PMP Practice Exam Question

You are managing a software development project. During the execution phase, you realize that a piece of work was missed in the initial planning phase. This work is critical for the project's completion and aligns with the project's scope. What is the FIRST action you should take?

A) Add the work to the project schedule and notify the team.

B) Perform a quality audit to understand why it was missed.

C) Update the project management plan and issue a change request.

D) Inform the stakeholders about the delay and added costs.

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Best Answer: C) Update the project management plan and issue a change request.

Explanation:

When a piece of work that aligns with the project's original scope is discovered during project execution, the first step is not to immediately add it to the project schedule or to inform stakeholders about potential delays and additional costs. The priority is to formally integrate this new work into the project management plan, ensuring it is reflected accurately in all relevant project documents and plans. This ensures that all project parameters, such as schedule, cost, and quality, are adjusted accordingly to accommodate this change.

The process of updating the project management plan involves:

1. Identifying the Change: Recognizing that a critical piece of work was missed and needs to be included for the project to meet its original scope.
2. Assessment: Evaluating the impact of this missed work on the project's schedule, cost, resources, and risk profile. This step is crucial for understanding how the addition of this work will affect the project's overall trajectory and deliverables.
3. Development of a Change Request: The project manager must then formalize the need for this change through a change request. This document will detail what the change is, why it is necessary, its impacts, and any other relevant information that justifies its inclusion at this stage of the project.
4. Submission through Change Control Process: The change request is submitted to the project's change control board (CCB) or equivalent authority, as defined in the project's governance framework. This body is responsible for reviewing and approving changes to ensure they are necessary and that their impacts are understood and acceptable.
5. Approval and Implementation: If approved, the change is officially incorporated into the project management plan. This involves updating all relevant documentation and plans, such as the schedule, budget, quality plan, and risk register. The project team and relevant stakeholders are then notified of the change and its implications for the project's execution.
6. Communication: Effective communication is key throughout this process. Stakeholders must be kept informed about the change and its impacts on the project. This includes discussing potential delays, additional costs, and any alterations to the project's deliverables or completion date.

Option C is the correct choice because it encapsulates the formal process required to manage changes in a project. While informing stakeholders (Option D) and adding the work to the project schedule (Option A) are necessary steps, they come after the formal approval of the change. Performing a quality audit (Option B) might be helpful for internal process improvement but does not address the immediate need to integrate the missed work into the project plan.

This approach aligns with the Project Management Institute's (PMI) best practices for project change management, ensuring that all changes are controlled and documented, minimizing their potential impacts on the project's success.