Certification Insider

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As a project management trainer, I have always focused not only on teaching my students how to pass their exams but also on how to become better at what they are doing. Yes, of course, I want you to pass your exam and become certified but I always strived to ensure that what I teach helps you to better lead your projects and deliver them successfully for your stakeholders.

And that is why I think the changes that the Project Management Institute (PMI)® is making to the Project Management Professional (PMP)® exam on July 1st, 2020 is a good change, even though they could have managed the roll-out a bit better.

With this update, PMI® is moving away from the five current and somewhat ‘technical’ domains and shifts the focus of the exam to test a candidate’s knowledge of, and experience in the skills necessary to actually lead and manage a project. Specifically, the three new domains are People, Process, and Business Environment.

But why am I telling you all of this when we have a guest for you who is much more qualified than I am: Sierra Hampton-Simmons (LinkedIn Profile). Sierra has nearly two decades of experience as an expert in Certification Management and joined PMI in late 2013. Currently, she serves as the Portfolio Leader/Head of Certification Products. This means that she is responsible for the entire portfolio of Certification Products including the PMP® exam. So she’s the perfect person to discuss both the background and nature of the changes. You’ll even get to hear that PMI is making changes to the type and style of questions a candidate will see during the exam itself.

(This interview was originally published on The Project Management Podcast.)

As of March 26th, 2018 the Project Management Professional (PMP)® exam will be based on A Guide to the Project Management Body of Knowledge (PMBOK® Guide) Sixth Edition. The Project Management Institute (PMI)® will grant no exceptions. So, if you find yourself in a situation where you had been studying the PMBOK® Guide Fifth Edition with the plans for taking the PMP® exam prior to March 26th, and you realize that this is just not going to happen, then you are probably wondering what to do now.

In a nutshell: You now have to study the PMBOK® Guide Sixth Edition because that is what you will be tested on.

You Cannot Study Only What Has Changed

You can start learning the new knowledge by reading the PMBOK® Guide Sixth Edition, which was released in September 2017. However, due to the extensive changes between the Fifth and Sixth Edition, you cannot simply learn the changes. Yes, there are a great number of articles available that talk about the changes. But unfortunately, you cannot simply study those sections that have changed alone. There are too many interactions between concepts, processes, and ITTOs to make this feasible. Instead, you need to take a holistic approach to learning the PMBOK® Guide Sixth Edition. Here we will review some of what has changed in this most recent edition, as well as some tips on how to prepare yourself to now take the "new" PMP exam based on the most current edition.

Conceptual Changes To The Sixth Edition

The changes start with a realignment of information in the first three sections. Information formerly discussed in these sections is now covered in the first two sections. Section one, "Introduction", now includes high-level information on the selection of development approach (predictive, iterative, adaptive, and incremental) based on the nature of the project. Section two covers "The Environment in Which Projects Operate". Information on enterprise environmental factors and organizational process assets are covered as before; however, also included now is information covering different organizational systems to include governance, management, and types.

Section three is now completely dedicated to "The Role of the Project Manager". This section includes information on the project manager’s sphere of influence and competencies. Here you will also learn about the PMI Talent Triangle®, which focuses on the technical project management, leadership, and strategic and business management skills required for project managers. Understanding the PMI Talent Triangle® will be invaluable to you once you become PMP® certified and you need to keep your skills up to date and need to report your professional development units (PDUs) to maintain your certification.

One of the most notable changes between the Fifth and Sixth Edition is the inclusion of agile and adaptive methodologies. Starting with section four, going through section 13, you will now see several new subsections to include: trends and emerging practices, tailoring considerations, key concepts, and considerations for adaptive environments. You will also see some information on using agile specific tools and techniques such as iteration planning and sprints.

In fact, if you purchase or download your copy of the PMBOK® Guide then a copy of The Agile Practice Guide is included to show the growing importance of agile in project management.

Knowledge Areas an Processes

There have also been numerous changes made in both the Knowledge Areas and Processes. Two Knowledge Areas have been updated to better reflect how work is actually accomplished. What was the Project Human Resource Management Knowledge Area is now the Project Resource Management Knowledge Area. This has changed because a project manager doesn’t just manage human resources on a project, they manage all of the project resources. The Project Time Management Knowledge Area has been changed to Project Schedule Management Knowledge Area because a project manager actually manages work as defined in the project schedule, they do not manage time.

Some processes have been renamed to improve consistency and clarity, as well as to be more in alignment with what project managers actually do such as managing, monitoring, and facilitating versus controlling. Those that have changed are:

• 8.2 Manage Quality – was Perform Quality Assurance
• 9.1 Plan Resource Management – was Plan Human Resource Management
• 9.2 Acquire Resources – was Acquire Project Team
• 9.3 Develop Team – was Develop Project Team
• 9.4 Manage Team – was Manage Project Team
• 10.3 Monitor Communications – was Control Communications
• 11.6 Monitor Risks – was Control Risks
• 13.2 Plan Stakeholder Engagement – was Plan Stakeholder Management
• 13.4 Monitor Stakeholder Engagement – was Control Stakeholder Engagement

And these are just some highlights of what has changed. If you dig into the details you will find that there are dozens and dozens of small, medium and large changes in every chapter, paragraph, and sentence.

Project Management Hasn't Changed

However, it must also be said that just because the PMBOK® Guide has changed, project management itself hasn't changed. The fundamental way in which projects are managed is still the same. Only the publication that describes the activities & techniques that are commonly accepted to be good practices on most projects most of the time has changed. And just because it updated some tools and techniques for Project Cost Management, that doesn't mean that Earned Value systems need to be changed as well.

But in order to pass your PMP exam, you will need to be aware of everything in the PMBOK® Guide Sixth Edition. Studying them takes effort, dedication and time. There is no shortcut.

PMP "Upgrade" Guide To The Sixth Edition

Since you've already studied the PMBOK® Guide Fifth Edition, here is our recommendation on how to approach the Sixth Edition:

1) Begin by studying Appendix X1. This appendix provides an overview of the changes made in the Sixth Edition. This will give you a good understanding of the conceptual changes that were applied.

2) Skip Appendix X2. You don't need to know this information for the exam.

3) Study Appendix X3 on the topic of agile, iterative and adaptive project environments. You may even want to open up The Agile Practice Guide that you received for free with your copy of the PMBOK® Guide and glance at it while reviewing this appendix.

4) Study Appendix X4 for an understanding of the key concepts in each Knowledge Area. You will notice obvious and subtle differences to what you know from the Fifth Edition.

5) Study Appendix X5 and learn that "tailoring" has a much bigger role than it previously did. In the Fifth Edition, the term was mentioned only twice in the whole guide. In the new Sixth Edition tailoring has a dedicated section in each Knowledge Area.

6) Study Appendix X6 to be introduced to yet another fundamental change because the Sixth Edition presents tools and techniques differently than previous editions. In short: tools and techniques are now grouped by purpose.

7) Study the Glossary from beginning to end. Maybe not all at once, though. Instead, review a couple of pages a day as part of your studies.

8) Study Table 1-4 on page 25. This will give you a good overview of the Process Groups, Knowledge Areas, as well as the processes and how they are mapped. This is, in fact, the only information from the PMBOK® Guide that I recommend you know by heart. You should be able to draw this table from memory onto a blank sheet of paper.

9) And finally (and unfortunately): Study the complete PMBOK® Guide twice.

When studying the new PMBOK® Guide, familiarize yourself with the new inputs, tools & techniques, and outputs of all the processes. A good approach is to study the Data Flow Diagram for each process. These diagrams illustrate the flow of the inputs and outputs and will strengthen your understanding of how they move between the many processes. It will also help you understand the integrated nature of all the processes in the guide.

Summary

As you might have guessed by now, "upgrading" your knowledge to this new version of the PMBOK® Guide is not something that you can do in just a day. The changes in the PMBOK® Guide Sixth Edition are extensive and cannot be learned and understood on their own.

While your PM experience is the main focus of the PMP Exam, it will also be necessary for you to have an in-depth understanding of the PMBOK® Guide to be able to correctly answer many of the questions on the test. This is because the PMP exam uses the PMBOK® Guide as its primary reference for identifying the correct answer to a question.

I therefore recommend that you plan a minimum of two weeks of intense study.

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The exam for the Project Management Professional (PMP)® certification is driven by current practices in the profession. Because project management is evolving, so is the PMP exam. As a result of the release of the A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Sixth Edition in September 2017, the PMP exam will change on 26 March 2018. This is to ensure that exam content is consistent with the guide.

This interview with Simona Fallavollita (LinkedIn Profile) was recorded at the magnificient Project Management Institute (PMI)® Global Conference 2017 in Chicago, Illinois. We discuss the how, what, why and when of the changes that are coming to the PMP exam.

Although the PMP is not a test of the PMBOK® Guide, it is one of the primary references for the exam. This means that students preparing to take the exam after the change can expect to see lexicon changes and terminology used within the exam as well as harmonization of process groups, tools, and techniques. Students planning to take the exam after the change are advised to use PMP Training materials that are updated to the new guide.

(This interview was originally published on The Project Management Podcast.)

Studying for the Project Management Professional (PMP)^® Exam may feel like a long and daunting process. There are many study aids available for use that can help make the studying process feel a little less overwhelming. One such study aid is a Flashcard. A Flashcard is defined by macmillandictionary.com as “a small card printed with words, pictures, or numbers that helps someone learn something.” In this article, we discuss how Flashcards can make your PMP^® Exam studying a lot easier, along with how developing a 40 flashcards a cards a day habit can help you pass the PMP Exam.

The use of flashcards is a form of distributed practice. Distributed practice means spreading study sessions and self-testing out over time. Distributed practice is a proven method for enhancing student performance, so use flashcards to actively test yourself on concepts one at a time. Flashcards can be used to spread your studying out over time when you are in the process of studying for the PMP Exam. You can use then use your stack of Flashcards to quiz yourself again on the PMP material closer to your PMP Exam date. Flashcards are light, portable, and typically small enough so they can be used to study anywhere and anytime. If you are not interested in carrying around hard copy flashcards, there are even electronic versions you can download for your phone or tablet.

Make it a habit to use Flashcards

Spreading out studying for the PMP Exam is a great way to ensure you learn, not just memorize the PMP related concepts, but as with many things in life, you need to find the right balance between too little and too many flashcards in one day. For example, PMP Flashcards provides you with a ready-made set of 1500 flashcards. If you plan to take the PMP Exam in 90 days you might feel you can review 17 flashcards a day (1500/90 = 17) but you should review at least 40 a day to allow you to review each card at least once and to review again any flashcards that you could not answer correctly. There is no need to review all 40 in one sitting, break it up into two, three, or even four sessions. Remember you can review flashcards just about anywhere since they are portable. Setting a goal of reviewing 40 flashcards a day allows you to take a break in between flashcards to allow for the concepts to “sink in” and to avoid “cramming”.

Making a habit of using flashcards as part of your study process can help ensure your success with passing the PMP Exam. A habit is defined by macmillandictionary.com as “something that you often do without intending to or without realizing that you are doing it”. The first step in creating a 40 flashcard a day habit is to create a study planner. The study planner will help you distribute your learning of the PMP concepts and avoid cramming. Before you know it, picking up a flashcard to review when you have a few free moments to spare will be something you do without thinking about it. It will become a habit.

Flashcards help you pass your PMP Exam

Aiming for 40 flashcards per day is simply a guideline. You may want to review more flashcards early in your PMP Exam process, so you can gauge how much you know at that point, then figure out how quickly you want to pace yourself prior to your exam date. You may find that 30 or 50 a day fits your schedule and life a little better. Many students keep a separate pile of those flashcards which they found difficult to answer or answered incorrectly. You may want to schedule a day or two a week to go into greater depth and research topics from this pile of cards. Also, don’t forget to schedule a day every once in a while to take some time off for unrelated activities to allow for the concepts to “sink” in. The key is to set a daily goal (to develop a habit), track your progress, and determine if you should aim to review more, or maybe even fewer, flashcards a day depending on how you are doing.

Using flashcards is an example of distributed practice where learning is spread out over time in order to truly learn PMP concepts as opposed to simply memorizing words. You can use flashcards to review or self-test. Developing a 40 flashcard a day habit is an excellent way spread out learning of the PMP concepts. It is also an excellent way for you identify what topics you need to spend more time on. And once those concepts are truly sinking in, then don’t forget to immediately begin applying them on your own projects at work. There is no better way to learn than to apply what you studied. So you can see that flashcards can not only help you stay on track in order to pass the PMP Exam but also help improve your project management skills.

Learning the lessons of past projects is important if you want to improve as a project manager. Understanding what worked and what didn’t is essential for your professional development when managing projects and for getting better outcomes each time.

This article contains everything you need to know about lessons learned management techniques to help achieve exactly that. Lessons learned management techniques for project management professionals are the knowledge and skills that a project manager needs to be able to use lessons learned to improve their projects.

They are different from the lessons learned about passing your Project Management Professional (PMP)® Exam. Those lessons are about exam practice and how other people prepared for and passed the PMP Exam. If you are in fact looking for lessons learned on how to pass the PMP Exam then you’ll find lots of tips and advice at https://www.project-management-prepcast.com/ll.

Back to lessons learned management techniques: they form part of your PMP Exam so this article will both help you prepare for questions on the topic and give you the tools you need to learn from your experiences on projects.

PMP Lessons Learned Management Techniques: 3 Things To Know For Your Exam

‘Management techniques’ are just effective ways of working. They are how we capture, record, analyze and use lessons learned for continuous improvement in our projects. Now we’ve got that cleared up, here are three essential things to know about them for your PMP® Exam.

First, the PMP Exam Content Outline specifically mentions lessons learned management techniques as an area of cross-cutting knowledge and skill. You should expect to get asked about them.

Second, lessons learned processes are useful across the whole project management life cycle from Initiating to Closing. However, lessons learned management techniques relate specifically to how you manage the process of gathering and sharing lessons learned on your project. This is more relevant to the Monitoring & Controlling and Closing stages of your project.

Third, while you probably haven’t given much thought to how you manage lessons learned, the good news is that you most likely have all the skills you need. You simply need to know how to explain them and respond to questions about them in the PMP Exam.

The Lessons Learned Project Management Process

We project managers are always fond of processes and procedures! The generally accepted process for projects is that you collect the lessons, prioritize and validate them, and then store them somewhere while making them available to other teams. The process doesn’t end there. The final step in the lessons learned process is that you reuse what you have learned. They feed into continuous improvement.

There is a fundamental difference between how lessons learned are often managed on projects that use a waterfall-based methodology compared to those projects that have chosen an Agile approach.

At a high level, Agile teams tend to be a lot more focused on continuous improvement and will review performance more regularly. Agile team retrospectives can focus on the team’s working practices – how they work together, celebrating a job well done, bettering the relationships in the team, and often a more traditional approach focuses on the project tasks and deliverables and not how the team’ performed together. This is an area that a waterfall lessons learned review could and should cover but is often forgotten.

Agile teams will also have release or sprint retrospectives where the focus is on the product or service covered in that release. On Agile projects you’ll also have project retrospectives where you look at the whole project.

Waterfall project management approaches typically review project lessons learned towards the end of the project.

How to Run a Lessons Learned Project Management Meeting

Should your meeting be formal or informal? Both can work but you certainly need a formal outcome. The more formal structures work best when you think the discussion is going to be difficult because something went wrong or you worry that there might be blame apportioned to someone in the team.

Sometimes you’ll only get the right people to attend if they feel it will be a formal event. If formality helps you get the right level of attention and commitment to the meeting, then go for that!

It’s a good idea to use a facilitator if you can. They can help keep you, and everyone else, on track. Lessons learned sessions don’t deliver any value when the discussion only focuses on what went wrong. A facilitator can help the group turn that into positives by eliciting what could be done differently next time and creating concrete actions to make sure it doesn’t happen again.

Use an agenda, stick to time and follow all the other good meeting management techniques that you can.

Lessons Learned Project Management Questions

The best lessons learned project meetings are those that have been well-prepared. Create a list of questions in advance and send them to the attendees. This gives them the chance to prepare. It’s hard to remember everything when you are put on the spot, even if your lessons learned meeting only covers the past phase or few months. Give people the chance to go through their records and remember what happened by letting them know the topics that are going to come up.

Here are some lessons learned project meeting questions to get you started:

• What worked well?
• What didn’t work well?
• What was challenging? 
• What lessons can we learn about that for future projects?
• What actions are we going to do to make sure that future projects see and understand these lessons? (Examples: Building templates, updating the team wiki, changing processes, writing a new user guide, and so on.)
• Were there any unintended consequences?
• What skills did you need that were missing and how did you manage?
• Were the right people involved at the right time?
• What should we do differently next time? How are we going to do it differently?

If you need more questions the best starting point is to go back to your business case and objectives or project goals. Build your questions from there.

Lessons Learned: Project Management Challenges

Even though we have great lessons learned project management process and the resulting outcomes of our lessons learned meeting, we are faced with the fact that companies still don’t actually learn from them.

We need to convert lessons learned, which are usually backwards looking, into a tool that is forward looking and helps us to avoid past mistakes in the future. Convert the lessons from your project review meeting into actions.

For example, if one lesson pointed out that you didn’t spend enough time in project planning, update your project management plan templates to add in more time so that on the next project you’re prompted to allow adequate time for the work.

Making the same mistakes over and over again costs money and impacts on productivity, so learn from other project managers and their project as well. Ask your project team what they learned about doing similar things in the past and what you should be looking out for. Review whatever databases or documents exist before you start, including your own file of notes if you have one.

Next Steps For Learning About Lessons Learned

There’s of course a lot more to learn about lessons learned than we have space to discuss in this article. Make sure that your PMP training course covers what you need to know. The PM PrepCast contains everything you need to know about lessons learned management techniques, and everything else required to get you through the PMP Exam. Find out more at http://www.pm-prepcast.com/pmprepcast