Kim Heldman, PMP, is Senior Manager, IT/Chief Information Officer for the Regional Transportation District in Denver, CO. She oversees an IT portfolio of projects ranging from those small in scope and budget to multimillion-dollar, multiyear projects. With more than 25 years of experience in information technology project management, Kim directs IT resource planning, budgeting, project prioritization, and strategic and tactical planning. Most of the real-world scenarios in this Study Guide are based on her actual experiences on the job. Kim is the author of several books on project management, including Project Management JumpStart, 3rd Edition, and the eight previous editions of the bestselling PMP Project Management Professional Study Guide. Visit her website at www.kimheldman.com.

Introduction xxiii

Assessment Test xxxiv

Chapter 1 What Is a Project? 1

Is It a Project? 2

Projects vs. Operations 3

Stakeholders 5

Project Characteristics 7

What Is Project Management? 8

Programs 9

Portfolios 9

Organizational Project Management 11

Project Management Offices 11

Skills Every Good Project Manager Needs 13

Technical Project Management Skills 14

Business Management and Strategic Skills 15

Communication Skills 15

Organizational and Planning Skills 15

Conflict Management Skills 16

Negotiation and Influencing Skills 16

Leadership Skills 17

Team-Building and Motivating Skills 17

Role of a Project Manager 18

Understanding Organizational Structures 18

Functional Organizations 20

Project-Oriented Organizations 23

Matrix Organizations 25

Other Organizational Structures 28

Project-Based Organizations 29

Understanding Project Life Cycles and Project

Management Processes 29

Project Phases 29

Project Life Cycles 31

Project Management Process Groups 34

Agile Project Management 40

Project Life Cycles 41

Agile Roles and Responsibilities 42

Sprint Planning 43

Daily Standups or Scrum Meetings 44

Sprint Review and Retrospective 45

Other Methodologies 45

Understanding How This Applies to Your Next Project 46

Summary 46

Exam Essentials 47

Review Questions 49

Chapter 2 Creating the Project Charter 55

Exploring the Project Management Knowledge Areas 57

Project Integration Management 59

Project Scope Management 61

Project Schedule Management 62

Project Cost Management 63

Project Quality Management 64

Project Resource Management 65

Project Communications Management 66

Project Risk Management 67

Project Procurement Management 68

Project Stakeholder Management 68

Understanding How Projects Come About 69

Needs and Demands and Other Factors That Lead to Project Creation 70

Feasibility Studies 72

Performing Project Selection and Assessment 73

Using Project Selection Methods 75

Kicking Off the Project Charter 83

Business Documents 84

Agreements 87

Enterprise Environmental Factors 87

Organizational Process Assets 89

Tools and Techniques 91

Formalizing and Publishing the Project Charter 92

Pulling the Project Charter Together 93

Key Stakeholders 94

Project Charter Sign-Off 96

Assumptions Log 97

Identifying Stakeholders 97

Identify Stakeholders Inputs 97

Stakeholder Analysis 99

Stakeholder Register and Other Outputs 102

Introducing the Kitchen Heaven Project Case Study 103

Understanding How This Applies to Your Next Project 107

Summary 108

Exam Essentials 109

Review Questions 111

Chapter 3 Developing the Project Scope Statement 117

Developing the Project Management Plan 119

Developing Project Management Plan Inputs 120

Documenting the Project Management Plan 123

Overview of the Project Scope Management Knowledge Area 126

Plan Scope Management 127

Understanding the Plan Scope Management Inputs 128

Using Plan Scope Management Tools and Techniques 129

Alternatives Analysis 130

Documenting the Scope Management Plan 131

Documenting the Requirements Management Plan 132

Collecting Requirements 132

Gathering Inputs for the Collect Requirements Process 134

Using the Tools and Techniques of the Collect

Requirements Process 138

Documenting Requirements 143

Defining Scope 145

Product Analysis 147

Writing the Project Scope Statement 148

Understanding the Scope Statement Components 148

Approving and Publishing the Project Scope Statement 151

Updating the Project Documents 151

Creating the Work Breakdown Structure 153

Gathering the WBS Inputs 154

Decomposing the Deliverables 154

Constructing the WBS 155

Creating WBS Process Outputs 163

Understanding How This Applies to Your Next Project 168

Summary 169

Exam Essentials 170

Review Questions 172

Chapter 4 Creating the Project Schedule 179

Overview of the Project Schedule Management Knowledge Area 180

Creating the Schedule Management Plan 182

Defining Activities 183

Define Activities Process Inputs 184

Tools and Techniques for Defining Activities 184

Define Activities Outputs 184

Understanding the Sequence Activities Process 186

Sequence Activities Tools and Techniques 187

Project Management Information System (PMIS) 191

Sequence Activities Outputs 192

Estimating Activity Resources 192

Estimate Activity Resources Inputs 193

Estimate Activity Resources Tools and Techniques 194

Estimate Activity Resources Outputs 194

Estimating Activity Durations 195

Estimate Activity Durations Inputs 197

Estimate Activity Durations Tools and Techniques 197

Estimate Activity Durations Outputs 201

Developing the Project Schedule 202

Develop Schedule Inputs 203

Develop Schedule Tools and Techniques 204

Scheduling Process Outputs 217

Understanding How This Applies to Your Next Project 226

Summary 227

Exam Essentials 228

Review Questions 230

Chapter 5 Developing the Project Budget and Communicating the Plan 235

Overview of the Project Cost Management Knowledge Area 236

Creating the Cost Management Plan 238

Performing Plan Cost Management 238

Creating the Cost Management Plan 238

Estimating Costs 240

Estimate Costs Inputs 241

Tools and Techniques to Estimate Costs 243

Estimate Costs Process Outputs 244

Establishing the Cost Baseline 246

Determine Budget Inputs 247

Determine Budget Tools and Techniques 248

Determine Budget Process Outputs 249

Understanding Stakeholders 252

Analyzing Stakeholders 253

Stakeholder Engagement Plan 255

Overview of the Project Communication Management Knowledge Area 255

Communicating the Plan 256

Plan Communications Management Inputs 257

Tools and Techniques for Plan Communications Management 258

Plan Communications Management Outputs 263

Understanding How This Applies to Your Next Project 267

Summary 268

Exam Essentials 269

Review Questions 270

Chapter 6 Risk Planning 275

Planning for Risks 276

Overview of the Project Risk Management Knowledge Area 277

Planning Your Risk Management 278

Plan Risk Management Inputs 279

Tools and Techniques for Plan Risk Management 280

Creating the Risk Management Plan 281

Identifying Potential Risk 287

Identify Risks Inputs 288

Tools and Techniques for Identify Risks 289

Identify Risks Outputs 294

Analyzing Risks Using Qualitative Techniques 296

Perform Qualitative Risk Analysis Inputs 296

Tools and Techniques for Perform Qualitative Risk Analysis 297

Ranking Risks in the Risk Register 305

Quantifying Risk 305

Tools and Techniques for Perform Quantitative Risk Analysis 306

Perform Quantitative Risk Analysis Outputs 311

Developing a Risk Response Plan 312

Tools and Techniques for Plan Risk Responses 313

Plan Risk Responses Outputs 318

Understanding How This Applies to Your Next Project 323

Summary 324

Exam Essentials 325

Review Questions 326

Chapter 7 Planning Project Resources 331

Overview of the Project Procurement Management Knowledge Area 332

Procurement Planning 333

Plan Procurement Management Inputs 334

Tools and Techniques for Plan Procurement Management 339

Plan Procurement Management Outputs 341

Overview of the Project Resource Management Knowledge Area 348

Developing the Resource Management Plan 349

Plan Resource Management Inputs 349

Plan Resource Management Tools and Techniques 352

Plan Resource Management Outputs 354

Project Quality Management Knowledge Area Overview 357

Quality Planning 358

Plan Quality Management Inputs 358

Tools and Techniques for Plan Quality Management 360

Plan Quality Management Outputs 367

Bringing It All Together 370

Understanding How This Applies to Your Next Project 374

Summary 375

Exam Essentials 376

Review Questions 378

Chapter 8 Developing the Project Team 383

Directing and Managing Project Work 384

Direct and Manage Project Work Inputs 386

Tools and Techniques of Direct and Manage Project Work 387

Outputs of Direct and Manage Project Work 388

Acquiring the Project Team and Project Resources 392

Acquire Resources Inputs 393

Tools and Techniques of Acquire Resources 394

Outputs of Acquire Resources 395

Developing the Project Team 397

Tools and Techniques of Develop Team 398

Outputs of Develop Team 413

Managing Project Teams 416

Tools and Techniques for Managing Teams 417

Emotional Intelligence (Interpersonal and Team Skills) 420

PMIS 420

Managing Project Team Outputs 420

Implement Risk Responses 421

Understanding How This Applies to Your Next Project 424

Summary 425

Exam Essentials 426

Review Questions 427

Chapter 9 Conducting Procurements and Sharing Information 433

Conducting Procurements 435

Conduct Procurements Tools and Techniques 436

Conduct Procurements Outputs 442

Laying Out Quality Assurance Procedures 445

Inputs to Manage Quality 445

Manage Quality Tools and Techniques 446

Manage Quality Outputs 451

Manage Project Knowledge 452

Tools and Techniques to Manage Project Knowledge 453

Manage Project Knowledge Outputs 454

Managing Project Information 454

Tools and Techniques of Manage Communications 455

Outputs of Manage Communications 461

Managing Stakeholder Engagement 463

Manage Stakeholder Engagement Inputs 463

Tools and Techniques for Manage Stakeholder Engagement 464

Manage Stakeholder Engagement Outputs 464

Understanding How This Applies to Your Next Project 468

Summary 469

Exam Essentials 470

Review Questions 472

Chapter 10 Measuring and Controlling Project Performance 477

Monitoring and Controlling Project Work 479

Monitor and Control Project Work Inputs 480

Monitor and Control Project Work Outputs 482

Controlling Procurements 484

Controlling Procurements Inputs 485

Control Procurements Tools and Techniques 487

Control Procurements Outputs 489

Monitoring Communications 492

Monitor Communications Inputs 493

Monitor Communications Tools and Techniques 494

Monitor Communications Outputs 496

Managing Perform Integrated Change Control 499

How Change Occurs 500

Change Control Concerns 500

Configuration Control 502

Change Control System 502

Perform Integrated Change Control Inputs, Tools and Techniques, and Outputs 506

Monitoring Stakeholder Engagement 508

Understanding How This Applies to Your Next Project 511

Summary 512

Exam Essentials 513

Review Questions 514

Chapter 11 Controlling Work Results 519

Monitoring and Controlling Risk 521

Monitor Risks Inputs 522

Monitor Risks Tools and Techniques 523

Monitor Risks Outputs 524

Controlling Cost Changes 526

Control Costs Inputs 526

Control Costs Tools and Techniques 527

Control Costs Outputs 537

Monitoring and Controlling Schedule Changes 540

Control Schedule Inputs 541

Control Schedule Tools and Techniques 541

Control Schedule Outputs 543

Utilizing Control Quality Techniques 544

Control Quality Inputs 544

Control Quality Tools and Techniques 545

Control Quality Outputs 553

Validating Project Scope 554

Controlling Scope 555

Control Scope Inputs 555

Control Scope Tools and Techniques 556

Control Scope Outputs 556

Controlling Resources 557

Understanding How This Applies to Your Next Project 560

Summary 562

Exam Essentials 562

Review Questions 564

Chapter 12 Closing the Project and Applying Professional Responsibility 569

Formulating Project Closeout 571

Characteristics of Closing 572

Project Endings 572

Closing Out the Project 575

Administrative Closure Procedures 576

Close Project or Phase Inputs 577

Close Project or Phase Tools and Techniques 578

Close Project or Phase Outputs 578

Closing Out the Procurements 582

Celebrate! 582

Releasing Project Team Members 583

Balancing Stakeholders’ Interests at Project Close 583

Competing Needs 584

Dealing with Issues and Problems 584

Balancing Constraints 585

Professional Responsibility 587

Responsibility 587

Respect 590

Fairness 593

Honesty 596

Role Delineation Study 597

Applying Professional Knowledge 598

Project Management Knowledge 598

Education Providers 598

Industry Knowledge 599

Understanding How This Applies to Your Next Project 602

Summary 604

Exam Essentials 605

Review Questions 607

Appendix A Answers to Review Questions 613

Chapter 1: What is a Project? 614

Chapter 2: Creating the Project Charter 615

Chapter 3: Developing the Project Scope Statement 617

Chapter 4: Creating the Project Schedule 618

Chapter 5: Developing the Project Budget and

Communicating the Plan 620

Chapter 6: Risk Planning 622

Chapter 7: Planning Project Resources 623

Chapter 8: Developing the Project Team 625

Chapter 9: Conducting Procurements and Sharing Information 626

Chapter 10: Measuring and Controlling Project Performance 628

Chapter 11: Controlling Work Results 629

Chapter 12: Closing the Project and Applying Professional Responsibility 631

Appendix B Process Inputs and Outputs 633

Initiating Processes 634

Planning Processes 636

Executing Processes 658

Monitoring and Controlling Processes 669

Closing Processes 681

Index 683

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