The correct first step is to evaluate the tool’s cost and benefits, then submit a change request for approval. This sequence is essential because the PMBOK Guide’s integrated change control process requires a justified business case before any budget adjustment can be authorized. Without quantifying the tool’s return on investment against the communication delays, the project manager lacks the evidence needed to persuade the change control board. On the PMP exam, this scenario tests your understanding of the “Evaluate Change Request” input within the Perform Integrated Change Control process; a common trap is jumping straight to submitting a change request without first analyzing costs and benefits. Remember the memory tip: “Justify before you justify”—meaning you must build the business case before you ask for the budget approval for a new collaboration tool. This ensures that every proposed change is grounded in data, not just enthusiasm.
PMP People — Leading Projects Practice Question
This PMP practice question tests your understanding of people — leading projects. Read the scenario carefully and evaluate each option against the stated constraints before committing to an answer. After answering, compare your reasoning against the explanation and wrong-answer breakdown below. Once you have made your selection, read the full explanation to reinforce the concept and understand why each distractor is designed to mislead on exam day.
During a sprint retrospective, the team identifies that communication breakdowns are causing delays. They propose a new collaboration tool. The project manager supports the idea but it requires additional budget. What should the PM do FIRST?
Clue words in this question
Noticing these words before you look at the options changes how you read each choice.
Clue: "first"
Why it matters: Order matters here. You are being tested on which action comes before the others — not which action is generally useful.
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
Evaluate the tool's cost and benefits, then submit a change request for approval
Option B is correct because the project manager must first evaluate the cost and benefits of the proposed collaboration tool to build a business case, then submit a formal change request to the change control board (CCB) for approval. This aligns with the PMBOK Guide's integrated change control process, ensuring that budget adjustments are justified and authorized before any expenditure.
Key principle: Answer the scenario, not the keyword: identify the specific constraint before choosing the most familiar-sounding option.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
✗
Purchase the tool using the management reserve without approval
Why it's wrong here
Management reserve requires approval; using it without authorization is inappropriate.
✓
Evaluate the tool's cost and benefits, then submit a change request for approval
Why this is correct
Proper evaluation and change control ensure the expenditure is justified and approved.
Clue confirmation
The clue word "first" in the question point toward this answer.
Related concept
Read the scenario before looking for a memorised answer.
✗
Ask the team to continue without the tool to save money
Why it's wrong here
Ignoring the team's proposed solution may demotivate them and perpetuate the problem.
✗
Authorize the purchase using the contingency reserve
Why it's wrong here
Contingency reserve is for risks, not for improvement ideas; a change request is appropriate.
Common exam traps
Common exam trap: answer the scenario, not the keyword
The trap here is that candidates confuse the contingency reserve (for known risks) with the management reserve (for unknown work), or assume the project manager can authorize budget changes without formal approval, leading them to pick A or D instead of following the proper change control process.
Detailed technical explanation
How to think about this question
In the PMBOK Guide, the management reserve is part of the project budget for 'unknown unknowns' and can only be released via a change request approved by the CCB, while the contingency reserve is for 'known unknowns' tied to specific risk responses. The project manager must perform a cost-benefit analysis to justify the tool's value, then submit a change request to adjust the cost baseline, ensuring the project remains aligned with the business case and stakeholder expectations.
KKey Concepts to Remember
Read the scenario before looking for a memorised answer.
Find the constraint that changes the correct option.
Eliminate answers that are true in general but not in this case.
TExam Day Tips
→Watch for words such as best, first, most likely and least administrative effort.
→Review why wrong options are wrong, not only why the correct option is correct.
Key takeaway
Answer the scenario, not the keyword: identify the specific constraint before choosing the most familiar-sounding option.
Real-world example
How this comes up in practice
A practitioner preparing for the PMP exam encounters this exact type of scenario on the job. The correct answer here is not the most general option — it is the best answer for the specific constraint described. Answer the scenario, not the keyword: identify the specific constraint before choosing the most familiar-sounding option. Real exam questions reward reading the full scenario before eliminating options, because the constraint defines which answer fits.
Related glossary terms
Concepts from this question explained
These glossary pages explain the core terms tested in this PMP question in full detail.
People — Leading Projects — This question tests People — Leading Projects — Read the scenario before looking for a memorised answer..
What is the correct answer to this question?
The correct answer is: Evaluate the tool's cost and benefits, then submit a change request for approval — Option B is correct because the project manager must first evaluate the cost and benefits of the proposed collaboration tool to build a business case, then submit a formal change request to the change control board (CCB) for approval. This aligns with the PMBOK Guide's integrated change control process, ensuring that budget adjustments are justified and authorized before any expenditure.
What should I do if I get this PMP question wrong?
Identify which exam domain this question belongs to, review the core concept, then practise similar questions from the same domain.
Are there clue words in this question I should notice?
Yes — watch for: "first". Order matters here. You are being tested on which action comes before the others — not which action is generally useful.
What is the key concept behind this question?
Read the scenario before looking for a memorised answer.
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Question Discussion
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