PMP Study: June 2009

Memory Aids - PMBOK 4th Edition - Part 2

Project Human Resource Management Overview

9.1 Develop Human Resource Plan - NOO

N - Networking
O - Organization charts & position descriptions
O - Organizational theory

9.2 Acquire Project Team - Present NAV

P - Pre-assignment
N - Negotiation
A - Acquisition
V - Virtual team

9.3 Develop Project Team - Ground rules In Training & Team-building Reduce Controversies
9.4 Manage Project Team - PIO Card for Indians

Project Communications Management Overview
Communication methods is tool & technique in all the communication management processes except identify stakeholders.

10.1 Identify Stakeholders - Expert System

E - Expert judgement
S - Stakeholder analysis

10.2 Plan communications - Communication methods + Requirement Traceability Matrix

R - Requirement analysis (Communication)
T - Technology (Communication)
M - Models (Communication)

10.3 Distribute Information - Communication method + Information distribution tools
10.4 Manage Stakeholder Expectations - Communication method + Instant Messenger

I - Interpersonal skills
M - Management skills

10.5 Report Performance - Communication method + Report for Variance & Forecasting

R - Reporting system
V - Variance analysis
F - Forecasting methods

Tips for memorizing ITTO (PMBOK 4th Edition) - Part 1

Memory Aids - PMBOK 4th Edition - Part 1

One of the changes done in PMBOK 4th edition is that all the processes names are changed to reflect the verb-noun format i.e. earlier if the process name was scope control, it is now changed to control scope, earlier if the process name was Human Resource Planning it is now changed to Develop Human Resource Plan. For more changes in PMBOK Guide 4th edition read this.

Below are some tips to memorize Tools & Techniques for PMBOK Guide 4th edition processes.

Project Time Management Overview

6.1 Define Activities - DRTE - Defence Research Telecommunication Establishments (a part of Canadian Defence Research Board)

D - Decomposition
R - Rolling Wave Planning
T - Templates
E - Expert Judgement

6.2 Sequence Activities - PADS

P - Precedence diagramming method
A - Applying leads & lags
D - Dependency determination
S - Schedule network templates

6.3 Estimate Activity Resources - BEAPP

B - Bottom up estimating
E - Expert judgement
A - Alternatives analysis
P - Published estimating data
P - Project management software

6.4 Estimate Activity Durations - TAPER

T - Three point estimates
A - Analogous estimating
P - Parametric estimating
E - Expert judgement
R - Reserve Analysis

6.5 Develop Schedule - SCC WARSS or Schedule may Change With Stakkeholder's Approved Scope Change Request
6.6 Control Schedule - VPP WARSS

Project Quality Management Overview

8.1 Plan Quality - CCB Decides Strategy For Changes
8.2 Perform Quality Assurance - PQ
8.3 Perform quality control - Sensors Help In detecting Fire And Cause Remote Sirens to Play Continously

Tips for memorizing ITTO (PMBOK 4th Edition) - Part 2

PMBOK 4th Edition download

PMBOK Guide 4th Edition is available for download at PMI site. This comes free of cost to PMI members as a PMI membership benefit. Use your username to login to PMI site and it is available for download at the main page. This guide is password protected, use your PMI password to open this pdf file. This guide comes with your name & PMI Member ID printed in the footer of each page.

Important Topics for PMP exam - Part 2

Organizational Theories

Besides conflict resolution techniques, another important topic is organizational theories. These theories also draw a fair amount of questions in the exam. Let's look at these one by one.

1. Maslow's Hierarchy of needs -Maslow has defined 5 levels of hierarchical needs. According to this theory one strives, contributes, uses the skills & abilities to fulfill the needs as per this hierarchy. When the needs belonging to a level in the hierarchy are taken care of, one moves on to fulfill the next level of needs before one reaches the last level of self-actualization (the full realization of one's potential) in the hierarchy.

Five layers of needs (bottom-up), as per Maslow, are :

Physiological - The bare necessities to survive - it includes - air, water, food, shelter, clothes

Safety - Includes safety and security - security at work, stability in life.

Social - Love, affection, social circle

Esteem - Self respect, appreciation,

Self-actualization - This is the epitome - and here people start realizing their potential and strive for fulfillment by way of personal growth, knowledge attainment.

2. Herzberg's hygiene theory of motivation- Factors leading to dissatisfaction include relationship at work (with your boss & peers), working conditions, salary & organization policy. Herzberg termed these factors as hygiene factors and defined that these factors do not improve motivation but help avoid dissatisfaction. It is considered that to avoid dissatisfaction these things should be taken care of. Factors that help in motivation include recognition, work content, growth, responsibilities.

For further reference, read this article.

3. Expectancy Theory - This theory states that people "in expectation of positive reults" are motivated and put in their best efforts to achieve the goals. e.g. if an individual feels that she will be rewarded if the goal is achieved, that reward becomes the motivating agent and act as a catalyst in improving the performance.

4. Theory X & Theory Y - Douglas McGregor postulated these two theories.

Theory X states that an average individual is not interested in work and always tries to avoid it, does not have any ambition, does not want to take on any responsibility, does not care for organizational goals. These individuals only work for money and security. In order to get any work done from these individuals, they constantly need punishment, close supervision and tight controls.

Theory Y states that employees are self motivated and self directed. For them work is as important as other activities like play & rest in their lives. People take on responsibilities on their own. People align their goals with the organizational goals and need limited supervision.

For further reference, read this article.

Also visit:
Important Topics for PMP exam - Part 1
Important Topics for PMP exam - Part 3

Important Topics for PMP Exam - Part 1

Conflict Resolution Techniques

This is one of the very important topics for the PMP exam. Quite a few questions are there in the exam on this topic.

In the project management parlance, following 5 techniques are used by the project managers to resolve any conflict.

Confrontation - This is the best technique, if any project manager is able to apply this in a conflict situation. This is a problem-solving method in which a project manager is able to resolve the problem itself and both the parties (in conflict) are happy. This is a win-win situation for both the parties.

Compromising - This is a technique in which one or both the parties (in conflict) sacrifice (give up) something. Negotiations take place to arrive at the solution. Both the parties achieve some degree of satisfaction. This is a loose-loose situation.

Smoothing - In this technique, areas of commonalities (agreements) are emphasized and areas of conflicts (disagreements) are de-emphasized. It is projected as if there is no conflict at all. This is a temporary solution and the possibility of resurfacing the conflict is very high.

Forcing - When the power is used to impose upon one's point of view. In this technique, the needs and concerns of the other party are ignored. This leads to win-loose situation where one party wins at the expense of the other party

Avoiding - Also called withdrawing, in this technique one party withdraws from the situation or, when the issue is postponed without trying to arrive at a solution. This is also a temporary solution as the problem and the conflict both continue.

Some other material on conflict resolution technique is here.

Also visit:
Important Topics for PMP Exam - Part 2
Important Topics for PMP Exam - Part 3

My PMP sample questions

Q 1 - At the end of 3 months in a 6 months long project EV is $14,000, PV is $15,000, AC is $17,500. Total budget for the project is $30,000. At the end of 3 months, project is:

A. Ahead of schedule and under budget
B. Behind schedule and over budget
C. Behind schedule and under budget
D. Ahead of schedule and over budget

Q 2 - A project has a total budget of $600,000. As of data date a project shows ACWP as $350,000, BCWP as $400,000 and BCWS as $425,000. Project is running -

A. Ahead of schedule with SPI = 1.06
B. Ahead of schedule with SPI = 1.14
C. Behind schedule with SPI = 0.94
D. Insufficient data to calculate SPI

Q 3 - In the above question, project is running -

A. Over budget with CPI = 0.94
B. Under Budget with CPI = 1.14
C. Under budget with CPI = 1.21
D. Insufficient data to calculate CPI

Q 4 - There are 3 projects to be chosen from. Project A has NPV of $680,000 with a payback period of 6 months, Project B has NPV of $600,000 with a payback period of 3 months and Project C has NPV of $725,000 with a payback period of 12 months. Based on this data, which project should be chosen -

A. Project A
B. Project B
C. Project C
D. Can not be determined with this data

Q 5 - There are 3 projects to be chosen from. Project A has NPV of $32,500, Project B has NPV of $40,000 and Project C has NPV of $45,000. Project C is chosen. The opportunity cost of project C is -

A. $32,500
B. $72,500
C. $45,000
D. $40,000

Answers:

Q1 - B. SPI = EV / PV = 14000/15000 = 0.93 (which is less than 1), hence project is behind schedule. CPI = EV/AC = 14000/17500=0.8 (which is less than 1), hence project is over budget.

Q2 - C. SPI = EV/PV = BCWP/BCWS = 400000/425000=0.94 (which is less than 1), hence project is behind schedule with SPI = 0.94

Q3 - B. CPI = EV / AC = BCWP / ACWP = 400000/350000=1.14 (which is greater than 1), hence project is under budget with CPI = 1.14

Q4 - C. Project C will be chosen as this has the highest NPV.

Q5 - D. Opportunity cost is the cost of next best opportunity.

Here are the links for more practice questions -

For more sample questions visit:

FAQs

What is the eligibility criteria?

The eligibility criteria for appearing for PMP is as :

Diploma or equivalent + 5 years of project management experience + 35 hours of project management training

Bachelor's degree or equivalent + 3 years of project management experience + 35 hours of project management training

What is examination fee?

Examination fee is:

If you are a PMI member -

fee for CBT (computer based online) exam is US $405,

fee for PBT (paper bsased) exam is US $250

If you are not a PMI member -
fee for CBT (computer based online) exam is US $555,
fee for PBT (paper bsased) exam is US $400

How much time does it take to process the application?

Once the application is submitted on-line, PMI takes around 5 business days to process and review the application. Once the application is reviewed and approved you can immediately apply for the exam through Prometric center. You have one year after the application is approved to apply for the PMP certification exam.

Application process for PBT is much longer.

Will my application get audited? What is the audit process?

Applications are selected at random for verification and audit purpose. Hence, it is not known in advance if the application will be audited. If your application is selected for audit, verification process is initiated. You have to clear the verification process and then apply for the exam. Verification process involves providing evidence for your academic qualification, your professional experience (you provide reference names while filling up the appliction form, they need to verify your professional experience in case of audit)

In case, for any reason, if application is rejected after verification, processing fee of US $100 is deducted and remaining amount is refunded.

What is the format of exam?

There are 200 questions. Format of the exam is multiple choice. 4 choices are given for each question. One of the choice is the correct or the best answer for that question. Time limit for the exam is 4 hrs. There are no specifed breaks, but you are free to take as many as you want, but YOUR TIMER DOES NOT STOP. There is no negative marking. No marks are deducted for wrong answers. Out of 200 questions, only 175 are used for calculating the score. Remaining 25 questions are pre-test unscored questions and one does not know which are those 25. Hence, for all practical purposes one has to concentrate on all 200 questions.

Can I reappear for the exam, if I fail to clear in first attempt?

Yes, you can. Within one year, you are eligible to take the exam three times. For each reappear, you have to pay re-examination fee (US $275 for PMI members and US $375 for non-PMI members).

What is the passing score for the exam?

No one knows. PMI provides the scorecard which only mentions Pass or Fail along with your proficiency level (Proficient, Moderately Proficient or Below Proficient) in each Process Group. But, as the word goes by, one should get minimum 106 questions right out of 175. This is one of the old data which is available as of today but can not be taken as a criteria for pass or fail.

Why should I do PMP certification?

Please visit my post Top 5 reasons for PMP certification for the details.

What are the benefits of becoming PMI member?

Please visit my post Top 5 benefits for PMI membership for details.

How long do I need to wait to get my PMP results?

For computer based test (CBT), you will know your results immediately after completing the test at Prometric center. Prometric center will print out your result and give it to you. Besides mentioning Overall Pass or Fail, this will also indicate your proficiency level in each of the domain. In addition to getting this result by Prometric, you will be able to see your result on the online certification system within 7-10 days. PMI sends you your certificate within 4-6 weeks.

For Paper based test (PBT), you will be able to access your result online within 6-8 weeks of examniation date.

PMP Formulas at a glance

Here is the list of PMP formulas at one place. Click on the image below for full size.

Tips for ITTO - Part - 3

7. Project Communications Management -

Communication Planning - Carbon Copy - Communication requirement analysis, Comunications technology
Information Distribution - ILIC - I Love Indian Curry - Information gathering & retrieval system, Lessons learned process, Information distribution methods, Communications skills
Performance Reporting - SCIPT - Script without R - Status review meetings, Cost reporting systems, Information presentation tools, Performance information gathering and compilation, Time reporting systems
Manage Stakeholders - I C - I see or Integrated Circuit - Issue logs, Communication methods

8. Project Risk Management

Risk Identification - Dangerous ACID - Documentation reviews, Assumption analysis, Checklist analysis, Information gathering techniques, Diagramming techniques
Quantitative risk analysis - DQ - Data Quest - Data gathering & representation techniques, Quantitative risk analysis & modeling techniques

9. Project Procurement Management -

Plan purchases & Acquisitions - EMC - Essential Maintenance Contract - Expert judgement, Make-or-buy analysis, Contract types
Plan Contracting - SE - Start to End - Standard forms, Expert judgement
Request Seller Response - BAD - Bidder conferences, Advertising, Develop qualified seller list
Select Sellers - only With Sufficient Information Contractor Should Engage in Procurement - Weighting system, Screening system, Independent estimates, Contract negotiation, Seller rating system, Expert judgement, Proposal evaluation techniques
Contract Administration - BCCI is Responsible for Power Packed IPL - Buyer conducted performance review, Contract change control system, Claims administration, Inspections & audits, Records management system, Performance reporting, Payment system, Information technology
Contract Closure - PR - Public Relations - Procurement audits, Records management system

Tips for memorizing ITTO (PMBOK 4th Edition) - Part 1
Tips for memorizing ITTO (PMBOK 4th Edition) - Part 2

Tips for ITTO - Part - 2

4. Project Cost Management -

Cost estimating - Daily PVR Cinema is A Boring Plan - Determine resource cost rates, Project management software, Vendor bid analysis, Reserve analysis, Cost of quality, Analogous estimating, Bottom up estimating, Parametric estimating

Cost budgeting - CRPF - an indian police battalion - Cost aggregation, Reserve analysis, Parametric estimating, Funding limit reconciliation

Cost control - Very Poor Performance in PMP exam Causes Failure - Variance management, Performance measurement analysis, Project performance reviews, Project management software, Cost change control system, Forecasting

5. Project Quality Management -

Quality Planning - D Comes After B & C - Design of experiments, Cost-benefit analysis, Additional quality planning tools, Benchmarking, Cost of quality

Perform Quality Assurance - PQ - Process Analysis, Quality audits

Perform Quality Control - Sensors Help In Detecting Fire & Cause Remote Sirens to Continously Play - Scatter diagram, Histogram, Inspection, Defect repair review, Flowcharting, Cause & effect diagram, Run chart, Statistical sampling, Control charts, Pareto chart

6. Project Human Resource Management

Human Resource Planning - NOO - Networking, Organizational theory, Organization charts & position descriptions

Acquire project team - Present NAV - Pre-assignment, Negotiation, Acquisition, Virtual teams

Develop Project Team - Ground rules in Training & Team-building Generally Reduces Controversies - Ground rules, Training, Team building activities, General management skills, Recognition & rewards, Co-location

Manage Project Team - COPI-er - Conflict management, Observation & conversation, Project performance appraisal, Issue log

Tips for memorizing ITTO (PMBOK 4th Edition) - Part 1

Tips for memorizing ITTO (PMBOK 4th Edition) - Part 2

Tips for ITTO - Part - 1

1. Project Integration Management -

Tools & Technique (T&T) - All the 7 processes in this knowledge area have Project Management methodology & Project management information system. Expert judgement is present in all the processes EXCEPT Direct & Manage project execution. Develop project charter has additional T&T - Project selection method and Monitor & control project work has additional T&T - Earned value technique.

2. Project Scope Management -

Scope Definition T&T - PAES - Famous Indian tennis player - Product analysis, Alternatives identification, Expert judgement, Stakeholder analysis

Scope Control T&T - VCR-C - Variance Analysis, Change control system, Replanning, Configuration management system

3. Project Time Management -

Activity Definition T&T - PERT-D - Planning component, Expert judgement, Rolling wave planning, Templates, Decomposition

Activity Sequencing T&T - SAPAD - Food in south indian language - Schedule network templates, Arrow diagramming method, Precedence diagramming method, Applying leads & lags, Dependency determination

Activity Resource Estimating T&T - BEAP-P - Bottom up estimating, Expert judgement, Alternatives analysis, Published estimating data, Project management software

Activity Duration estimating T&T - TRAP Ends - Three point estimates, Reserve analysis, Analogous estimating, Parametric estimating, Expert judgement

Schedule Development - Project Schedule may Change With Agreed & Approved Stakeholder Scope Change Request - Project management software, Schedule network analysis, Critical path method, What-if scenario analysis, Applying calendars, Adjusting leads & lags, Schedule compression, Schedule model, Critical chain method, Resource leveling

Schedule Control T&T - PSPSPV

Tips for memorizing ITTO (PMBOK 4th Edition) - Part 1

Tips for memorizing ITTO (PMBOK 4th Edition) - Part 2

My Lessons Learnt (LL)

When I took up the task of completing the PMP in early 2009 (End of January 2009 to be precise), I considered it to be just like any other certification and thought this can be completed with ease. But, as I took the first step of completing the 36 hours training (requirement from PMI to appear for the certification), I realised I am getting into an activity which is going to eat into my several weekends and will require me to take time out of my family life. One of the motivation to go ahead was that PMI decided to move onto the PMBOK 4th edition from 30th June 2009 and I had done all my preparation with PMBOK 3rd edition. Even though there are not too many changes in 4th edition, I needed some thing to keep me going in a timebound manner. And, here I was studying regularly for 3-3.5 hrs daily and 10-11 hrs over the weekend for approx 2 months. Finally, I was able to finish my studies when I appeared for the test on 10th-Jun-2009 and I did take a sigh of relief when I saw the "Congratulation!" message appearing on the screen.

Along the journey, I thought I will also contribute to the community once I am able to clear my exam and here I am sharing my experience.

1. PMBOK, PMBOK & PMBOK - One needs to understand the PMBOK in & out. People say - it is a dry book and acts as a sleeping pill, but I found it to be well written with good examples. I studied it for three times. Do not cram, but understand the concepts behind each process. The initial chapters (Project management framework, Project Integration management) are very important and quite a lot of questions are asked in the exam from these topics. Once you understand each process, you will start appreciating PMBOK more. It is good if one can remember all the ITTO (not mandatory but some questions are straight on these)

2. Reference Books - Just the PMBOK is not sufficient, one needs to refer to other books. Some topics are not explained in details in PMBOK (like leadership styles, conflict resolution techniques, NPV formulae, motivational theories etc.) but are a very regular features in the exams with quite a many questions on these topics. The best book is Rita Mulcahy's PMP Exam Prep, Sixth Edition. This book has explained each and every topic very nicely. Another book which has been very helpful is Kim Heldman's Project Management Professional Study Guide. These two books along with PMBOK should do the trick. There is another book O'REILLY's Head First PMP This book is little different and can be a very good starting point (This is the first book I read) and starts building your rhythm. I studied Rita's book twice and once I read Kim Heldman's book.

3. Practice tests - One of the most important part of the preparation is practice tests. I did take 3 practice tests from pmstudy and these are very close to actual test. I consistently scored 75% in all the tests. Do as many tests as possible. Take at least 3-4 full 4 hrs tests. This builds up your stamina to concentrate and sit for 4 hours. Questions given at the end of each chapter of the reference books mentioned above are very good. One should complete these questions while reading each chapter and can return to these questions for the 2nd time also. Some useful links which provide mock tests & full lenght tests -

http://www.pmstudy.com/ - very good site and this comes very close to PMI exam. One full 4 hrs test is free for 1-day. It's worth buying another at least couple of more full length tests.
http://www.passpm.com/ - another good site for full length free self-evaluation test
http://www.oliverlehmann.com/pmp-self-test/75-free-questions.htm - site for self assessment test. A little tough questions. One may want to try and attempt at the start to get little push for motivation.
http://www.preparepm.com/ - provides mock-exams
http://www.headfirstlabs.com/PMP/free_exam/HeadFirstPMP_PracticePMPExam.pdf - Full length test of 200 questions

4. Discussion Forums - It helps to join some discussion forums. One gets a feeling of community. People share their experiences and one can learn from their experiences. Also, these forums can help when one is stuck with some problem and is looking to verify the solution, answer. Some good forums are -

http://www.pmhub.net/ - very good forum for any PMP related dicussions
http://forums.oreilly.com/category/73/Head-First-PMP/

5. Exam - Just relax before the exam day.

Browse through to your self made notes. One very good resource for study notes is http://pmhub.net/files/PMHUB_Study_Notes_V6/PMHUB-SNV6_%20Prad_Raj%20Rani_2.doc. This gives a very good summary.
Reach the examination center at least 1/2 an hour before the test. Carry at least 3 valid / original id proof. For some strange reason, the person at the center did not believe that one of the Ids I was carrying is original Id (he thought it to be a xerox copy), luckily I had another valid Id and that saved me.
Questions in the exam are not too lengthy, very well written with no ambiguity (many sites do put some ambiguous questions in their practice tests and that makes one very nervous). There is enough time to complete 200 questions.
Do not spend too much time on a single question.
Do read the question carefully (phrases like EXCEPT, FIRST, NOT TRUE can change your answer).
Do not be overconfident. You are never sure unless you see "Congratulations!" appear on your screen.

PMP Study

Library

Blog Contents

Memory Aids - PMBOK 4th Edition - Part 2

Memory Aids - PMBOK 4th Edition - Part 1

PMBOK 4th Edition download

Important Topics for PMP exam - Part 2

Important Topics for PMP Exam - Part 1

My PMP sample questions

FAQs

PMP Formulas at a glance

Tips for ITTO - Part - 3

Tips for ITTO - Part - 2

Tips for ITTO - Part - 1

My Lessons Learnt (LL)

Useful Sites

Free Test Sites

Discussion Forums

Non - PMP Resources

Blog Archive

About Me

Search This Blog

Library

Blog Contents

Useful Sites

Free Test Sites

Discussion Forums

Non - PMP Resources

Blog Archive

About Me

Search This Blog

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