PMP Process — Managing Technical Aspects Practice Question
You are managing a software development project using a hybrid approach. The project has a fixed price contract with a strict deadline. Midway through, the customer requests a significant change that would increase the scope by 20%. You have already used all management reserve. What should you do FIRST?
⚠ Common exam trap
Many candidates assume the project manager can directly refuse or approve changes based on budget or customer requests, but the PMP exam emphasizes that all changes must go through the formal change control process, especially when contractual constraints and exhausted reserves are involved.
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
Submit a change request to the change control board to assess the impact on cost, schedule, and contract terms
In a hybrid project with a fixed-price contract, any significant scope change must follow the formal change control process. Since the management reserve is exhausted, the change request must be submitted to the change control board (CCB) to evaluate the impact on cost, schedule, and contract terms before any decision is made. This ensures compliance with the contract and protects both parties from unauthorized scope creep.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Refuse the change because the project is already over budget and behind schedule
Why it's wrong here
A Project Manager (PM) cannot unilaterally refuse a change request, even if the project faces challenges like being over budget or behind schedule. All change requests, regardless of project status, must undergo a formal Integrated Change Control process. This involves documenting the request, assessing its potential impacts on all project baselines, and presenting it to the Change Control Board (CCB) for a decision, ensuring all stakeholders are informed and involved in the evaluation.
- ✗
Ask the project sponsor for additional funding to cover the cost of the change
Why it's wrong here
Directly asking the project sponsor for additional funding before a thorough impact assessment is premature and bypasses the formal Integrated Change Control process. The Project Manager's initial responsibility is to document the change request, analyze its impact on all project constraints (scope, schedule, cost, quality, resources, risks), and then present this analysis to the Change Control Board (CCB). Only after the CCB approves the change and its associated impacts, including potential funding needs, should the PM engage the sponsor for budget adjustments if required.
- ✓
Submit a change request to the change control board to assess the impact on cost, schedule, and contract terms
Why this is correct
This is the correct action, adhering to the Integrated Change Control process as defined by PMI. The Project Manager must formally document the customer's request as a change request and submit it to the Change Control Board (CCB). The CCB, composed of relevant stakeholders, will then rigorously assess the change's comprehensive impact on all project baselines, including cost, schedule, scope, quality, resources, and critically, any contractual terms. This structured evaluation ensures informed decision-making and maintains project control.
- ✗
Implement the change since the customer is requesting it and the project has a fixed deadline
Why it's wrong here
Implementing a customer-requested change without formal approval from the Change Control Board (CCB) is a critical violation of the Integrated Change Control process. Such an action leads directly to unauthorized scope creep, potentially causing unmanaged budget overruns, schedule delays, and increased project risks, even with a fixed deadline. All changes, regardless of urgency or source, must undergo proper assessment and formal approval to maintain project integrity and control.
Go deeper
Related to this question
Learn chapter
Introduction to the PMP Exam and Project Management Basics
Key term
Change Control Process
A formal, structured procedure used to manage any changes to a project's scope, schedule, budget, or requirements, ensuring every modification is reviewed, approved, tested, and documented before implementation.
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Written by Johnson Ajibi, MSc IT Security
Senior Network & Security Engineer · founder of Courseiva
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