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NEW QUESTION # 171
Scenario
A central government department, the Ministry of Food Hygiene (MFH), faces increasing pressure to cut costs, better manage suppliers' performance and reduce the confusion caused by inadequate internal controls, outdated standards and outdated technology. External consultants were employed to conduct a feasibility study to identify options to address the problems, and the likely costs and benefits. The following options were considered:
Do nothing.
Re-engineer selected business functions.
Outsource selected business functions.
The feasibility study concluded that there was a case for outsourcing the MFH Information Technology Division and the Facilities Division (maintenance of buildings and grounds). The recommendations were:
One service provider should be contracted to provide the services currently provided by the Information Technology Division and the Facilities Division.
A 10-year service contract should be agreed with the selected service provider.
The feasibility study developed high-level designs of the current organization, processes, systems and operating models, plus an outline Business Case for the required project. The external consultants also made the following recommendations for the management of the project:
Use PRINCE2.
Set up the project with 4 management stages:
Stage 1. Standard PRINCE2 initiation activities.
Stage 2. Create detailed designs (future organization, processes, systems and operating models) and the service level agreement between MFH and the future service provider.
Stage 3. Request and evaluate proposals, select service provider and agree contract.
Stage 4. Transfer equipment and staff, transfer responsibility for service provision and run trial period.
Initial estimates indicated that the project would cost £2.5m and take two years to complete.
MFH senior management agreed that there was a case for outsourcing, and accepted the recommendations as a basis for the project. There is an expected saving of £20m over 10 years.
The Outsourcing project has completed the Starting up a Project process and is now in the initiation stage.
Because of the strategic importance of the project, the MFH Chief Executive Officer has taken the role of Executive. A PRINCE2-experienced Project Manager has been appointed from within MFH. Staff within the business functions being outsourced will work with the external consultants who conducted the feasibility study to define the detailed designs.
Which 2 statements should be recorded under the Major risks heading?
- A. The management stages recommended by the consultants may not be appropriate, resulting in confusion in planning.
- B. The initial estimates, taken from the feasibility study report, indicate that the project will take two years to complete, which means that the business problems would remain for this period.
- C. Owing to employment contract changes staff may resist outsourcing, which would make it difficult to transfer staff to the selected service provider.
- D. MFH's operations may be reduced and the 1a-year contract may not achieve its estimated value of
£80m, which would reduce the service provider's profit. - E. Due to market conditions a suitable service provider may not be found, possibly leading to premature closure of the project.
Answer: B,C
NEW QUESTION # 172
If Project tolerances were threatened, who needs to be notified?
- A. Project Board
- B. Executive
- C. Corporate or Programme Management
- D. Project Manager
Answer: C
NEW QUESTION # 173
The project is in stage 3. Zero time tolerance has been given for this stage. When checking progress, the project manager noticed that the checkpoint report from the external supplier of the 'e-learning course' is late.
As work package progress information is missing, the project manager has decided to raise an exception report.
Is this an appropriate action, and why?
- A. No, because the team plan should be discussed with the supplier to check whether work will be completed on time.
- B. No, because the project manager should check the operations and maintenance interfaces in the work package first.
- C. Yes, because an exception report should be used to request guidance on how this situation should be handled.
- D. Yes, because there is zero time tolerance for this stage the checkpoint report must be delivered on time.
Answer: C
NEW QUESTION # 174
Project Scenario - Health and Safety Training Project:
ABC Company is a well-established training company that uses a standard model to develop training materials and deliver courses to customers.
ABC Company has commissioned a project in response to recent changes in government legislation relating to health and safety on construction sites. The project will deliver "capability to provide health and safety training", including the materials needed for classroom-based training and e-learning. The expected benefits for construction companies include a reduction in lost days and legal costs due to accidents.
The e-learning course will be developed by a specialist external consultancy. The materials for classroom-based training will be delivered by ABC Company's development team. All course materials will be piloted before they are used. ABC Company will deliver training to its customers and also hopes to sell the course materials to other training companies as part of their operational business. ABC Company will use their own sales and marketing departments to promote the courses.
The legislation requires construction companies to comply with the new legislation within two years. The course materials and trainers have to be accredited by a government agency before courses can be delivered.
ABC Company is planning to deliver pilot courses within five months of starting the project.
The ABC Company standard development model for new courses recommends the following stages:
End of the Project scenario.
Additional Information:
The Chief Executive Officer (CEO) founded the company five years ago. Under her leadership, ABC Company has grown quickly into a successful training company. It delivers a range of accredited professional training.
The Finance Director is also a founder member of ABC Company and is responsible for authorizing budgets for the Operations and Development Teams. She authorizes all large contracts personally.
The Purchasing Manager reports to the Finance Director and is responsible for managing and monitoring supplier contracts.
The Operations Director is responsible for the delivery off all training and for the training development budget. His department organizes courses, venues and trainers. They work with the Product and the Sales teams to provide a comprehensive training schedule. ABC Company's IT manager reports to the Operations Director.
The Business Development Director has recently been appointed to identify new training needs and propose new products. She will work with the Operations. Director to ensure a cost-conscious approach and that appropriate development technologies are used for the health and safety course.
The Training Development Manager reports to the Business Development Director and is responsible for developing training materials and gaining accreditation, in accordance with the standard course development model. Course developers in his team have skills in a range of development technologies and are allocated to projects as needed.
The Training Delivery Manager, who reports to the Operations Director, is responsible for ensuring that internal and external trainers deliver ABC Company training courses to the required standard. He also checks course materials to ensure they are fit for purpose and of the required quality.
The Central Services Director has responsibility for corporate communications, facilities management and configuration management. He recently led a project to consolidate all company quality systems into one quality management system and set up a corporate quality department, now managed by the Corporate Quality Manager.
The Corporate Document Manager reports to the Central Services Director. She helped establish the company's document management system and now operates it across the business. She manages a team of administrators and contracts staff when workload is high.
The Sales Director joined ABC Company two months ago and is keen to establish himself by suggesting new markets for the courses and material. All account managers and the marketing team report to him. They promote existing training courses to other training companies and existing customers.
End of the additional information.
MANAGING A STAGE BOUNDARY
The ABC Company trainers have been accredited and the course booking procedures have been amended. The
'managing a stage boundary' process is taking place at the end of stage 3.
Which activity should occur during the 'update the business case' activity?
- A. Update the overall plan with the time and cost taken to develop the 'e-learning course' and 'amended course booking procedures'
- B. Review whether a new team manager should be appointed to lead the delivery of the pilot courses during stage 4.
- C. Review whether the possible sales of the training course to external companies are likely to cover the project costs.
- D. Break the 'planned pilot courses' down into component products in order to identify the work required to deliver them.
Answer: A
NEW QUESTION # 175
This question provides a number of changes which may or may not be required to the Extract from the Communication Management Strategy provided in the additional information.
What statement applies to the Records section?
- A. Move entry 8 to Tools and techniques because it refers to a filing technique.
- B. Move entry 7 to Communication procedure because it refers to the method to be used for communication to external parties.
- C. Move entry 6 to the Configuration Management Strategy because it defines the identification scheme for the project's products.
Answer: C
NEW QUESTION # 176
Scenario
Additional Information
Extract from the Communication Management Strategy.
The project information in the table below is true, but it may not be recorded under the correct heading or be in the correct document.
Using the Project Scenario, select the appropriate response to each of the following 5 questions which have been raised by the Project Board.
The project is now at the end of the initiation stage. Having decided that the Calendar project is a relatively simple project, the Project Manager combined the Starting Up a Project process and the Initiating a Project process. No Project Brief has been produced. Instead the Project Manager used the project mandate to produce a simple Project Initiation Documentation (PlO). The PlO includes the Business Case, a product checklist and several Product Descriptions, Including the Project Product Description. Short sections are also included for each of the strategies and the controls to be applied. The Project Manager has elected to use the Daily Log to record all risks, issues. lessons and quality - results.
After the initiation stage there will be two further stages during which a small number of Work Packages will be authorized. While these are being managed, the Project Manager will hold regular checkpoints, which will support the production of weekly Highlight Reports to the Project Board.
There is no Project Brief. How can there be a common understanding of the desired outcomes for the prepared calendar pack?
- A. The simple Project Initiation Documentation contains the project definition.
- B. The simple Project Initiation Documentation contains the Quality Management Strategy. This contains details of the acceptance criteria for this project.
- C. The Project Brief should have been produced and approved before the project progressed into the initiation stage.
Answer: A
NEW QUESTION # 177
Which 2 statements should be recorded under the Expected benefits heading?
- A. The calendar will contain photos of both staff and company products.
- B. The Marketing department believes that the benefits of a good company image, as portrayed by a
successful calendar, will last into a second year and bring the same increase in orders. - C. The Marketing department want a very high quality, glossy product as they believe this will be more
appealing to customers. - D. It will be similar to calendars sent out in previous years
- E. Increase orders by at least 10% with a minimum of 10 further orders from the list of prospective customers
within 12 months.
Answer: B,E
NEW QUESTION # 178
Scenario
Additional Information
Product Description
Quality notes from the Daily Log
The Director of Information Technology Division (DIT) has been asked to ensure that any changes to the outsourced staff employment contracts adhere to employment law. The DIT will review future job descriptions of the transferred staff before the final contract is signed with the selected service provider.
The service level agreement between MFH and the selected service provider will specify the type and quality of service required. The selected service provider must follow the industry standards for providing outsourced services.
MFH has a quality management system which contains a document control procedure for all its documentation, however this does not include change management.
All project documents will be subject to a quality review. Nominated products will require a formal approval record signed-off by the quality review chair.
Extract from the draft Quality Management Strategy (may contain errors) Introduction
1. This document defines the approach to be taken to achieve the required quality levels during the project.
2. The Project Board will have overall responsibility for the Quality Management Strategy.
3. Project Assurance will provide assurance on the implementation of the Quality Management Strategy.
Quality management procedure - Quality standards
4. The selected service provider will operate to industry standards for providing outsourced services.
5. MFH document standards will be used.
Records
6. A Quality Register will be maintained to record the planned quality events and the actual results from the quality activities.
7. Configuration Item Records will be maintained for each product to describe its status, version and variant.
8. Approval records for products that require them will be stored in the quality database.
Roles and responsibilities
9. The DIT will check that the employment contracts for outsourced staff adhere to employment law.
10. Team Managers will provide details of quality checks that have been carried out.
11. Team Managers will ensure that the Quality Register is updated with the names of team members who are involved in the review process.
12. The Senior User will review the Product Descriptions of the products to be produced by the selected service provider to ensure that they can be achieved.
Which statement applies to the Introduction section?
- A. Delete entry 2 because this is the Project Manager's responsibility.
- B. Delete entry 3 because it is the Project Manager's responsibility to implement the Quality Management Strategy.
- C. Delete entry 1 because the project approach is defined in the Project Brief.
- D. Move entry 3 to the Roles and responsibilities section because this is a quality responsibility.
Answer: D
NEW QUESTION # 179
Which of the following is not part of the composition of a Plan?
- A. Product descriptions
- B. Quality responsibilities
- C. Pre-requites
- D. Assumptions
Answer: B
NEW QUESTION # 180
Which management product defines the detailed nature, purpose and function of a product?
- A. Quality Register
- B. Plan
- C. Project Product Description
- D. Product Description
Answer: D
NEW QUESTION # 181
The service level agreement looks like any other MFH document.
- A. Obtain agreement from the Director of Facilities Division to redesign the service level agreement within the
remaining +2 days tolerance. - B. No action required.
- C. Raise an issue (off-specification).
- D. Accept this error as a concession.
Answer: B
NEW QUESTION # 182
Project Scenario - Health and Safety Training Project:
ABC Company is a well-established training company that uses a standard model to develop training materials and deliver courses to customers.
ABC Company has commissioned a project in response to recent changes in government legislation relating to health and safety on construction sites. The project will deliver "capability to provide health and safety training", including the materials needed for classroom-based training and e-learning. The expected benefits for construction companies include a reduction in lost days and legal costs due to accidents.
The e-learning course will be developed by a specialist external consultancy. The materials for classroom- based training will be delivered by ABC Company's development team. All course materials will be piloted before they are used. ABC Company will deliver training to its customers and also hopes to sell the course materials to other training companies as part of their operational business. ABC Company will use their own sales and marketing departments to promote the courses.
The legislation requires construction companies to comply with the new legislation within two years. The course materials and trainers have to be accredited by a government agency before courses can be delivered. ABC Company is planning to deliver pilot courses within five months of starting the project.
The ABC Company standard development model for new courses recommends the following stages:
End of the Project scenario.
Additional Information:
The Chief Executive Officer (CEO) founded the company five years ago. Under her leadership, ABC Company has grown quickly into a successful training company. It delivers a range of accredited professional training.
The Finance Director is also a founder member of ABC Company and is responsible for authorizing budgets for the Operations and Development Teams. She authorizes all large contracts personally.
The Purchasing Manager reports to the Finance Director and is responsible for managing and monitoring supplier contracts.
The Operations Director is responsible for the delivery off all training and for the training development budget. His department organizes courses, venues and trainers. They work with the Product and the Sales teams to provide a comprehensive training schedule. ABC Company's IT manager reports to the Operations Director.
The Business Development Director has recently been appointed to identify new training needs and propose new products. She will work with the Operations. Director to ensure a cost-conscious approach and that appropriate development technologies are used for the health and safety course.
The Training Development Manager reports to the Business Development Director and is responsible for developing training materials and gaining accreditation, in accordance with the standard course development model. Course developers in his team have skills in a range of development technologies and are allocated to projects as needed.
The Training Delivery Manager, who reports to the Operations Director, is responsible for ensuring that internal and external trainers deliver ABC Company training courses to the required standard. He also checks course materials to ensure they are fit for purpose and of the required quality.
The Central Services Director has responsibility for corporate communications, facilities management and configuration management. He recently led a project to consolidate all company quality systems into one quality management system and set up a corporate quality department, now managed by the Corporate Quality Manager.
The Corporate Document Manager reports to the Central Services Director. She helped establish the company's document management system and now operates it across the business. She manages a team of administrators and contracts staff when workload is high.
The Sales Director joined ABC Company two months ago and is keen to establish himself by suggesting new markets for the courses and material. All account managers and the marketing team report to him.
They promote existing training courses to other training companies and existing customers.
End of the additional information.
The development of the 'e-learning course' will be outsourced to an external supplier and their key members will join the project management team. The supplier wants to keep their work processes confidential and not share these with ABC Company. ABC Company has agreed.
Who should approve the external supplier's team plan?
- A. Project manager
- B. Corporate, programme management or customer
- C. Supplier assurance
- D. Senior supplier
Answer: B
NEW QUESTION # 183
M1ich statement is an appropriate entry for the outline Business Case heading within the Project Brief?
- A. External consultants were employed to conduct a feasibility study to identify the options, their likely costs and benefits.
- B. The project should be split into four management stages.
- C. The project will run for two years and the benefits will be realized over 1a years.
- D. 10 year service contract should be agreed with the selected service provider.
Answer: C
NEW QUESTION # 184
Which other management product is created when the Business case is updated during Initiating a Project?
- A. Benefits Review plan
- B. Post project review plan
- C. Risk Register
- D. Issue Register
Answer: A
NEW QUESTION # 185
This question provides a number of changes which may or may not be required to the Extract from the
Communication Management Strategy provided in the additional information.
Which statement applies to the Information needs for each interested party section?
- A. Delete entry 13 because the activity to provide the weekly updates should be scheduled in the relevant
Stage Plan. - B. Delete entry 14 because this relates to the development of a particular product and should be recorded
under Development interfaces within the relevant Work Package. - C. Move entry 13 to Tools and techniques because it describes the method to be used to communicate to the
individual producing the staff newsletter.
Answer: B
Explanation:
Explanation/Reference:
Starting up and Initiating a Project
Question Set 2
NEW QUESTION # 186
Which of the following statements is FALSE regarding the Continued Business Justification?
- A. If the project is no longer justified it should be stopped.
- B. The justification for the project may change.
- C. The justification for the project must remain the same throughout the project.
- D. The justification for the project should remain vabd.
Answer: D
NEW QUESTION # 187
INITIATING A PROJECT
Here are three items of information relating to the 'initiating a project' process for the project.
As part of which activity (A-F) should this information be recorded?
Choose only one theme for each activity. Each theme can be used once, more than once, or not at all.
Answer:
Explanation:
Explanation
NEW QUESTION # 188
The project is now closed. The expected increase in revenue is not being achieved. It has been agreed with the team manager for the 'marketing materials' that additional marketing activities will be undertaken to achieve the expected increase in revenue.
Who should be responsible for monitoring the results of the marketing activities, and why?
- A. The team manager for the 'marketing materials', because this person has the skills to demonstrate that the activities are effective.
- B. The team manager for the 'marketing materials', because the project board is disbanded at the end of the project.
- C. Senior user, because this person is responsible for specifying the desired from the project.
- D. Senior user, because this person is responsible for realizing the benefits post-project.
Answer: D
NEW QUESTION # 189
Scenario
Additional Information
Chief Executive Officer (CEO): He started the company 25 years ago and knows his job very well. He injured his leg two years ago which has restricted his visits to the engineering area. As CEO he has an overall perspective of the business strategic requirements and the authority to commit resources as required.
Marketing Director: She has been with the company for three years, following a successful career with a publicity company. She has the ability to represent the needs of the business, particularly as this is a marketing project. She has the authority to commit the annual business marketing budget, from which the project will be funded, as she sees appropriate. She will be responsible for monitoring the expected benefits of the calendar, in particular the improvement of the company's image.
Engineering Manager: He has been responsible for many engineering innovations in the company and is still as keen and energetic as the day he started. VVhilst he will not be part of the project team, his staff will feature in the photos for the promotional calendar.
Central Records: This group of five staff looks after all company records and document control. They now maintain all project files.
Bright Lights: This is the local office supplies company. It supplies all the stationery and office equipment needs of the company and will supply the stationery for this project.
Portraits ltd: This is a professional photographic company with a number of excellent photographers and a history of successful work. This company has been selected to take the photos for the company calendar. It has yet been decided which of the photographers to use.
Which 2 statements explain why the Marketing Director should be appointed as a Senior User for this project?
- A. She previously had a successful career in publicity.
- B. She can represent the Marketing department.
- C. A number of the products will be produced by the Sales department and the Marketing department.
- D. The project will be funded from the business marketing budget.
- E. The Marketing department will help to deliver the benefits of this project.
Answer: B,E
NEW QUESTION # 190
......
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