PMP Question #1053: Real Exam Question with Answer & Explanation

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.

Explanation

To prevent team members from working on outdated documents due to uncontrolled distribution, the project manager should implement a Project Management Information System (PMIS) for centralized document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.

Common mistakes.

• A. 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.
• C. 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to communicate, not on the technical mechanism to ensure delivery of the latest version and prevent accidental use of outdated documents.
• D. 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

Reference. https://www.pmi.org/pmbok-guide-standards/foundational/pmbok/project-integration-management/manage-project-knowledge

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