PMP · Question #1053
A project team member complained to the project manager that they are not sure if they are working on the latest requirements document because it was emailed to them about one week ago. They…
The correct answer is B. Implement a project management information system (PMIS). To prevent team members from working on outdated documents due to uncontrolled distribution, the project manager should implement a Project Management Information System (PMIS) for centralized document management and version control.
Question
A project team member complained to the project manager that they are not sure if they are working on the latest requirements document because it was emailed to them about one week ago. They mentioned that, in the past, they worked on a document for more than 20 hours only to find out later that another learn member had already updated that same document but did not send them the latest revisions. What should the project manager do to avoid this situation in the future?
Options
- AEncourage better team communication by positioning team members closer together.
- BImplement a project management information system (PMIS).
- CUpdate the communications management plan to ensure correct delivery of the latest version.
- DRestrict team members from sending the requirements documents via email.
How the community answered
(14 responses)- A14% (2)
- B79% (11)
- D7% (1)
Why each option
To prevent team members from working on outdated documents due to uncontrolled distribution, the project manager should implement a Project Management Information System (PMIS) for centralized document management and version control.
Positioning team members closer together might improve informal communication but does not solve the fundamental problem of formal document version control and distribution in a scalable manner.
Implementing a Project Management Information System (PMIS) provides a centralized repository for all project documents, including requirements. It typically includes robust version control, access management, and automated notifications, ensuring all team members always access the latest approved version.
While updating the communications management plan is good practice, it focuses on *how* to communicate, not on the technical mechanism to ensure *delivery of the latest version* and prevent accidental use of outdated documents.
Restricting email for requirements documents only addresses a symptom; it doesn't provide a systematic solution for centralized version control and efficient document sharing, which a PMIS offers.
Concept tested: Document management and version control
Source: https://www.pmi.org/pmbok-guide-standards/foundational/pmbok/project-integration-management/manage-project-knowledge
Topics
Community Discussion
6
Mateus R.Jun 25, 2026B is correct. Think of it like a communal tool bench in a garage where everyone grabs the same wrench and puts it back in one spot, instead of each person keeping their own photocopy of a parts list that goes out of date the minute someone else makes a tweak. That shared bench is your PMIS, a project management information system, which gives the whole team a single source of truth for documents so nobody wastes 20 hours on a stale version.
Viktor S.Jun 7, 2026B is the right call because the core issue is version control, not communication habits, and a PMIS gives you a single source of truth for documents so nobody is unknowingly working off a stale copy. What still trips me up is where the line gets drawn between a PMIS and just updating the communications management plan, since C sounds like it should also address delivery of the latest version.
Orla P.Jun 12, 2026Saw this one on my exam last month and picked B. The email version problem is the classic giveaway that you need a centralized PMIS with version control, not just a communications plan update.
Grace U.Jun 23, 2026I first leaned toward C because updating the communications management plan sounds like the textbook response to version control issues. What shifted me to B is that the core problem is version control and centralized document access, which a project management information system directly solves at a systemic level.
Ingrid P.Jun 6, 2026Going with C, version control is a communications management plan issue, not a PMIS silver bullet.
Viktor S.Jun 7, 2026B is correct here, Ingrid. The PMIS is exactly what provides automated version control across project artifacts, so the stem is pointing you straight at it, not at the communications management plan.