Mount Royal University Faculty of Continuing Education & Extension

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1 Mount Royal University Faculty of Continuing Education & Extension Project Management Certificate Program FINAL ASSESSMENT LEARNER INFORMATION GUIDE PMBOK GUIDE - FOURTH EDITION Mount Royal University

2 PROJECT MANAGEMENT FINAL ASSESSMENT PAPER IMPORTANT: This Final Assessment Learner Information Guide is based on the PMBOK Guide - Fourth Edition. If you are writing your paper based on the Third Edition, please use the Third Edition version of this Information Guide. Final Assessment papers submitted in any term of 2009 and 2010 can be written based on either of the above versions of the PMBOK Guide. Any Final Assessment papers submitted after January 1, 2011 must be written based on the PMBOK Guide - Fourth Edition version. NOTE: Please ensure you clearly identify on your paper whether you have based it on the Third Edition or the Fourth Edition of the PMBOK Guide / course materials. The Project Management Final Assessment paper is the final component in the Mount Royal University (MRU) Project Management Extension Certificate Program. Participants are expected to complete a final paper incorporating project management fundamentals, practices and principals learned throughout the six core courses or three online modules and as they apply in the A Guide to the Project Management Body of Knowledge (PMBOK Guide) - Fourth Edition. Outlined below are criteria for completing the Final Assessment paper. 1. Students will develop a project paper applying the project management processes found in a typical project life cycle. The paper is to be no longer than 25 pages of content (including all support materials and/or Appendices, but excluding any Table of Contents pages, title pages, Appendix title pages or white space due to section breaks). NOTE: For papers longer than 25 pages of content, marks will be deducted or the paper may even be returned to the learner who will be asked to follow the rewrite procedure (see item # 7 below). Once the paper meets the length requirement, it can then be re-submitted, (subject to the rewrite fee). All papers must use 12 point font-type, single line spacing for the main text. A larger size font for headings is encouraged and the use of 10 point font is acceptable in charts and tables. 2. Students, in consultation with their assigned course advisor / paper grader, will be required to choose a project. The project must have sufficient scope and complexity that will allow you to demonstrate application of the required project management processes. You are cautioned though, not to choose a project that is too large or complex for you to document within the 25 page content limitation. Some suggestions for projects include a: Future, current or past work project Conference or Seminar Fundraising campaign for a charity Community or special event Note: Although the tense used throughout this document to describe the various requirements of the Final Assessment paper will refer primarily to a project that has not yet started, it is also acceptable to document a project that is completely finished or one that is currently underway. When documenting anything that has been completed, you are encouraged to also describe what you might have done differently, now that you have taken Mount Royal University s Project Management Extension Certificate Program courses. MRU PM EXTENSION CERTIFICATE PROGRAM 1 UPDATED JAN, 2010

3 3. In this Program, you learned that all the project management processes can be aggregated into five Process Groups. Exactly when and how the project management processes are applied in a given project can vary significantly, depending on industry and company specific requirements. Thus, it is not possible to prescribe any specific template that must be used when writing this paper. However, it is expected that appropriate tools and templates used throughout the Mount Royal University Project Management Extension Certificate Program (or from other suitable sources) will be incorporated in your paper, demonstrating your understanding of how to apply the project management processes. It is further expected that through the application of these various Project Management processes, your paper will demonstrate the integration and interaction between the processes and the purpose each serves in managing a project. 4. Upon registering, you will receive a Confirmation of Registration in the mail. This receipt will include IMPORTANT INFORMATION for contacting your designated course advisor / paper grader. No other details about the paper itself will be sent to you in the mail. All other required information regarding paper criteria, grading system, and Frequently Asked Questions can be found in this Final Assessment Learner Information Guide document. The latest version of this document can always be found at Mount Royal University s Continuing Education web site at Once you are on MRU s website, click on the Certificates link to view the Certificate Programs page. Then click on either the Project Management Extension Certificate or Project Management Online Extension Certificate link. At the left, click on the PM Final Assessment link. Then click on the click here link that corresponds to the PMBOK Guide edition you will be using when writing your paper. OR: Simply access the home page and type Project Management Final Assessment Paper in the Search box and click GO. The link for the Final Assessment Paper course should appear towards the top of the list. 5. Communication with your assigned course advisor / paper grader via or phone is strongly advised as early as possible in the term. It is recommended you contact your advisor to discuss your choice of a project. Your advisor can counsel you on choosing a suitably sized project to document in your paper. Refer to the Frequently Asked Questions section for more details on what information about your project to communicate to your advisor. You are also encouraged to contact your advisor if you have any questions about the paper itself. Please optimize the time with your advisor by preparing specific questions before hand and keeping conversations brief and on-topic. The advisor s time for discussions is limited, as their primary role is to assess and grade the paper. 6. Students must receive a minimum of 70% (70 points out of a possible 100 points or at least a letter grade of C) in the Final Assessment paper to successfully fulfill course requirements. Please refer to the Grading System information given later in this document for details on how the marks are awarded. 7. Paper Rewrite: A rewrite can only be requested if you receive a grade less than 70% (or a letter grade of F). A maximum of two rewrites can be requested. Individuals who are unsuccessful on the second rewrite will be required to wait a year and re-take, or take additional, Project Management courses before applying to write again. The deadline to apply for the rewrite is 60 days after MRU PM EXTENSION CERTIFICATE PROGRAM 2

4 notification of the original paper grade. The fee for a rewrite is $170 plus GST. Only one rewrite can be requested per term. 8. Information regarding the paper requirements and the grading system are given later in this document. As indicated above, the latest version of this document can always be found on the MRU Continuing Education web site at: Follow the links as described earlier. For further information or questions, please feel free to contact the MRU Project Management Program Coordinator at (403) and fax of (403) or the Program Assistant at (403) The DEADLINE for completing the Final Assessment paper for each term is stated in the Mount Royal University Continuing Education calendar and on the website. All papers must be submitted by: 4:30 P.M. ON THE DUE DATE IMPORTANT: Learners must submit a hard copy of their paper in person or by mail / courier. Electronic versions will not be accepted. Learners are encouraged to submit their papers before the deadline. Late submissions will NOT be accepted. If a learner will not be able to submit the paper by the due date given above she/he must contact the Program Coordinator at (403) It is essential you submit your Final Assessment paper by the deadline! MRU PM EXTENSION CERTIFICATE PROGRAM 3

5 By Mail: Program Coordinator, Project Management Program, Mount Royal University Faculty of Continuing Education and Extension, 4825 Mount Royal Gate SW, Calgary, AB, T3E 6K6 In Person: Please address the envelope: Attention: Program Coordinator, Project Management Program and deliver to: Mount Royal University Faculty of Continuing Education and Extension, Room EB Mount Royal Gate SW, Calgary, AB. (Located on the 3 rd Floor of the East B Building (EB, in the same building as the Bissett School of Business) at the far Southeast corner of the campus) (map link: Application to Graduate Form: Once your Final Assessment paper has been marked, it is mailed back to you along with your final mark and comments from the course advisor / paper grader. If you achieved 70% (or a letter grade of C) or more on your paper, an Application to Graduate form is also mailed to you. In order to obtain your official Mount Royal University Project Management Extension Certificate, you are asked to complete this form and submit it (mail, fax, or a PDF file) to the Program Coordinator (address/fax information same as given above). NERVOUS ABOUT WRITING A PAPER? The Student Learning Services centre at Mount Royal University is available to assist you with writing assignments. Contact a Learning Consultant by using the following FREE services: One-on-one appointments Web handouts Telephone appointments Small group appointments Drop-in sessions Workshops instruction You may book 30 minute appointments with a Consultant by calling (403) For more information about the Student Learning Services centre, visit their web site at and follow the links for Academic Services then Student Learning Services. Be aware that the Student Learning Services centre is not familiar with the criteria for the content of the MRU Project Management Extension Certificate Program Final Assessment paper but will be able to assist you in the organization and the writing of the paper itself, once you have decided on the appropriate content. MRU PM EXTENSION CERTIFICATE PROGRAM 4

6 COURSE: Preparing for the Final Assessment Mount Royal University is now offering a course in Calgary (and elsewhere, as arranged) entitled Preparing for the Final Assessment, which is designed to provide additional support beyond what is offered in the Certificate courses. This course gives you the opportunity to work with an instructor who marks Final Assessment papers so you can obtain further insight into what is required to be successful. Note: This course has a separate fee and is offered as an optional course to help learners prepare for writing the Final Assessment paper and is not a required course for the Project Management Extension Certificate. To find out the course dates and fees for the current term, refer to the information given in the MRU Continuing Education Calendar or on their web site at: Follow the links as described earlier. MRU PM EXTENSION CERTIFICATE PROGRAM 5

7 PROJECT MANAGEMENT FINAL ASSESSMENT GRADING SYSTEM PLEASE INCLUDE THE FOLLOWING COMPONENTS IN YOUR FINAL PAPER While the information presented here is intended as a guide only and is not totally prescriptive, a few recommendations may help you organize and plan your paper better. For the overall organization of your paper, it is recommended you use the section headings as given below (except of course for the Presentation and Organization heading) and organize the sections in the same order. It will also be helpful to include informative dialog that helps tie sections and items within sections together. Simply stapling together a number of pages containing copies of the various tools and techniques or outputs shows little evidence of how you are actually applying these to your project. Also, by keeping the point value of each section in mind, the number of pages for each section should be roughly proportional to the possible marks in a given section. For example, using this method of estimation, the Planning Processes section would be somewhere in the region of 9 to 10 pages. EXECUTIVE SUMMARY 10 POINTS In the context of this Final Assessment paper, the Executive Summary should serve as a stand-alone section, targeted to a busy executive or manager who is not necessarily directly involved in the project. This summary will provide a general overview of the key aspects of the project and will typically include the following areas: the purpose, the business need / justification of doing the project, a description of the project, general approach to the project, estimated duration and budget, key constraints and assumptions, major risks, types of resources needed (human, equipment, etc.), and the overall approach to measuring and evaluating success and quality of the project. You are advised to write the Executive Summary AFTER you have completed all other sections of your paper and it should be placed at the beginning of your submitted document. This section should contain no new information but should summarize, at a high level, the entire final assessment paper for an executive level audience. INITIATING PROCESSES 15 POINTS Information included in this section should state the project purpose, justification and high-level description, define the objectives and related success criteria, determine the project requirements, describe the organization and authority, summarize resources, budgets, schedule milestones and risks, and assign the project manager. Students will be expected to utilize and show application of the appropriate tools and techniques and outputs from this Process Group that were covered in the Project Management Extension Certificate Program courses. These may include (but are not limited to) the following: Project selection criteria Force Field Analysis Project Charter SWOT technique Identify stakeholders MRU PM EXTENSION CERTIFICATE PROGRAM 6

8 PLANNING PROCESSES 40 POINTS Develop a comprehensive project plan. Be sure to define the project scope, subdivide the project into major deliverables, identify relevant activities, estimate activity durations, determine resource requirements, construct and analyze the project network. Describe how you will estimate resources, recruit and organize the project team, their schedule and document their work. Determine a project schedule and show evidence of cost estimation and budgeting. Students will be expected to utilize and show application of the appropriate tools and techniques and outputs from the Planning Processes that were covered in the Project Management Extension Certificate Program courses. These may include (but are not limited to) the following: Collecting requirements Project Scope Statement Work Breakdown Structure (WBS) Network diagram and calculations Project Schedule Cost estimating and budgeting Organizational and resource planning Quality planning Human resource requirements / assignments Communications planning Risk planning, identification, analysis and response planning Procurement planning Other subsidiary Management Plans as required Other supporting details as required EXECUTING AND MONITORING & CONTROLLING PROCESSES 15 POINTS Describe and demonstrate, by possibly using sample processes and forms, what needs to be measured and/or verified and how, how change will be managed and controlled, how project performance and budget will be tracked and reported, how contracts will be obtained, signed and administered, how you will execute risk and quality assurance and quality control measures, how the project team will be acquired, developed and managed and how other key stakeholder s expectations will be managed. CLOSING PROCESSES 10 POINTS Describe and demonstrate, by possibly using sample processes and forms, how you will turn the project over to the customer, obtain acceptance and close contracts, what project documentation will be archived, where and how, and what information the final report will contain. PRESENTATION AND ORGANIZATION 10 POINTS The ability to communicate your knowledge and understanding of the project management areas in this final assessment is critical. You will be assessed on the overall presentation of the paper as well as: clarity, organization and flow of the content, readability (including font size), terminology, writing mechanics and language used to convey meaning. TOTAL POINTS: 100 POINTS MRU PM EXTENSION CERTIFICATE PROGRAM 7

9 FREQUENTLY ASKED QUESTIONS 1. Question (Q): Where do I find out about the details of the requirements for the Final Assessment paper? Answer (A): This document is the definitive source for all the Final Assessment paper information. The most current version of this document can be found on the Mount Royal University Continuing Education web site at: Follow the links that were given earlier in this document for the Project Management course information area. OR: You can simply access the homepage and type Project Management Final Assessment in the Search box and click on GO. You should see the required link listed. Just click on this link to access the details on the Final Assessment paper course. You will also be given more details in various courses, for example: An Overview and the Integration and Scope classroom courses and/or Modules 1 through 3 in the online Program. If you are in the Calgary region (or other Centre as arranged), you might consider attending the course entitled Preparing for the Final Assessment. Refer to the details that were given earlier about this course. If you have any other questions regarding the Final Assessment paper, do not hesitate to ask (or ) any of your Project Management Extension Certificate Program instructors or call the Mount Royal University Project Management Program Coordinator's office at (403) or the Program Assistant at (403) Q: When should I apply for registration in the Final Assessment course? A: You should apply after you have successfully completed your six courses (or the three online modules for those registered in the online Program). It is advised you time your application for the Final Assessment paper so that you can start to finalize your paper once you have finished all six classroom or the three online courses (see also the next Question and Answer below). You must complete the paper by the stated deadline date for the term in which you are registered. 3. Q: How long after finishing my sixth classroom course or third online course, do I have to apply for my Final Assessment? A: It is strongly recommended you apply to write your paper in the term following your last course. You will be permitted to register for the Final Assessment paper up to two years from the date you took your last course (that is, the sixth classroom course or the third online module) in the Program. Please contact the Program Coordinator if you are not able to meet this requirement. 4. Q: What is the pass mark for the Final Assessment paper? A: The pass mark is 70 % (or a letter grade of C). MRU PM EXTENSION CERTIFICATE PROGRAM 8

10 5. Q: Do I get my Mount Royal University Project Management Extension Certificate automatically after I pass the Final Assessment paper? A: No, there is an Application to Graduate form available specifically for applying for your official Mount Royal University Project Management Extension Certificate. Only after you have successfully met all the requirements for the Certificate, including completion of all six courses OR three online modules AND passing the Final Assessment paper requirements, can you apply for the Certificate. If your mark on the Final Assessment paper is 70% (or letter grade of C) or more, then a copy of the Application to Graduate form will be sent to you when your paper is returned. 6. Q: Have students failed the Final Assessment? A: Yes, there are clearly defined requirements and if these are not met, the student will not be successful in passing the Final Assessment. 7. Q: What is the most common reason for failure of a paper or loss of marks? A: The most common reason for failure or loss of marks is because key required items such as a budget or a schedule have not been included. You are advised to use the number of points identified for each section as a guideline in determining the relative importance of that section. For example, writing only a paragraph for the Closing Processes will not be awarded 10 points or similarly, only a paragraph for the Executing / Monitoring & Controlling Processes will not be worth 15 points. Another area where candidates lose marks is that they just regurgitate the project management theory and do not show how they have applied this theory to their chosen project. Also, you are discouraged from including too much technical information about the project itself. Remember, the purpose of the paper is for you to show evidence of how you might apply the project management theory you learned in the courses to a specific project and not to just communicate pages of technical project information that is relevant primarily to the resources who do the work on the project. 8. Q: What are my options if I fail (get less than 70% or a letter grade of F)? A: You may apply for a rewrite of your paper (at a cost of $170 plus GST) and attempt to obtain a pass grade. You are allowed one rewrite per term to a maximum of 2 rewrites. If you wish to rewrite the Final Assessment paper, you are required to apply within 60 days of receiving your original grade. Individuals who are unsuccessful on the second rewrite will be required to wait a full year and re-take, or take additional, Project Management courses. 9. Q: Can I ask to be assigned to a specific course advisor/ paper grader? A: No. Each Final Assessment course advisor / paper grader is assigned papers on a rotational basis (depending on how many students they have already been assigned and/or their availability). When your Final Assessment registration comes in, you are simply assigned to the next available course advisor / paper grader. MRU PM EXTENSION CERTIFICATE PROGRAM 9

11 10. Q: How do I find out who has been assigned as my course advisor / paper grader? A: Upon registering for the Final Assessment Paper course, a Confirmation of Registration receipt will be mailed (or ed) to the address you provided to the Mount Royal University Registration department. This receipt will indicate your payment in full as well as the name of your course advisor / paper grader and contact information of address and phone number. NOTE: This is the only document MRU provides to you advising who your course advisor / paper grader is and her/his contact information. 11. Q: Will the assigned course advisor / paper grader contact me or do I contact her/him first? A: The onus is on the student to make the first contact with the assigned course advisor / paper grader, and it is recommended you do this as early as possible in the term. 12. Q: What is the role of my assigned course advisor/ paper grader? A: As early in the term as possible, it is strongly recommended you your assigned course advisor / paper grader for confirmation that the project you intend to chose will be a suitable project to document for your Final Assessment paper (see the Answers to other Questions given later for more details on what constitutes a suitable project). It is recommended that when you your advisor to confirm if your project is suitable, you include the following information about your candidate project: a couple sentences briefly describing your project number of people (human resources) to be assigned to the project and their estimated cost overall estimated budget estimated duration of the project any other important considerations or comments regarding your selection of the project Also, as the work on your paper progresses, your advisor can be contacted via or phone to answer your questions as required. Once your paper has been submitted to Mount Royal University, the Program team will send your paper to the course advisor / paper grader to mark. Note: The advisor does not approve your project per se; she/he will be able to counsel you though, about whether or not the project you are considering for your paper will be suitable for the requirements of the paper. 13. Q: What type of project is suitable for my Final Assessment? A: As already indicated in the information found elsewhere in this document or discussed in the classroom courses or online modules, you can document a project from any number of possible areas. The key criteria is that it be complex enough for you to be able to illustrate your level of knowledge through the application of the principles learned from each of the six classroom courses or three online modules that you took in preparation for this Final Assessment paper. Your project also needs to be small enough so that you can easily summarize it within the 25 page limit. It can also be at any stage, that is, it can be completely finished, currently underway, or not even started yet. MRU PM EXTENSION CERTIFICATE PROGRAM 10

12 Before starting on your Final Assessment paper, you are strongly advised to obtain confirmation from your assigned course advisor / paper grader that the project you have chosen is suitable for documenting in your paper. 14. Q: Must the project I choose for my paper be a work-related project? A: No, not necessarily. It would be prudent, though, to choose a work related project if your organization has paid for your courses. 15. Q: Am I able to meet in person with my assigned course advisor / paper grader? A: No, since all necessary communication can easily be handled using either or phone calls, there is not need for a face to face meeting to be held. Also, MRU does not contract the course advisors / paper graders to do this, nor would it even be feasible for them to meet with all the Final Assessment students in a given term, especially those who live outside the Calgary area. 16. Q: How much consultation time do I get with my assigned course advisor / paper grader? A: MRU is not able to mandate any particular length of time any specific course advisor / paper grader is available, but our goal is to ensure each student is able to obtain the help she/he requires to complete the Final Assessment paper. It is important, though that you optimize the time with your advisor by ensuring you are well prepared before any contact and that you remain focused on the questions you need answered. Your assigned advisor will be able to guide you through difficulties you have in understanding the assignment. In preparation for the Final Assessment Paper course, you are also encouraged to ask questions in EACH of the six core classes / three online modules as you take them. 17. Q: Can I submit a draft of my paper or major components of my paper to my course advisor / paper grader to see if I am on the right track? A: Absolutely NOT! That would be like pre-marking your paper before you submit it. You are expected to submit only a hard copy of your final paper to the MRU Project Management Program Coordinator at the address given earlier. If you need confirmation that you are on the right track, you should formulate specific questions to ask of your assigned advisor. 18. Q: May I submit my paper directly to my course advisor via or hard copy? A: No, you are required to submit a hard copy (paper format) of your Final Assessment paper to the Mount Royal University Project Management Programs Coordinator for assessment. (Refer to the paper submission details given earlier in this document.) Mount Royal University must be able to record the fact that a specific student has submitted her/his Final Assessment paper on a specific day. If students are sending papers directly to their advisor, then MRU is not able to properly record these submissions. It may also be possible that your assigned advisor has been called out of town and is not available; hence a substitute course advisor / paper grader would be assigned for the marking. Also, there are often several software applications used by students in the preparation of their papers and the contracted course advisors / paper graders may not have these same applications MRU PM EXTENSION CERTIFICATE PROGRAM 11

13 that are required in order to view the contents of the various sections. As well, there are far too many security and virus issues surrounding the transfer of files over the internet for Mount Royal University to be responsible for the safe receipt of all components that make up a student s final paper. So, please ensure your Final Assessment paper is submitted using "hard" copy only and that it is sent directly or delivered in person to the MRU Project Management Program Coordinator at the address given earlier. This will ensure the submission date will formally be logged, a grader is available and the paper is in a predictable and reliable format that can be marked by all graders. 19. May I submit my Final Assessment Paper earlier than the due date? A: Absolutely! YES, you certainly may. In fact you are encouraged to submit it early. It is always appreciated when a learner submits her/his paper BEFORE the final due date which avoids the end of term "crush". In most cases, when a paper is submitted before the due date, the turnaround time is much less because the course advisor / paper grader is simply not as busy marking papers during the term as she/he is at the end of the time. If you submit your paper early, it is advised you still give a "heads-up" to the course advisor / paper grader so she/he can confirm availability and can look out for it. 20. May I ask for an extension if I am having difficulty completing the paper by the due date? A: In the information given earlier, it was stated that Late submissions will NOT be accepted. How individuals navigate the demands of the Final Assessment paper is a reflection of their overall skills as a Project Manager and how well they have integrated the information in the course material. Project Management is all about planning for and delivering on commitments and the completion of the Final Assessment paper is no different. It is expected people will plan for and deliver their Final Assessment paper on or before the due date. It is understood, though, there may be extenuating circumstances that arise which were totally unforeseeable. If this is the situation, it is important both the Program Coordinator and the course advisor / paper grader be contacted sooner than later and advised of the specific circumstances that have arisen. Options to proceed can then be discussed. 21. Q: What is the turnaround time of my Final Assessment paper once I submit it for marking? A: This will always depend on a number of circumstances, including the immediate availability of your assigned paper grader, (who may, for example, be called out of town with her/his job). In general, we are finding that the turnaround time for you to receive your mark is within approximately two - four weeks of submission. If you do not receive your evaluation within this time period, please call the Programs Coordinator to inquire about the status of your paper. Obviously, there will potentially be more of a delay if you wait until the due date to hand in your paper, which is when the majority of papers seem to be handed in. It is recommended you complete and hand in your paper early to avoid this "end-of-term crush". MRU PM EXTENSION CERTIFICATE PROGRAM 12

14 22. Q: Does the paper grader give comments on areas that were missed or need improvement? A: Yes, a marking sheet is completed with space for the grader to make comments as appropriate. 23. Q: What resources should I be using to assist me with the Final Assessment? A: You are advised to review the Learner Manuals from all the courses in the MRU Project Management Extension Certificate Program as well as the PMBOK Guide (see the next question / answer below). You are also welcome to use any other references or resources you may have access to within your organization. 24. Q: Where do I look in the PMBOK Guide for assistance in writing the Final Assessment paper? A: Although most of the PMBOK Guide has relevance, the most important information can be found in Chapter 3 of the PMBOK Guide. At the beginning of this chapter (Page 43) you will find the cross referencing of all the Knowledge Area Processes mapped against the five Process Groups of Initiating, Planning, Executing, Monitoring & Controlling and Closing. Since the marking scheme for the paper is based on these five Process Groups, the information in Chapter 3 is essential in understanding how you should organize your Final Assessment paper. 25. Q: Do I have to show evidence of application of ALL the process inputs, tools and techniques or outputs found in the PMBOK Guide? A: No. There is certainly not the space within the 25 page content limitation to include all such information. You are encouraged to use the process interactions in the PMBOK Guide as a guide, but you need only include those that apply specifically to your project and in some cases only to a summary level. The content material provided and the workshop exercises within the courses in the MRU Project Management Extension Certificate Program will be an invaluable source for what information or documents you should include in your paper. 26. Q: Are there certain components that are mandatory to include in my paper? A: Yes, there are certain components such as a WBS, schedule, budget, communications planning, and risk planning and analysis that are essential for any project. But, the exact content and level of detail within each component will depend entirely on the project you are documenting. As you learned in the PM Extension Certificate Program courses, there are also other components that will not need to be included, depending on the specific requirements of the project. MRU PM EXTENSION CERTIFICATE PROGRAM 13

15 27. Q: Should I include some of the separate documents that I learned about, for example, the Project Charter, Project Scope Statement, Work Breakdown Structure and other items that may be contained within an overall Project Management Plan? A: Yes, it is appropriate to include some of these specific project documents within your paper, but exactly what you include and how or where will depend on the format of your paper and the size, context and complexity of your project. (See also the next question/answer below.) 28. Q: I am confused about some of the names of the documents that should be included in my paper. What is expected? A: Do not be confused by the variety of names documents may have across the various organizations. You are advised to follow the PMBOK Guide and the supporting course material to help you find a consistency in the names. You must still apply judgment in designing the documentation for your project. For example, remember that the Project Charter is primarily to establish the Project Manager s mandate and authorize the project to begin. That must be done early in the project, perhaps before any detailed planning data is available, so it is often a good idea to focus on business objectives and roles/responsibility and release this document early. On the other hand, a consultant dealing with an outsourced project might simply offer one document (a proposal), that will contain the result of pre-sales work, including a charter, Statement of Work (SOW), and other project planning items. The important point is to look at the CONTENT and PURPOSE of these documents and to ensure the appropriate content is covered for the required purpose. How it is arranged into documents and approved, is a question of approach. 29. Q: I am now using the PMBOK Guide - Fourth Edition. Do I have to include a Preliminary Project Scope Statement in the Initiating Processes section as well as a final Project Scope Statement in the Planning Processes section? A: No, you will need to include information only for a final Project Scope Statement in the Planning section. In real life, because of the progressive elaboration nature of projects, you would most likely first create a draft of the Project Scope Statement with what information you have at the time the project is initiated, and then later, as you progress further into the detailed planning, you could turn any draft document into the final Project Scope Statement. 30. Q: The Develop Project Management Plan process of Chapter 4, Project Integration Management of the PMBOK Guide, emphasizes the output of Project Management Plan. Where or how do I include this in my Final Assessment Paper? A: As indicated in the MRU Project Management Extension Certificate Program course material, other names used for the Project Management Plan can be the Project Execution Plan, the Project Implementation Plan or simply the Project Plan. Since you are documenting in your Final Assessment paper what you would do, or are doing or have done in the project you have chosen, you might consider all the Planning section components of your paper (along with procedural-based content in the Executing, Monitoring & Controlling and Closing sections), collectively, make up your Project Management Plan. You therefore do not need to include the Project Management Plan as a separate component in your Final Assessment paper. MRU PM EXTENSION CERTIFICATE PROGRAM 14

16 31. Q: I am having difficulty deciding whether a particular topic / item or use of a tool goes in the Initiating Processes section or in the Planning Processes section. Do I have to repeat everything in each section? A: No, if you have included the essential tool or template (to an appropriate level of detail) in a given section and cross-referenced it from another section, this is adequate. In Project Management, because so much of what you do is progressive elaboration, there are no clearly defined lines or boundaries between process groups, for example. If it makes sense to include specific information in one section versus another, then this is acceptable, as long as you keep the reader informed as to the layout of where specific items can be found. Also, as you write your paper, it may seem like you are repeating certain information. For example, your Project Scope Statement may contain some level of the same information you have in the Project Charter, but the Project Scope Statement, by definition, should be more detailed than the Project Charter. This is because the Project Charter is done very early and at a higher level with less specific information available. As emphasized above, it is important to appreciate that the development of the Project Charter and then the Project Scope Statement, for example, are all representative of the progressive elaboration characteristic of projects. This means that the project management team develops a better and more complete understanding of the project objectives and deliverables as the project progresses. Learners are encouraged to demonstrate this progressive elaboration where possible in their papers. 32. Q: Are there sample Final Assessment papers that can be viewed? A: No. Sample Final Assessment papers are not available for learners to review. First of all, there is the problem that the information in most papers received and marked are confidential and can therefore NOT be released. Also, it is felt that by releasing a "sample template" a number of learners would simply use this as a "recipe" or "cookie cutter" template for the paper and NOT think about what is or is not appropriate for their particular project. All projects are unique and therefore require different treatment when responding to the requirements of the Final Assessment paper. Of the papers that have been submitted for the Final Assessment in this Program, there has been a wide range of content in the successful papers. Due to the variety of projects that exist, we do not want anyone to be disillusioned into thinking that "one template fits all". If you have severe English language / cultural barriers or physical barriers that you feel may compromise your ability to write a successful paper, please contact the Program Coordinator to discuss this concern before registering in the Final Assessment Paper course. MRU PM EXTENSION CERTIFICATE PROGRAM 15

17 33. Q: Am I required to use project management software, such as MS Project in order to submit my Final Assessment for marking? A: No. We cannot require a student to have this software to complete the Final Assessment paper. There is a requirement to submit at least some form of project schedule, but it is possible to create this in other applications (for example MS Word or Excel or even neatly on graph paper), so it is not essential to use project management software. For those students who have access to project management software, they are welcome to use it. 34. Q: Is it permissible to include my Gantt Chart (schedule) on 8 ½ x 14 inch paper? A: Yes, this chart is acceptable on legal size paper - 8 ½ x 14 inch paper. The remaining pages of the paper must be on 8 ½ x 11 inch paper. 35. Q: What if I do hand in a paper that is over 25 pages of content? A: Marks will be deducted for papers that exceed 25 pages of content. In fact, if a paper exceeds the 25 page content limit by a considerable amount, the paper may be returned to the learner and she/he will be asked to revise the paper so that it meets the stated requirement of 25 pages of content. In this situation, the learner will need to follow the "Paper Rewrite" procedure given earlier in the first section of this document in order to re-submit the paper for marking. Note: The paper numbering of the pages in your paper will most likely be higher than 25 because the title page and Table of Contents pages, for example, will be included within the page numbering. This is acceptable, as long as there is only 25 pages of content in your paper. 36. Q: Can I hand in a paper that is less than 25 pages of content? A: Yes, you may, but be aware, that a paper containing much less than 20 to 25 pages of content, really cannot do justice in showing application of the required project management process that were covered in the course material. 37. Q: Does my front cover title page, Table of Contents pages and Appendices title pages count within the 25 page content limit? What about white space created when I start a new section on a new page? A: No, papers will not be penalized if these are the only pages above the 25 page content limit. Also, any white space is not counted within the page limit. In fact, you are encouraged to start new sections on a new page as this improves readability and the professional appearance of the paper. IMPORTANT: The Appendix content pages count within the 25 page content limit. It is ONLY the Appendix title pages that do not count. MRU PM EXTENSION CERTIFICATE PROGRAM 16

18 38. Q: Should I single space or double space the text lines in my paper? Final Assessment Learner Information Guide - PMBOK Guide - Fourth Edition A: The text in your paper should be single spaced, except of course where you have section and paragraph breaks. 39. Q: Can you please clarify? Do the attachments I have in my Appendices count as part of the permitted 25 pages of content or is it 25 pages plus the pages in my Appendices? A: It may sound as if we are repeating ourselves here, but this specific question is very often asked! Worse yet... papers continue to be handed in that are not counting their Appendix pages within the 25 page content limit, so marks are deducted, sometimes even resulting in failure. Just to emphasize again, if the page has content on it such as text, graphs, charts or diagrams, then it counts as a page within the limit of 25 pages of content, regardless of where the page is located in your paper. The only pages that do NOT count within the 25 pages of content are title pages, Table of Contents pages, Appendix title pages or portions of pages that have white space due to section breaks. 40. Q: My paper is already well over 25 pages of content and my Gantt Chart alone is almost 5 pages! I guess I must have chosen too large / complex a project for my paper. Since the complete Final Assessment paper has a limitation of 25 pages of content, what can I do? A: It is recommended you "roll up" your Gantt Chart so that one can see only the higher-level tasks and the overall schedule within one page. You can then include samples (as room permits) showing the level of detail you did go into for your project. It is important to ensure you do at least show a high level view of your project and then give details as space permits (and not the other way around). Again, it is emphasized that you should discuss the size and complexity of your project with your course advisor BEFORE you formally begin to write your paper. This way you will be documenting a project that will lend itself better to summarization within the required maximum of 25 pages of content. 41. Q: In reality when I do project work, I am not limited to 25 pages of content for all my project documentation, so how can this limit of 25 pages of content be justified? A: It is agreed, there is usually no single project document in reality that replicates the Final Assessment paper except possibly a project summary in preparation for a project audit. In a "real" project, all documents are completed in whatever length or fashion as required by the specific project being undertaken. The requirement of the 25 page content limit for the assignment is necessary because there needs to be a consistent way for all candidates to show evidence of their learning, regardless of the size of their chosen project. Imposing this limit on the number of pages provides one way to fairly judge all papers using the same criteria. Also, it would simply not be practical or even financially possible to "mark" the volumes of project documentation that can be generated for some projects. MRU PM EXTENSION CERTIFICATE PROGRAM 17

19 42. Q: Do I have to put my paper in a binder or report folder or can I just staple it together and hand it in that way? A: It is very acceptable to simply staple your paper together and submit it that way. This is the easiest format for the paper grader to mark your paper. You may also put your paper in a report folder if you wish. You are strongly discouraged from putting your paper in a big hard covered three ring binder as this format is very difficult to mail. 43. Q: What is the basis for awarding the 10 marks for the Presentation and Organization section? A: When marks are awarded for this section, the paper grader looks at whether the paper is well organized as far as the various sections and the required process group areas. It was recommended earlier that the section headings and their order match the sections found in the Grading System information, namely Executive Summary, Initiating Processes, Planning Processes, Executing and Monitoring & Controlling Processes and Closing Processes. You might also ask yourself, Can the key items or information be easily found or are they buried deep within various places throughout the paper? Are the sections and subsections clearly identified with understandable titles? Is everything readable (e.g. font size of charts, tables, etc.)? Are diagrams, figures, tables, charts, etc., labeled or referenced? If you have appendices or attachments are they clearly labeled and also referenced from within the text? In general, if you were to preview your package, does it present itself as being professionally assembled; that is, does it "look good"? As a project manager it is important to be able to put a project summary package together that "presents" itself well, especially to management or sponsors. This is the primary basis for marks being made available in this area. 44. Q: If I need more room within the limit of 25 pages for the content, can I reduce the font size of the text and set the margins to the extreme edges of each page? A: Absolutely NOT! The requirements for font size and readability have very clearly been defined earlier. It is admitted that some Final Assessment paper submissions have tried this tactic to "squeeze" more content into the paper, but you are reminded of the 12 point font requirement (except for tables and charts which can have a font size as small as 10 pts.). If these requirements are not met, marks will be lost. Also, if you are setting margins to the extreme edge of a page, you may lose marks in the "Presentation and Organization" section since this results in a very poorly presented, crowded looking document. MRU PM EXTENSION CERTIFICATE PROGRAM 18