TOPIC: Free PMP® Exam Sample Question

A multi-phase project has reached a phase gate. The key project stakeholders want to determine if the phase has met its success criteria and if the project should proceed to the next phase.

In addition to the project management plan, which documents will be required?

A. Risk register and risk report
B. Lessons learned register and lessons learned repository
C. Business documents and project charter
D. Agreements including procurement contracts

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HINT: Which documents provide relevant information to decide the continued viability of the project before starting the next phase?

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Answer and Explanation:
The correct answer is C.

A phase gate is a review point at the end of a phase to determine if the project will continue to the succeeding phase, end the project, repeat the phase, or continue with some modifications.

The documents required to make this determination are the project charter, the business case, and the benefits management plan. The last two are collectively known as the business documents. The project charter provides the project's success criteria.

The business case provides information about the business need and the cost-benefit analysis that justifies the project. The benefits management plan is used to measure whether the benefits of the project are being achieved as planned.

Therefore, to determine if the phase has met its success criteria and if the project should proceed to the next phase, in addition to the project management plan, one would need the project charter and business documents.

Details for each option:

A. Incorrect. A phase gate is a review point where the continued viability of the project is assessed before entering the next phase. The risk register and risk report do not provide insight into the project's business objectives to compare with project performance to decide the future of the project.

B. Incorrect. The continued viability of a project is assessed at a phase gate. An understanding of project performance against business objectives is necessary to conduct the review. However, the lessons learned register and repository do not contain this information and are, therefore, not the best sources to be used at the phase gate meeting.

C. Correct. The business documents and project charter are needed to determine the whether or not the project should progress to the next phase. The project charter will provide the project's success criteria. The business documents include the business case and benefits management plan. The business case documents the business need and the cost-benefit analysis that justifies the project. The benefits management plan is used to measure whether the benefits of the project are being achieved as planned.

D. Incorrect. There is not enough information in the question to determine if there are any agreements on the project.

Reference: A Guide to the Project Management Body of Knowledge (PMBOK^® Guide) – Seventh Edition, Project Management Institute Inc., 2021,
2.3.5 LIFE CYCLE AND PHASE DEFINITIONS
2.3.6 ALIGNING OF DELIVERY CADENCE, DEVELOPMENT APPROACH, AND LIFE CYCLE
2.6.1 DELIVERY OF VALUE

Process Groups: A Practice Guide, Project Management Institute Inc., 2023,
1.7.3 Phase Gate
8.1 Close Project or Phase
9 Inputs and Outputs