cost.

3. Your project is in the planning phase and you are paid every fortnight for the work to
be done during the fortnight. You have been informed by the project sponsor that there has been a revaluation of projects within your company and your project will not be getting any additional funding. In this case, you should: A. B. C. D. stop work immediately and release all resources. perform appropriate closure for the project. decrease team size. remove non-critical tasks to decrease cost.

Correct Choice: B Justification: The project or phase, after either achieving its objectives or being terminated for other reasons, requires closure. Project Closure consists of documenting project results to formalize acceptance of the product of the project by the sponsor, or customer. Reference: pmstudy.com notes as mentioned above pmstudy.com comments: Option A: Without performing Administrative Closure, if resources are released, all the benefits of the project are lost Option C, Option D: They just postpone the problem and do not solve(resolve) the issue

4. Managing risks and documenting them is very important in project planning process.
You are in the process of defining key risks, including constraints and assumptions, and planned responses and contingencies. These details will be included in the:

A. Project Plan

B. Project Baseline C. Risk Response Plan D. Risk Baseline

4. Managing risks and documenting them is very important in project planning process.
You are in the process of defining key risks, including constraints and assumptions, and planned responses and contingencies. These details will be included in the:

A. Project Plan

B. Project Baseline C. Risk Response Plan D. Risk Baseline

Correct Choice: A Justification: The project plan includes the risk management plan. Risk Management Plan includes defining key risks, including constraints and assumptions, and planned responses and contingencies Reference: PMBOK Third Edition, Page Number: 89

5. You had worked as a project manager in a firm specializing in making

semiconductor chips. Now that you are working with a competitor,

A. you should not be using the knowledge gained in the first company to improve the

competitor's product. B. you can use the knowledge gained in the first company to improve the competitor's product. C. before doing anything which may adversely impact prospects of the first company, you should get their approval. D. you should do nothing which provides competition to or undermines the products of the first company.

5. You had worked as a project manager in a firm specializing in making

semiconductor chips. Now that you are working with a competitor,

A. you should not be using the knowledge gained in the first company to improve the

competitor's product. B. you can use the knowledge gained in the first company to improve the competitor's product. C. before doing anything which may adversely impact prospects of the first company, you should get their approval. D. you should do nothing which provides competition to or undermines the products of the first company.

Correct Choice: B Justification: Knowledge gained in one company is not proprietary information and can be used in subsequent jobs. Choice 1, Choice 3 and Choice 4 are inappropriate because you may have to work in projects for the competitor which will adversely impact products of the first company you worked for. This is acceptable so long as you do not unethically use any contacts or proprietary information from the first company.
Reference: pmstudy.com notes as mentioned above

6. The organization of the project is very important for successful implementation.

Which factor does not have an impact on the design of the project organization?

1. Environmental Forces
2. 3. 4. Schedule Limitations Strategic Choices Technological Factors

6. The organization of the project is very important for successful implementation.

Which factor does not have an impact on the design of the project organization?

1. Environmental Forces
2. 3. 4. Schedule Limitations Strategic Choices Technological Factors

Correct Choice: B Justification: Schedule limitations can shape the size of the project team but will not influence its organizational design. Reference: Project Management - A Systems Approach to Planning, Scheduling and Controlling; Also Mentioned in "Organizing Projects for success"

7. You have been having a lot of heated discussions with your colleague about an issue, and this is resulting in a hostile environment. To "cool-off" this hostile situation, you agree with your colleague`s point of view. The conflict resolution mode that you are using is: A. B. C. D. Problem Solving Withdrawal Forcing Confrontation

7. You have been having a lot of heated discussions with your colleague about an issue, and this is resulting in a hostile environment. To "cool-off" this hostile situation, you agree with your colleague`s point of view. The conflict resolution mode that you are using is: A. B. C. D. Problem Solving Withdrawal Forcing Confrontation

Correct Choice: Justification:

Reference: Project Management - A Systems Approach to Planning, Scheduling and Controlling, Page Number: 389

8. You are aware that an employee in your project may potentially get a promotion.
However, there is a possibility that he may get transferred after his promotion, thus impacting your project. In this situation, you should: A. give a bad recommendation about the person so as to delay the promotion of the person until the project is over. B. inform the employee about the potential promotion, and ask him to transition his responsibilities to another person. C. after the employee gets the promotion and is told of the transfer, you ask him to prepare a transition plan. D. hire another resource who can replace the person after he gets the promotion.

8. You are aware that an employee in your project may potentially get a promotion.
However, there is a possibility that he may get transferred after his promotion, thus impacting your project. In this situation, you should: A. give a bad recommendation about the person so as to delay the promotion of the person until the project is over. B. inform the employee about the potential promotion, and ask him to transition his responsibilities to another person. C. after the employee gets the promotion and is told of the transfer, you ask him to prepare a transition plan. D. hire another resource who can replace the person after he gets the promotion.

Correct Choice: C Justification: Option 3 is the best answer - you are not sure whether the resource will get a promotion or get transferred. So, after the promotion/transfer is confirmed, you should ask him to do a proper transition. Option 2 and Option 4 assume that the person will be getting a promotion and transfer - since this is not certain as of now, if you go ahead with this assumption and the promotion does not happen, it will cause problems from a human resource management perspective. Option 1 is unethical Reference: pmstudy.com notes as mentioned above

9. While doing quality inspection, few defects were identified in the product. After
rectifying the defects, the repaired items were reinspected and accepted. Subsequently, a notification was issued, which can also be referred to as: A. Validated Defect Repair B. Product Acceptance C. Quality Audit D. Approved Change Request

9. While doing quality inspection, few defects were identified in the product. After
rectifying the defects, the repaired items were reinspected and accepted. Subsequently, a notification was issued, which can also be referred to as: A. Validated Defect Repair B. Product Acceptance C. Quality Audit D. Approved Change Request

Correct Choice: A Justification: Validated Defect Repair: Notification that reinspected repaired items have either been accepted or rejected. Reference: PMBOK Third Edition, Page Number: 93

10. You are doing some work under contract, when the buyer requests you to add
some additional requirements which were not defined in the original contract. Since satisfying the buyer is of paramount interest, you go ahead and incorporate the requirements as part of the project. You are violating which Code of Professional Conduct: A. Responsibility to maintain and satisfy the scope and objectives B. Responsibility to ensure that a conflict of interest does not compromise legitimate interests C. Responsibility to provide accurate and truthful representations D. No Code of Professional Conduct is violated

10. You are doing some work under contract, when the buyer requests you to add
some additional requirements which were not defined in the original contract. Since satisfying the buyer is of paramount interest, you go ahead and incorporate the requirements as part of the project. You are violating which Code of Professional Conduct: A. Responsibility to maintain and satisfy the scope and objectives B. Responsibility to ensure that a conflict of interest does not compromise legitimate interests C. Responsibility to provide accurate and truthful representations D. No Code of Professional Conduct is violated

Correct Choice: Justification:

Reference: Project Management - Code of Professional Conduct (PMI)

11. In a recent job interview, you were asked to define the most important
characteristic of a project manager. Which of the following will be your best answer? A. B. C. D. Subject matter expert Integrator Creative person Risk minimizer

11. In a recent job interview, you were asked to define the most important
characteristic of a project manager. Which of the following will be your best answer? A. B. C. D. Subject matter expert Integrator Creative person Risk minimizer

Correct Choice: B Justification: In project management context, integration includes characteristics of unification, consolidation, articulation, and integrative actions that are crucial to project completion, successfully meeting customer and other stakeholder requirements, and managing expectations. Reference: PMBOK Third Edition Page 77 pmstudy.com notes: The most important characteristic of a project manager is being an Integrator who can manage all the different interfaces in the project. The project manager should also be a good Communicator because a project manager usually spends more than 50% of his time communicating with different project stakeholders.

Option 1: A project manager need not be a subject matter expert. There may be several subject matter experts for the project from whom the project manager can take advice when required. Option 3: Creativity is desirable but not the most important characteristic of a project manager. Option 4: A project manager should try to minimize risks in the project. However, this again is not the most important characteristic of a project manager.

12. As a PMP Certified project manager, you are responsible for all of the following
EXCEPT: A. Maintaining the confidentiality of sensitive information which you have access to B. Managing conflict of interest situations in your project C. Ensuring the integrity of your team-members D. Refraining from offering and accepting inappropriate payments, gifts and other forms of communication

12. As a PMP Certified project manager, you are responsible for all of the following
EXCEPT: A. Maintaining the confidentiality of sensitive information which you have access to B. Managing conflict of interest situations in your project C. Ensuring the integrity of your team-members D. Refraining from offering and accepting inappropriate payments, gifts and other forms of communication

Correct Choice: C Justification: You cannot be responsible for the integrity of your team-members; but you should definitely try to influence your team-members to perform all project activities in an ethical manner and with integrity.

All the remaining activities are mentioned in the PMP Code of Professional Conduct as responsibilities of a project manager
Reference: pmstudy.com notes as mentioned above

13. In your project, you want to monitor and control project processes associated with initiating, planning, executing and closing. This will help you take corrective or preventive action to control project performance. In this context, what should you do first? A. Review all project forecasts B. Detail all the activities of project team members involved in executing administrative closure for the project C. Review the project management plan and work performance information for your project D. Manage Project Risks

13. In your project, you want to monitor and control project processes associated with initiating, planning, executing and closing. This will help you take corrective or preventive action to control project performance. In this context, what should you do first? A. Review all project forecasts B. Detail all the activities of project team members involved in executing administrative closure for the project C. Review the project management plan and work performance information for your project D. Manage Project Risks Correct Choice: C Justification: Figure 4-7 Reference: PMBOK Third Edition, Page Number: 95

pmstudy.com notes: Monitor and control project processes associated with initiating, planning, executing and closing" refers to "Monitor and Control Project work" - this is done as part of Project Integration Management. PMBOK Page 94
Option 1: Project Forecasts are created as an output from Monitor and Control Project Work (PMBOK Page 95). Option 2: This is done as part of administrative closure that happens when we are in Close Project phase (PMBOK Page 100). Option 3: Reviewing the project management plan and work performance information for your project is the first thing that you should do. These are inputs to "Monitor and Control Project" (PMBOK Page 95). Option 4: Managing project risks is not done as part of the "Monitor and Control Project" process

14. In a project management context, all the following are Constructive Roles EXCEPT:
1. 2. 3. 4. Information Seeker Recognition Seeker Consensus Taker Information Giver

14. In a project management context, all the following are Constructive Roles EXCEPT:
1. 2. 3. 4. Information Seeker Recognition Seeker Consensus Taker Information Giver B

Correct Choice: Justification:

Reference: Project Management - A Systems Approach to Planning, Scheduling and Controlling, Page Number: 215-216

15. You have recently appointed a project manager to handle a critical project in
your organization. You want to provide the project manager with authority to apply organizational resources to project activities. Which document should you use? A. B. C. D. Resource Authorization Document Work Breakdown Structure Project Charter Project Scope Statement

15. You have recently appointed a project manager to handle a critical project in
your organization. You want to provide the project manager with authority to apply organizational resources to project activities. Which document should you use? A. B. C. D. Resource Authorization Document Work Breakdown Structure Project Charter Project Scope Statement

Correct Choice: C Justification: The project charter provides the project manager with the authority to apply organizational resources to project activities. Reference: PMBOK Third Edition, Page Number: 81

16. Your previous project manager made most decisions by himself without
consulting subordinates. So, he believed in a leadership style that was: A. B. C. D. Laissez Faire Assertive Autocratic Coaching

16. Your previous project manager made most decisions by himself without
consulting subordinates. So, he believed in a leadership style that was: A. B. C. D. Laissez Faire Assertive Autocratic Coaching C

Correct Choice: Justification:

Reference: pmstudy.com notes as mentioned above

17. In which document will you find the code of account identifier, statement of work,
responsible organization, and a list of schedule milestones?
A. B. C. D. WBS WBS Dictionary PERT/CPM Charts Roles and Responsibilities Matrix

17. In which document will you find the code of account identifier, statement of work,
responsible organization, and a list of schedule milestones?
A. B. C. D. WBS WBS Dictionary PERT/CPM Charts Roles and Responsibilities Matrix

Correct Choice: B Justification: WBS Dictionary : For each WBS component, the WBS dictionary includes a code of account identifier, a statement of work, responsible organization and a list of schedule milestones. Reference: PMBOK Third Edition, Page Number: 117

18. You are working in the project office of your organization. What is your job
responsibility?
A. Managing the operational activities in the company B. Always managing Human Resource and Risk Management issues for projects C. Providing support functions to project managers in the form of training, software, standardized policies etc. D. Providing Subject Matter Expertise in the functional areas of the project

18. You are working in the project office of your organization. What is your job
responsibility?
A. Managing the operational activities in the company B. Always managing Human Resource and Risk Management issues for projects C. Providing support functions to project managers in the form of training, software, standardized policies etc. D. Providing Subject Matter Expertise in the functional areas of the project

Correct Choice: C Justification: A Project Management Office (PMO) is an organizational unit to centralize and coordinate the management of projects under its domain. A PMO can also be referred to as ... "project office." PMOs can operate in a continuum from providing project management support functions in the form of training, software, standardized policies and procedures, to actual direct management and responsibility for achieving the project objectives.
Reference: PMBOK Third Edition, Page Number: 17

19. You are the project manager for a construction project and there are 121 people
reporting to you. Your job requires that you sanction work to others and ensure that the work is done at the right time. The tool you use is: A. B. C. D. Work Breakdown Structure Work Authorization System PERT/CPM/Network Diagrams WBS Dictionaries

19. You are the project manager for a construction project and there are 121 people
reporting to you. Your job requires that you sanction work to others and ensure that the work is done at the right time. The tool you use is: A. B. C. D. Work Breakdown Structure Work Authorization System PERT/CPM/Network Diagrams WBS Dictionaries

Correct Choice: B Justification: Work Authorization System: It includes the steps, documents, tracking system, and defined approval levels needed to issue work authorizations. Reference: PMBOK Third Edition, Page Number: 379

20. A restriction (e.g. limited budget) that affects the performance of the project is also called a(an):

1. 2. 3. 4.

Constraint Assumption Kill point Risk

20. A restriction (e.g. limited budget) that affects the performance of the project is also called a(an):

1. 2. 3. 4.

Constraint Assumption Kill point Risk

Correct Choice: A Justification: Project constraints: ... For example, a predefined budget or any imposed dates (schedule milestones) are included in constraints Reference: PMBOK Third Edition, Page Number: 111 A constraint is an applicable restriction that will affect the performance of the project. For example, a predefined budget is a constraint that is highly likely to limit the options of the team regarding scope, staffing, and schedule.

21. You are the project manager of a civil construction company involved with building houses. In your project, you often use Work Breakdown Structures (WBS) from your previous projects as templates. A Work Breakdown Structure can be used for all of the following except: A. B. C. D. Tracking project performance against cost and schedule Creating a network diagram, with task dependencies Creating a project schedule Assigning resources to work on different work elements

21. You are the project manager of a civil construction company involved with building houses. In your project, you often use Work Breakdown Structures (WBS) from your previous projects as templates. A Work Breakdown Structure can be used for all of the following except: A. B. C. D. Tracking project performance against cost and schedule Creating a network diagram, with task dependencies Creating a project schedule Assigning resources to work on different work elements

Correct Choice: B Justification: Task dependencies are not evident in a WBS. WBS does not specify the time frame in which different tasks should be accomplished. Reference: pmstudy.com notes as mentioned above; Also, please refer to PMBOK 3rd Edition, Page 113

22. You have scheduled a contractor conference after two days with potential contractors
to discuss a procurement. Today, the senior management informed you that there is a very high probability of the project being canceled. You should

A. cancel the meeting

B. go ahead with the meeting but inform the contractors that the project may be canceled C. go ahead with the meeting as usual D. wait until the meeting, to see if there is a change in the status of the project

22. You have scheduled a contractor conference after two days with potential contractors
to discuss a procurement. Today, the senior management informed you that there is a very high probability of the project being canceled. You should

A. cancel the meeting

B. go ahead with the meeting but inform the contractors that the project may be canceled C. go ahead with the meeting as usual D. wait until the meeting, to see if there is a change in the status of the project

Correct Choice: A Justification: Option 1 is the best choice. There is no point in having the meeting and wasting time if there is a high probability of the project being canceled.

Reference: pmstudy.com notes as mentioned above

23. A customer informed you that it is preferable to change a certain aspect of the project.
What should you do first?

A. Talk with team members to understand implications of the change

B. Communicate the change to the Management to get their inputs C. Open up a Change Control D. Do sizing for the change and communicate to the customer

23. A customer informed you that it is preferable to change a certain aspect of the project.
What should you do first?

A. Talk with team members to understand implications of the change

B. Communicate the change to the Management to get their inputs C. Open up a Change Control D. Do sizing for the change and communicate to the customer

Correct Choice: A Justification: Anytime there is a potential request for a change from a customer, 1. Understand what functionality was requested - Talk with team-members to assess the implication of the change 2. Open up a Change Control if there is a formal Change Control Mechanism 3. Communicate the change to the management, and inform the customer about the impact of the change (e.g. increase in sizing, schedule etc.) 4. If change is accepted, go ahead and implement the changes Reference: pmstudy.com notes as mentioned above

24. As a project manager, Project Plan Development is an important element of managing

projects. Which phase of the project management life-cycle does Project Plan Development belong to?

A. Initiation Process

B. Planning Process C. Execution Process D. Controlling Process

24. As a project manager, Project Plan Development is an important element of managing

projects. Which phase of the project management life-cycle does Project Plan Development belong to?

A. Initiation Process

B. Planning Process C. Execution Process D. Controlling Process

Correct Choice: B Justification: Project Plan Development is done as part of the Planning Process. Reference: pmstudy.com notes as mentioned above

25. If you would like to find out who will be approving changes in your project
deliverables and documentation, you can refer to the:

A. Change Control System

B. Project Plan C. Organization Chart D. Resource Assignment Matrix

25. If you would like to find out who will be approving changes in your project
deliverables and documentation, you can refer to the:

A. Change Control System

B. Project Plan C. Organization Chart D. Resource Assignment Matrix

Correct Choice: A Justification: Change control system: A collection of formal documented procedures that define how project deliverables and documentation will be controlled, changed, and approved

Reference: PMBOK Third Edition, Page Number: 353

A change control system is a collection of formal documented procedures that define how project performance will be monitored and evaluated, and includes the steps by which official project documents may be changed. It includes the paperwork, tracking systems, processes and approval levels necessary for authorizing changes.

Wrap Up
Conference Number: 547-941-6414 or 866-547-8978 Passcode: Leader 844306338, Participant 370670831
4 Scope Management (PMBOK Chapters 5) September 25 2:00pm EST

Presenter: https://www.rooms.hp.com/attend/default.aspx?key=E HYAWGDPHR Participant: https://www.rooms.hp.com/attend/default.aspx?key=E PKQ5PM2NU