PMP® exam - You prepared hard but what you do in 4 hours matters most !!

1. Read all options, then choose the answer. Focus on the words 'not' , 'except' and double negatives. 

2. Go by your first instinct, don't change the answer. During review convince yourself if you want to change the answer. 

3. Allocate time for review of marked questions.

4. If a questions seems tough, guess the answer , click it, then mark it for review and move on. 

5. Go for easy ones first and answer them. It will increase your confidence that you are progressing well. 

6. Take the exam in agile way, in iterations. 'Know' all the questions quickly to stop worrying about the questions. In 1st iteration answer easy ones. Mark all other questions. Note down the question numbers of calculation questions. In 2nd iteration answer calculation questions. In 3rd iteration answer other pending questions. 

7. When you work out the answer on paper (e.g. EVM or network diagram questions) write the question number and then work out the answer.  The question number will help you review your steps (look for matching number on screen and paper) and answer later. Look for smart solutions. Don't start doing the lengthy steps just because you know them. 

8. Sitting straight will help you concentrate during the exam. 

9.Take breaks based on milestones . After 100 questions, after 200 questions (take a snacks break),come and do the pending questions and reviews.

10. Keep yourself motivated. Replace any negative thought with a positive thought. Think of treat to  your friends/friends once you pass the exam. Visualize 'Congratulations, you have passed' on the monitor during the breaks. 

PMP®:PMI-ACP®:CAPM® - Brain dump

What is a brain dump ? 
Brain dump refers to the transfer of a large quantity of information from one person to another or to a storage and retrieval medium.  

Brain dump in PMP/ACP/CAPM exam:
Brain dump in PMP/ACP/CAPM exam refers to writing the important formula or terms and definitions on white papers (don't worry you need not write white papers during the PMP exam, just write on white sheet of paper) provided to you. 

Why brain dump is useful?
After writing a brain dump, you need not fear about forgetting formula or key terms/definitions. Even if you forget you have a back up. It is reported by few PMP exam takers that they had to refer brain dump when they couldn't recollect a formula. 

Where to write brain dump?
In the Prometric center , during your PMP/ACP/CAPM exam. 

When to write brain dump?
After the exam software demo (15 minutes). First 10 minutes during the 4 hour exam you may use for brain dump. 

What to write during brain dump?
EVM formulae
Mapping of 49 processes to Knowledge Areas and Process groups
Sigma accuracy percentage and DPMO (Defects Per Million Opportunity) related to Quality
Seven basic quality control tools Seven Quality management and control tools
Conflict resolution methods
Powers of Project Manager
Contract types, Organization types Functional, Projectized and Matrix
Mnemonics
Things you fear you may forget

How to practice brain dump?
Practice writing the brain dump regularly. In the beginning your brain dump content might be less but gradually as you prepare more and more , you may increase more contents. 

PMP®:ACP®:CAPM®- Exam preparation - Best Practices & Lessons Learnt

Are you preparing for the PMP® or PMI-ACP® or CAPM®? These best practices and lessons learnt will help you during the prep duration and during the exam.
Preparation

Best Practices
Prepare with a study group !
While learning the concepts relate them with your project experience.
Keep taking notes as you study. They will be handy to refresh quickly later.
Develop a preparation plan and follow that.
Be consistent in your preparation. Use Kaizen (continuous improvement). 
Practice lot of questions from multiple sources. 
Analyse each wrong answer and learn the right answer. Do a Root Cause Analysis for the wrong answer.
Have a strategic plan for answering the questions e.g. PMP - 50 questions every one hour. Practice brain dump regularly. 

Lessons Learnt
Not having a preparation plan. 
Not following the preparation plan.
Overconfidence.
Thinking exam will be easy.
Preparing for just few days. 
Studying well but not taking practice tests.

Exam

Best Practices
Visit the exam center before the exam day. 
Choose a morning slot for the exam. You'll be fresh !
Have a good sleep the previous night.
Have a stomach full breakfast/lunch depends on your exam schedule! 
Take confidence with you to the exam center.
Reach early at least an hour before and settle comfortably.
Write the brain dump!
Stick to your strategic plan and maintain the constant speed.  
Don't spend more than a minute for a question. If it takes more than a minute, mark it for review and revisit later. 
Take breaks as needed which will refresh your mind.

Lessons Learnt

Reaching exam center on time which creates a panic situation.

Unaware of brain dump or Not writing brain dump.Nothing to refer if formula is forgotten.

Spending too much time on few questions.

We are sure these best practices and lessons learnt will help your goal in passing the PMP® or PMI-ACP® or CAPM® exams. Please feel free to share your suggestions to enhance them. All the very best !!

PMP®:PMI-ACP®:CAPM® - Learning to learn

Learning is the key to success and learning to learn is secret code to success. In this post, I will be sharing few fantastic websites which will help you in your learning regardless of what course it is. 

These websites help you upload your own content and learn them through innovative fun ways. In the first 3 websites, try to search for the content created by other users,if you are lucky, you will land on some goldmine already created and available for your use. 

https://quizlet.com/

This site allows you to upload your content and allows to use as Flashcards, Learn mode, Test, Scatter modes. A sample PMP quizlet (use in Learn mode, link in below post) will help you in learning the ITTO in an intuitive way, as it provides you the inputs or outputs or tools and techniques of a process and lets you answer the related process. If you play few times, you will remember the ITTO with a good understanding instead of just memorizing. 

http://vc4u.blogspot.in/2015/06/pmpcapm-useful-urls.html

http://www.studystack.com/

This site allows you to upload your content and present them in a variety of innovative games like Hangman, Matching, Crossword, Quiz, Study stack, Study table,Unscramble and Chopped etc.  

https://www.coursehero.com

This site allows you to create Flashcards. The presentation is simple and neat.  When you use the flashcards in this site, say for e.g. for terms and definitions, first see a term and then flip to see the definition. Next, click on the next button to see the definition and then flip to see the term. This adds thrill to the participants when you try this for the participants to answer in a round robin. 

https://www.instagrok.com/
This site is  useful for people who do research as it presents your search findings in a mind map like picture. Try searching 'pmp scope management' , it will show key facts, websites, videos, images and concepts on scope management. This site surprises you with quiz on scope management and lets you change the difficulty level of the search result content.   

As these websites are accessible using your mobile, it means you can access them any where any time without losing touch with your subject of study. These kind of learning will help you get a crystal clear understanding of your study materials and increase your confidence level to a right, realistic level. 

PMP®:PMI-ACP®:CAPM® - EVM formula - Worked out with Wall example

Cost Variance

CV= EV-AC= 2000-2500 =-$500

(Negative Cost Variance means the project is over budget)

Schedule Variance

SV = EV-PV=2000-3000 = -$1000

(Negative Schedule Variance means the project is behind schedule)

Cost Performance Index

CPI = EV/AC = 2000/2500 = 0.8

(CPI < 1 means the cost performance of the project is not good.

For every $ we spend we are getting the value of $0.8)

Schedule Performance Index

SPI = EV/PV = 2000/3000 = 0.66

(SPI < 1 means the schedule performance of the project is not good.

For every $ we plan , we are completing value of $.66)

EAC formula

A)When original estimate is flawed.

EAC=AC+ETC = 2500+3000 = $5500 (pending work estimate is $3000) 

B)When the current variance will continue in future also.

EAC = BAC/CPI = 4000/0.8 = $5000

(For the 1st 2 feet wall it costed $2500, it would cost the same for the next 2 feet also)

C)When the current variance won't be there in future and pending work will go as per plan.

EAC = AC + (BAC-EV) = 2500+(4000-2000) = $4500

(For the 1st 2 feet wall it costed $2500, but it would cost $2000 for the next 2 feet wall i.e. $1000 per feet as per original budget.) 

D)When both Cost and Schedule constraint influence the pending work.

EAC = AC + [(BAC-EV)/(CPI*SPI)] = 2500+[(4000-2000)/(.8*.66)]=$6287

(Typical Cost variance in future will cost $5000. The schedule will go for 6 days, 3 days for the 1st 2 feet of the wall and 3 more days for the 2nd 2 feet of the wall. What if the schedule constraint of 4 days is insisted? We need to crash the schedule by using additional man power. Hence the additional cost)

Variance At Completion:

VAC=BAC-EAC = 4000-5000=-$1000. 

(EAC calculated as per formula B above.)

To Complete Performance Index:

When BAC was valid

TCPI = Work remaining/funds remaining=(BAC-EV)/(BAC-AC)=(4000-2000)/(4000-2500)=1.33

When BAC is invalid

TCPI = (BAC-EV)/(EAC-AC)=(4000-2000)/(5000-2500)=0.8

(TCPI < 1 means there is not enough fund to complete the pending work)

Read next:
EVM formula animated
EVM in MS Project 2013

PMP®:PMI-ACP®:CAPM® - EVM formula animated

PV - Planned Value. Budget of Planned work
EV - Earned Value. Budget of Completed work. 
AC - Actual Cost. Cost spent for Completed work. 
BAC - Budget At Completion. Project Budget.

Variances:
Variance means difference. Think of EVM, which means EV is the first value.
In Cost Variance, the first letter and the last letter matches. i.e. Starting and ending with C.

  In Schedule Variance, the second and the last letter matches. i.e. Second letter and last letter is V.

Indices:
Remember the variances formula and divide instead of subtracting.

At Completion formulae:
EAC - Estimate At Completion. Revised Project Budget.

When original estimate is flawed.
EAC = Cost Spent + estimate for pending work      

When the current variance will continue in future also.
EAC=Project Budget divided by Cost Performance Index

When the current variance won't be there in future and pending work will go as per plan.
EAC=Cost Spent+ (Project budget - Earned Value)

When both Cost and Schedule constraint influence the pending work.
Remember the above formula and divide the right side value with CPI*SPI

Variance At Completion: Subtract the other 2 At Completion values in alphabetical order

To Complete Performance Index:
TCPI= Work remaining / Funds remaining

Read next:
EVM formula worked out wilh Wall construction example

PMP®:CAPM® - Project Constraints

The limitations of human life are limitations of project also. There are limits to what work (scope) we do, what money (cost) we spend and what time (schedule) we have.

Constraints are defined as the "A limiting factor that affects the execution of a project,program,portfolio or a process", as per PMBOK5.The constraints restrict the actions of the project team. Constraints are documented at high level in the Project Charter and later elaborated in detail in the Scope Statement. 

The following are the project constraints.

Cost – It is limited to the Sponsor imposed funding limits. 

Scope – It is limited to the work as defined in Contract. What is in scope and out of scope is clearly defined.  

Schedule – It is limited to the client given milestone dates and other milestones defined by the project team.

Quality – It is limited to conformance to a Quality Standard/Model such as ISO, 6 Sigma or CMMi.

Resources – It is limited to the available skilled Human Resources

Risks – threats due to natural calamities. Scope may be reduced to avoid a risk or budget may increase when reserve is added to deal with risks. 

The 3 most important project constraints schedule, cost and scope are called as triple constraints. They were thought of as the only project constraints. The quality, resources and risks were added at later. 

A change in any of these constraints will lead to change in other constraints. So it is important that these constraints are documented and managed effectively. 

PMP®:CAPM® - Activity Dependencies - FS/SS/SF/FF

Activity Dependencies:

There are 4 activity dependencies Finish to Start (FS), Start to Start (SS), Finish to Finish (FF), Start to Finish (SF). Refer the above picture to understand the below explanations.

FS:

If there is FS dependency between 2 activities A and B, then B will start after A is finished. 

e.g. Foundation and then walls. 

       You finished reading the previous line and start reading this line.

SS:

If there is SS dependency between 2 activities A and B, then B will start after A has started.

e.g. Cleaning the wall and Painting the wall. You start cleaning the wall and start painting at the same time. These are parallel activities.
        When you started reading this dependency, you started visualizing it in your mind.

FF:

If there is FF dependency between 2 activities A and B,then B will finish after A has finished.

e.g.Cleaning the wall and Painting the wall. You can't finish painting till you finish cleaning. 

      You finished visualizing this dependency once you finished reading about it.

SF:

If there is SF dependency between 2 activities A and B,then B will finish after A has started.

e.g.You will finish reading this post, only when you start getting the whole picture. 

This is a rare dependency in projects. 

Read next:
Activity Network Diagram
Leads and Lags

MS Project - Task types Fixed Unit/Duration/Work simplified

There are 3 Task types in MS Project regardless of its different versions. They are Fixed Unit,Fixed Duration and Fixed Work. 

Before discussing them lets discuss a basic formula : 

                                              Work = Duration * Units

Scenario 1: If 1 person is doing a task for 2 days, then Work as per the above formula is

                                 Work = 2 * 8 = 16 hours.

1 Unit 100% equals to 1 person doing 8 hours of work. 1 Unit 50% means 1 person doing 4 hours of work.

Work: The effort for the task

Duration: The time period the task is done

Units: The number of people doing the task

Task types:

Fixed Unit: 

When Unit is fixed, if you change Duration or Work the other will change. In Scenario 1, you change the Duration to 3 days, Work = 3*8 = 24 hours OR change the Work to 24 hours,

Duration = 24/8 = 3 days.

Fixed here doesn't mean fixed once and for all. You may change the unit.

You may set a Fixed Unit task as either Effort driven or Non Effort driven. Effort driven means fixing the Work also.

In Scenario 1, with Effort driven,

If you change the units to 2 (which means 2*8=16 hours ), the duration will be changed to 1 day. Duration = Work / Unit= 16/16)

In Scenario 1, with Non Effort driven,

If you change the units to 2 (which means 2*8=16 hours ), the Work will be changed to 32.  

Fixed Duration:

When Duration is fixed, if you change Unit or Work the other will change. In Scenario 1, you change the Work to 24 hours, Work = 3*8 = 24 hours OR change the Work to 24 hours,

Duration = 24/8 = 3 days.

In Scenario 1, with Effort driven,

If you change the units to 2 , the Unit will be changed to 50% to maintain the Work at 16 hours. 16=2*8. 2 Units at 50% means 4 hours of work by one resource.For 2 Units 4+$=8.

In Scenario 1, with Non Effort driven,

If you change the units to 2 (which means 2*8=16 hours ), the Work will be changed to 32.  

Fixed Work:

Fixed Work is basically Effort driven.

In Scenario 1, if you add more resources, the duration will be reduced i.e. Work will not be changed.

How to change Task type: Double click on the task to see the Task information. Change the Task Type.

Default Task type is Fixed Unit, Non Effort driven.

Personality Type

Personality Type - A collection of personality traits which are thought to occur together consistently, especially as determined by a certain pattern of responses to a personality inventory.

"individuals in the study would commonly produce patterned responses which could be ascribed to particular personality types"

Personality Types A, B & C:

Type A individuals tend to be very competitive and self-critical. They strive toward goals without feeling a sense of joy in their efforts or accomplishments.

Type A personalities experience a constant sense of urgency: Type A people seem to be in a constant struggle against the clock.

People with Type B personality tend to be more tolerant of others, are more relaxed than Type A individuals, more reflective, experience lower levels of anxiety and display higher level of imagination and creativity.

The Type C personality has difficulty expressing emotion and tends to suppress emotions, particularly negative ones such as anger.  This means such individual also display 'pathological niceness', conflict avoidance, high social desirability, over compliance and over patience.

MBTI (Myers Briggs Type Indicator):

The test is scored by evaluating each answer in terms of what it reveals about the taker. Each question is relevant to one of the following cognitive learning styles. Each is not a polar opposite, but a gradual continuum.

Extraversion/Introversion

The extraverted types learn best by talking and interacting with others. By interacting with the physical world, extraverts can process and make sense of new information. The introverted types prefer quiet reflection and privacy. Information processing occurs for introverts as they explore ideas and concepts internally.

Sensing/Intuition 

The second continuum reflects what a person focuses their attentions on. Sensing types enjoy a learning environment in which the material is presented in a detailed and sequential manner. Sensing types often attend to what is occurring in the present, and can move to the abstract after they have established a concrete experience. Intuitive types prefer a learning atmosphere in which an emphasis is placed on meaning and associations. Insight is valued higher than careful observation, and pattern recognition occurs naturally for Intuitive types.

Thinking/Feeling

The third continuum reflects the person’s decision preferences. Thinking types desire objective truth and logical principles and are natural at deductive reasoning. Feeling types place an emphasis on issues and causes that can be personalized while they consider other people's motives.

Judging/Perceiving

The fourth continuum reflects how the person regards complexity. Judging types will thrive when information is organized and structured, and they will be motivated to complete assignments in order to gain closure. Perceiving types will flourish in a flexible learning environment in which they are stimulated by new and exciting ideas. Judging types like to be on time, while perceiving types may be late and/or procrastinate.

Which type you are in the 16 Myers Briggs Personality Types? Check out in the below link!

http://www.personalitypathways.com/type_inventory.html

Enneagram:

The Enneagram of Personality, or simply the Enneagram, is a model of human personality which is principally understood and taught as a typology of nine interconnected personality types such as Reformer,Helper,Achiever,Individualist,Investigator,Loyalist,Enthusiast,Challenger and Peace maker. 

Check out your Enneagram personality type!

http://www.eclecticenergies.com/enneagram/test.php

Know your personality type: 

http://peacebenwilliams.com/lets-play-what-is-your-true-personality/

Know your personality type based on your finger nail:

http://www.sun-gazing.com/look-nails-way-shaped-may-indicate-something-personality-2/

Brainstorming - SCAMPER technique

SCAMPER is technique for Brainstorming which is a group creativity technique. 

The SCAMPER technique is based on the idea that what is new is only a modification of old things around us.

SCAMPER was introduced by Bob Eberle to help solve problems creatively during brainstorming meetings. The name SCAMPER is acronym of 7 techniques; (S) Substitute, (C) Combine, (A) Adapt, (M) Modify, (P) Put to another use, (E) Eliminate and (R) Reverse. These keywords represent the questions addressed during the creative thinking meeting.

The following are the few sample questions related to each keyword.

Substitute

• What part of the process can be substituted without affecting the whole system?
• What part in the process can be replaced with other better alternatives?

Combine

• Can we merge few steps of the process?
• Can we mix few components together?

Adapt

• What would we need to change to get better results?
• How can we adjust/improve the existing product?

Modify 

• What can be modified in the process to improve the results?
• Can we change the process to work better?

Put to another use

• What are the benefits of the product if used somewhere else?
• What are other ways can we use it?

Eliminate or elaborate

• What would happen if we remove this part?
• Do we need this particular part?

Reverse

• Can we reverse the process,if so what would happen
• What if we consider it backwards?

• 
  

Lateral thinking

Lateral thinking is solving problems through an indirect and creative approach, using reasoning that is not immediately obvious and involving ideas that may not be obtainable by using only traditional step-by-step logic. The term was coined in 1967 by Edward de Bono

Lateral thinking is one of the tools & techniques in Alternates identification (Scope management Knowledge Area - Define Scope process and Time Management Knowledge Area - Estimate activity resources process).

Try out these lateral thinking puzzles.

1) Imagine you are in a room which has no doors or windows. How do you get out?

Answer: Highlight between brackets. (Stop imagining)

2. A police officer saw a truck driver clearly going the wrong way down a one-way street, but did not try to stop him. Why?

Answer: (The truck driver was walking) 

3. What is special about the below paragraph?

""This is a most unusual paragraph. How quickly can you find out what is so unusual about it?  It looks so ordinary, you'd think nothing was wrong with it and in fact, nothing is wrong with it. It is unusual, why?  Study it. Think about it and you may find out. Try to do it without coaching.  If you work at it for a bit, it will dawn on you. So jump to it! Try your skill at figuring it out! Good Luck - Don't blow your cool!""

Answer: (There is not even a single 'e' in the whole paragraph)

4.Can you name 3 consecutive days without using the words Monday,Tuesday,Wednesday,Thursday,Saturday or Sunday?

Answer: (Yesterday,Today and Tomorrow)

5.What can you put in a wooden box that would make it lighter? The more of them you put in the lighter it becomes, yet the box stays empty.

Answer: (Holes)

For few more lateral thinking puzzles check out the below link.

http://www.fireup.co.in/blog/solving-more-problems-by-lateral-thinking/

Jugaad

Jugaad (alternatively Juggaar) is a colloquial Hindi-Urdu word that can mean an innovative fix or a simple work-around, used for solutions that bend rules, or a resource that can be used as such, or a person who can solve a complicated issue. It is used as much to describe enterprising street mechanics as for political fixers. This meaning is often used to signify creativity to make existing things work or to create new things with meagre resources.

It is a kind of out of the box thinking some thing like Life hacks. A jugaad can be thought of more as a survival tactic; A hack, is a kind of intellectual art form. They both express a need to do what needs to be done, without regard to what is conventionally supposed to be possible.

Jugaad is increasingly accepted as a management technique and is recognised all over the world as an acceptable form of frugal engineering at peak in India. 

Check out few sample Jugaad picutres below. 

Protection from rain

Instant refrigerator

Cheap sprinkler

Adhoc heater

Top Bike

Bike Cycle

Protecting eyes when cutting Onion

Brain Breaks - Energize your mind

Brain Breaks are a quick and effective way of changing or focusing the physical and mental state of the learners in your group. They are also a useful tool for students to use to help activate, energize and stimulate their brains.

It is difficult for our brains to focus on some topic continuously for some time. This gets more difficult when the some topic is a formal training and the some duration is the session duration. The most testing time is the after lunch session. 

At VC4U, we understand this and have brain breaks at regular intervals. The tea breaks and the lunch breaks are effectively used for the brain breaks. 

We conduct some creative puzzles, show a mind blowing technology video or a motivational video which will energize the participants minds. It is easy for an energized mind to understand theory or concepts.  

The following are few puzzles are videos that we use. 

>Picture puzzles

>TED videos - flying robots,Intelligent crows

>Video of a Russian female athlete falling down during a race and still struggle to win the race.

>The US kid who became a overnight superstar 

>A little boy failing many times and finally succeeding in breaking a board

Sometimes our participants too suggest inspirational videos. 

For a list of brain break activities other than the ideas mentioned above, visit the below site. 

http://brainbreaks.blogspot.in/

These are not meant only for school kids. The brain breaks are needed for anybody who is undergoing a training or doing a self study. When you prepare for an exam, when you become tired due to concentration, you can motivate yourself by purposely deviating your mind away from the subject using a brain break. You can continue the next hour of study with an energized mind.