Manage Artifacts Flashcards
In Scrum, the product backlog, sprint backlog, and product increment are also known as:
A. artifacts
B. lessons learned
C. project scope statement
D. Agile management plan
Answer: A
Process - Task 12 - Manage Artifacts
Option A is correct. Scrum categorizes the product backlog, sprint backlog, and product increment as artifacts. In Scrum, artifacts are considered to be tangible items created during product development.
You have taken over a project from a colleague who has moved to another department. One of the first issues you need to address is the concern of stakeholders not receiving timely reporting, leading them to make decisions based on faulty information. To understand stakeholder expectations best, the first thing you should do is:
A. Ask the sponsor to communicate with key stakeholders
B. Consult the Communications Management Plan
C. Call an emergency meeting with key stakeholders
D. Consult the Stakeholder EngagementPlan
Answer: B
Process - Task 12 - Manage Artifacts
While this is an important issue, this not an emergency and there is no reason to call an emergency meeting or to involve the sponsor. The Communications management plan will provide information about stakeholders’ needs, requirements, and expectations. There is no such document as the stakeholder management plan, this is an excellent example of a distractor answer loosely referring to the Stakeholder Engagement Plan.
During Planning, you and your team performed risk analysis for your new product. One of the risks you identified, and for which you devised a mitigation, was the possibility of a shortage of a precious metal your product requires. That shortage has now occurred, and you must implement the risk response. You realize that in order to perform the response, you will need project documents that include the risk register, risk report and the:
A. Overall risk report
B. Lessons learned register
C. Issue log
D. Risk analysis matrix
Answer: B
Process - Task 12 - Manage Artifacts
While it may not seem like the obvious choice, the lessons learned register can be quite useful as the lessons learned in earlier phases can be applied in later phases. The issue log is an output of Direct and Manage Project Work, as well as a common document we find under ‘Project documents updates’ for various processes. Answer choices A and D do not exist. Watch out for made-up names that sound right. If you know your documents, you cannot get those wrong.
You are the project manager in a large international aerospace company. Your projects are long and complex. You often have multiple sponsors and you have frequent change requests. To complicate matters you are funded by the government which has established strict schedule adherence policies to ensure payment. All of the following are addressed by the configuration management system except for which one?
A. Change control system results and version control management
B. Identification of deliverables and specifications
C. Status accounting
D. Verification and auditing
Answer: A
Process - Task 12 - Manage Artifacts
The three activities associated with configuration management include configuration identification, configuration status accounting, and configuration verification and auditing.
You are creating a report for the project sponsor and other key stakeholders. Because you have an agile mindset, you want to make sure you are being as transparent as possible with all data in the report and you have informed the team where they can read the report themselves before you send it out. Manoj, a team member, emails you about a discrepancy in the report and that he has already updated the report to match project data. You are about to email the work performance report out to the key stakeholders, but you are unsure if it is the correct version now that Manoj has updated a version of the report. What project artifact would have been helpful in this situation?
A. Change Management Plan
B. Configuration Management Plan
C. Agile Scope of Change Management Plan
D. Servant Leaders Guide (SLG)
Answer: B
Process - Task 12 - Manage Artifacts
The configuration management plan deals with version control within project systems and project documents. Yes, there is documentation in agile projects. Don’t be fooled by the mantra of the agile mindset of working software over comprehensive documentation. That is about prioritization; it doesn’t mean to have no documentation. Read more about the configuration management plan in the PMBOK Guide p 88.
You are consolidating all the cost estimates you received from the Project Management Team members. You realize the estimates are coming back in different formats. Some team members are using outdated forms and documents. What is least likely to be the cause of this?
A. Poor configuration management
B. Plans were updated, but all team members did not receive the updates
C. Poor communication management
D. Poor risk management processes
Answer: D
Process - Task 12 - Manage Artifacts
Poor risk management at this point is the least likely cause. If the plan has been updated configuration management would ensure the most up to date documents are being used and each team member would receive them. Communication management would ensure all changes were properly communicated.
It has come to your attention that a portion of your virtual team is having frequent misunderstandings with another portion of your virtual team. You find out that one portion of your team has access to reports that are not available to all virtual team members. What should you do to promote an agile mindset?
A. Find the person responsible for the reports and have them apologize to the other virtual team members.
B. Ensure that the reports and all other relevant documentation are available to the entire team in order to promote transparency.
C. Use a fishbowl and cross remote pairing.
D. Immediately elevate the issue to your boss.
Answer: B
Process - Task 12 - Manage Artifacts
One way to add business value to promote transparency. read more on p. 87 in the Agile Practice Guide.
You are a managing your first project for an organization and you would like to have some guidance as to how projects were managed in the past. In particular, you are interested in learning what software, templates, training, and standardized policies have been most effective in facilitating successful project management. Where should you turn to find these items?
A. Project Management Office
B. Project Team
C. Customer or client
D. Functional Manager
Answer: A
Process - Task 12 - Manage Artifacts
The Project Management Office (PMO) is a centralized department or function within the organization which coordinates and manages projects under its domain. Part of its roll is maintaining lessons learned, best practices, tools, templates, etc. to ensure the knowledge base continually increases and that the project managers can draw from this base.
Your project has a tight deadline at which time you will deliver the product to the customer. Which of the following artifacts will least likely be progressively elaborated during this project?
A. Requirements Document
B. Product backlog
C. Scope Statement
D. Project Schedule
Answer: B
Process - Task 12 - Manage Artifacts
The scenario indicates that this is a predictive lifecycle project since there is a tight deadline when you will deliver the product (once). A Product backlog will not be used on this project, they are only used for agile projects. All of the other options are artifacts that will be used and constantly updated during this project. PMI Authorized PMP Exam Prep Student Guide/ Page 178
You are a project manager on a large technology project and have noticed the project team can’t easily find the right information to make good decisions and there is a lot of confusion about which versions of documents are the most up to date. You are also having a tough time integrating the various processes. As a result, you suggest improvements be made to which of the following?
A. Project Management Information Systems (PMIS)
B. Work Breakdown structure (WBS)
C. Configuration management systems
D. Reporting systems
Answer: A
Process - Task 12 - Manage Artifacts
The correct answer is A. The Project Management Information System (PMIS) is the collective systems (can be manual or automated) that consists of tools and techniques used to gather, integrate, and disseminate the outputs of the project management processes. The key to this questions is that it is talking about various systems such as reporting, configuration management (version control), and integrating the processes. Choices C and D are partially correct (both of those systems are included in the PMIS), but answer choice A is more correct because it addresses all the concerns listed.
Your quality manager is a member of your project management team. In one of your regular meetings, she advises you that she is growing concerned about the number of defects per deliverable in your project. Not being an expert in quality, you inquire about what means she uses to represent this information. She advises that she uses a(n):
A. Affinity diagram
B. Quality report
C. Histogram
D. Matrix diagram
Answer: C
Process - Task 12 - Manage Artifacts
The histogram shows a graphical representation of numerical data for which this is ideal. Histograms can show the number of defects per deliverable, a ranking of the cause of defects, the number of times each process is non-compliant, or other representations or project or product defects. Affinity diagrams are good for grouping items; quality report is a higher-level report on quality issues; matrix diagram seeks to show the strength of relationships among factors, causes and objectives.
Tim has a team who produces online software for banking. A legal ruling in Florida requires an audit and new test of the software Tim produces that was put in place on August 14, 2016, which has been updated many times since. Which of documents are key to Tim completing this audit?
A. The technical requirements documentation in place for the August 14, 2016 software
B. The configuration logs for the August 14, 2016 software
C. The change log, including approved and rejected changes, since August 14, 2016 software
D. This is not an issue for Tim and should go to the operations team
Answer: B
Process - Task 12 - Manage Artifacts
The detailed configuration logs will allow for the re-creation of the exact software that was live on August 14, 2016. While you may have chosen answer A, the requirements documentation does not necessarily mean they were part of the final product.
Whenever a change request is approved on your project, all of the related project artifacts need to be revised. It is also essential to control the versions of these artifacts so the project team and stakeholders will know what the latest versions are. Which of the following is not an attribute of a version control system?
A. Each time the file is updated, it is automatically saved and then given a new version number.
B. The version control system tracks change requests throughout the change control process.
C. The version control system will contain version control for important artifacts such as the project management plan, the subsidiary project management plans, the scope, and other documents.
D. The version control system can contain a date and time stamp and the name of the person who made the changes. This creates a digital paper trail of the document’s history.
Answer: B
Process - Task 12 - Manage Artifacts
While there is a relationship between approved change requests and updating project artifacts and their versions, the change request itself is tracked either manually or via a change request system. Many change control systems have workflow as a primary feature.
A project manager is trying to convince management to use project management standards and has decided to start improving the company’s project management process by creating a form project charter. After some push back from the PMO his idea appears to be gaining traction. Which of the following best describes why the project charter is needed?
A. It describes the details of what needs to be done
B. It lists the names of all team members
C. It gives the project manager authority to apply resources
D. It defines the project’s scope in detail
Answer: C
Process - Task 12 - Manage Artifacts
The Project Charter is the authorizing document to initiate the project. The Project charter gives the project manager her authority to carry out the work necessary to complete the project.
The team needs to reprioritize a requirement during a sprint. Which artifact will need to be updated first?
A. Requirements Document
B. Product Roadmap
C. Change Management Plan
D. Sprint Backlog
Answer: D
Process - Task 12 - Manage Artifacts
Since the question mentions sprint then you need to deduce that this is an Agile project and so the requirement referred to is known as a user story (this rules out option A). Priority of user stories for a sprint are in the Sprint Backlog.
Which of the following project artifacts is unique to agile projects?
A. Business Case
B. Product Roadmap
C. Project Charter
D. Issues Log
Answer: B
Process - Task 12 - Manage Artifacts
A Product Roadmap shows the anticipated sequence of deliverables on an agile project over time. All other artifacts could be used for agile, predictive or hybrid projects.
As you are setting up your PMO, you realize project and program managers will require a way to ensure stakeholders can easily retrieve timely information. This can be done using a variety of tools including electronic project management tools, communications such as email and web conferencing as well as social media. Your best move is to set up what?
A. A Communication System
B. A Project Management Information System
C. A Knowledge Management System
D. A Project Information System
Answer: B
Process - Task 12 - Manage Artifacts
The Project Management Information System consists of the tools and techniques used to gather, integrate, and disseminate the outputs of project management processes. Answers A, C, and D are not terms found in the PMBOK Guide.
All of the following are inputs to Manage Project Knowledge EXCEPT:
A. Work performance data
B. Lessons learned register
C. Resource Breakdown Structure (RBS)
D. Deliverables
Answer: A
Process - Task 12 - Manage Artifacts
The inputs to Manage Project Knowledge include the Project Management Plan, Project Documents (Lessons learned register, Project team assignments, etc.), Deliverables, Enterprise Environmental Factors, Organizational Process Assets.
It has come to your attention that a portion of your virtual team is having frequent misunderstandings with another portion of your virtual team. You find out that one portion of your team has access to reports that are not available to all virtual team members. What should you do to promote an agile mindset?
A. Find the person responsible for the reports and have them apologize to the other virtual team members
B. Ensure that the reports and all other relevant documentation are available to the entire team in order to promote team accountability by having each team member sign and date any documentation they produce
C. Use a fishbowl and cross remote pairing
D. Immediately elevate the issue to your boss
Answer: B
Process - Task 12 - Manage Artifacts
One way to add business value to promote transparency. Read more on page 87 in the Agile Practice Guide
Which of the following should be the primary focus for Agile projects when working with contracted sellers?
A. Achievement of milestones in the project schedule.
B. Creation of project artifacts.
C. Phase gate reviews.
D. Full deliverable of incremental business value.
Answer: D
Process - Task 12 - Manage Artifacts
Answers A through C typically are focus points for more predictive projects when contrasting with sellers. The emphasis with Agile projects should be rapid value delivery. Page 78, Agile Practice Guide.
You are a project manager and you are conducting the initial meeting with your project team. A goal of the meeting is to discuss and align on the components of the project charter. After some lively debate the team comes to an agreement on what is, and is not included in the project charter. Which of the following is included in the project charter?
A. Project scope statement
B. Quality standards
C. Staffing assignments
D. High level requirements
Answer: D
Process - Task 12 - Manage Artifacts
Choice D is the correct answer. The project charter includes a high-level requirement on the project whereas WBS, risks, and quality standards are not parts of the project charter.
Which one of the following is not an attribute of a project?
A. Creates a product, service, or results
B. Has no specific end date
C. Has a specific start date
D. Requires resources to function
Answer: B
Process - Task 12 - Manage Artifacts
Projects will always have an ending point, as they are temporary in nature. Operations on the other hand would have no defined ending point.
You are a project manager for a small start-up organization. You are completing some necessary project documents with your project management team. You have a global virtual team working on a new application. Your team has different holidays and vacation plans that you must account for. Which calendar will take into account holiday and vacation time for the project team?
A. Project calendar
B. Resource calendar
C. Project team calendar
D. Resource Management calendar
Answer: B
Process - Task 12 - Manage Artifacts
Resource calendars define resource-specific holidays and resource availability periods.
You are the project manager for a large construction company. You are working on a project that is executed under a time and materials contract. Senior management wants to be sure only the work that is defined in the project scope gets done. What project documentation would senior management be interested in reviewing?
A. The scope statement, work breakdown structure (WBS), and any approved changes
B. Meeting minutes from the kickoff meeting, where the project scope was discussed
C. The project charter
D. The scope management plan
Answer: A
Process - Task 12 - Manage Artifacts
The scope statement and WBS, along with approved changes, define the work to be done and ensure no unnecessary work is done. Choice B would not be appropriate, nor would it contain the proper information that management needs. Choice C, the project charter, would not provide detailed enough information. Choice D, the scope management plan, provides the framework for defining and managing scope, but not the details of what gets done on a project.
You are the project manager for a window manufacturing company. Usually your projects run smoothly, but this one has run into some unanticipated delays due to multiple change requests from different sponsors. Version control is starting to be a challenge. Which of the following is a tool or technique used in Perform Integrated Change Control?
A. Change requests
B. Meetings
C. Configuration management system
D. Project management information systems (PMIS)
Answer: B
Process - Task 12 - Manage Artifacts
The tools and techniques used during the Perform Integrated Change Control process are expert judgment, meetings, and change control tools.
The VP of the Information Technology department has come to you with a request to start a project quickly due to tight time frames. The project charter has not yet been completed or signed yet. What is the best response you can make to the VP?
A. I understand there is a tight deadline and I will start work on the project even though there is no signed charter
B. I understand there is a tight deadline, but I need to have a signed charter, with an approved budget, before I can start work on the project
C. I will start working on this right away, then follow up to get a signed charter
D. I understand there is a tight deadline, let me start pulling together information for the charter to expedite this for approval
Answer: D
Process - Task 12 - Manage Artifacts
Per PMI, work cannot begin on a project until the charter is signed. So, choices A and C are incorrect. Often the charter includes an approved budget. While choice B is technically true, choice D shows a better understanding of stakeholder concern - you will actively expedite the charter assembly and approval. This will engage this particular stakeholder and show his support of this project.
While managing your project, you need to distribute information to large audiences. Some of this information is large and complex. The best thing you can do at this point is to set up what kind of communication method?
A. Global email system, which is a pull type of communication method
B. Video conference, which in an interactive type of communication method
C. Knowledge repository, which is a pull type of communication method
D. Corporate website, which is a push type of communication method
Answer: C
Process - Task 12 - Manage Artifacts
Pull types of communication methods are useful for large groups or large information sets. These methods include web portals, intranet sites, e-learning, lessons learned databases or knowledge repositories.
The project manager, stakeholders, and project team members all have roles and responsibilities throughout the project. As the project manager, you must link the project scope definition to the project roles and indicate which activities each person will participate in. You might display this information in which of the following ways?
A. PDM
B. RAM
C. SOW
D. RRM
Answer: B
Process - Task 12 - Manage Artifacts
The Responsibility Assignment Matrix (RAM) links the project roles and responsibilities to the scope definition and WBS elements or activities. The RAM usually has a row and column format showing activities and the roles assigned to those activities. The RACI chart is a form of a RAM.
You are creating a report for the project sponsor and other key stakeholders. Because you have an agile mindset, in an effort to be transparent with the data in the report, you have informed the team where they can read the report themselves before you send it out. Mark, a team member, emails you that he found a discrepancy and has already updated the report to match project data. Now you are unsure if the work performance report that you are ready to send to key stakeholders is the correct version. What project artifact would have been helpful in this situation?
A. Change Management Plan
B. Configuration Management Plan
C. Agile Scope of Change Management Plan
D. Servant Leaders Guide (SLG)
Answer: B
Process - Task 12 - Manage Artifacts
The configuration management plan deals with version control within project systems and project documents. Yes, there is documentation in agile projects. Don’t be fooled by the mantra of the agile mindset,"working software over comprehensive documentation". That is about prioritization; it doesn’t mean no documentation. Read more about the configuration management plan in the PMBOK Guide p. 88.
You are managing a complex project which is novel to your organization, and in the course of doing so, there have been a lot of customer feedback documents, project records, status reports, meeting minutes, lessons learned, etc. Which of the following would be most helpful to you in organizing and archiving these documents for later reference?
A. Information Management
B. Documentation Reviews
C. Issue Log
D. Expert Judgment
Answer: A
Process - Task 12 - Manage Artifacts
Information management tools and techniques are used to create and connect people to information, so that is the correct answer. Documentation reviews are done to identify and uncover risk; issue logs are used to track points over which there is disagreement or confusion. Expert judgment may assist in determining which records must be preserved, but is not as helpful as the PMIS for these purposes.
During lunch you are having a discussion with a peer project manager. Although you agree on most topics, you differ on the purpose of the project charter. This has led to some confusion with organization sponsors and needs to be resolved. Which of the following is not a purpose of the project charter?
A. Defining the authority of the project manager
B. Providing a high-level description of the project
C. Indicating business need
D. Documenting scope
Answer: D
Process - Task 12 - Manage Artifacts
Choice D is the correct answer. A scope statement is defined at the planning stage. The project charter only defines high-level deliverables. It assigns a project manager with the defined authority level, describes the business need of the project, and outlines very high-level requirements, risks, budget expectations, etc.
In working with your sponsor, you are aware the objectives of your project are not only specific deliverables but also the attainment of business value. Business value refers to the benefit the results of a specific project provide to its stakeholders. During the course of the project, it is important for you to keep the success measures of which of these documents in alignment with each other?
A. Business case, project management plan, project charter, benefits management plan
B. Stakeholder engagement plan, benefits management plan, project charter
C. Business case, benefits management plan, project charter
D. Project charter, benefits management plan
Answer: A
Process - Task 12 - Manage Artifacts
According to the PMBOK Guide, the project manager is responsible for providing recommendations to keep the project business case, project management plan, project charter and project benefits management plan success measures in alignment with each other and with the goals and objectives of the organization.
