Execution

5 minutes 5 Questions

The execution phase is where the planned solution for the project is implemented. The physical project outputs are assembled in this step. This is often the longest phase of the project life cycle and typically consumes the most energy and resources. Tasks are distributed and teams are informed of responsibilities. This is a good time to bring up important project related information like work performed, costs and issues.

Guide to the Project Execution Phase in the Project Life Cycle

The Project Execution Phase is a crucial step in the CAPM (Certified Associate in Project Management) project life cycle that focuses on carrying out the tasks laid out in the project plan.
Importance: Without the execution phase, a project cannot move towards completion. The project's objectives cannot be achieved, timelines cannot be met, and resources may be wasted. Furthermore, any project risks identified will not be addressed without this phase.
What it is: The project execution phase is when the project management team is tasked with producing the project deliverables within the agreed-upon scope, quality, and cost. It involves the coordination of people, materials, and processes to achieve the project objectives.
How it works: The project execution phase begins after the planning phase. It involves the use of project management tools and techniques to direct and coordinate the tasks needed to complete the project. The key activities during this phase include executing the tasks as per the project plan, monitoring project progress, and adjusting the project plan as necessary, and managing project resources and risks.
Exam Tips - Answering Questions on Execution:
  • Understand the essence: Make sure you understand the importance and functions of the execution phase. Questions will often revolve around how this phase fits into the larger project management process.
  • Conceptual clarity: You must be clear on the different tools, techniques, and processes used during this phase.
  • Real life application: Try to relate the theoretical aspects with real life examples to provide more comprehensive answers
  • Address all points: When answering questions, ensure that you explore all aspects of the question. Answer why it's done, how it's done, and what happens if it's not done correctly.
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CAPM - Execution Example Questions

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Question 1

Jason is managing a construction project. During execution, he has noticed that some additional unplanned services are needed for successful completion. What is the best step for Jason to follow?

Correct Answer: Address it as a change request following the change control process

The best step for Jason to follow when noticing the need for additional unplanned services is to address it as a change request following the change control process. This is the most appropriate action to take because the change control process is a formal method for introducing, reviewing, approving or rejecting changes in a project. All the other options are incorrect because ignoring changes or going forward without a formal change control process may lead to project deviations, uncontrolled growth in project scope (scope creep), misunderstandings, and project failure. Firstly, Ignoring it as it was not part of the original project scope could lead to bad outcomes as those additional services are needed for the successful completion of the project. Directly adding the services without a control process could potentially lead to costly problems in the future, such as overrunning the budget or failing to meet the set deadline. Telling the client to handle the additional requirements is also inappropriate because a project’s changes need to be managed by the project manager, not the client.

Question 2

During project execution, a team member reports that a critical resource is no longer available. What should the project manager do first?

Correct Answer: Assess the impact on project schedule and deliverables

The best course of action for the project manager in this situation is to assess the impact on project schedule and deliverables. This is the most logical first step because:

1. It allows the project manager to understand the full scope of the problem.
2. It provides necessary information to make informed decisions about next steps.
3. It helps in identifying the criticality of the resource and its impact on the project timeline.
4. It aligns with proper risk management practices in project management.

The other options are not as appropriate as first steps:

Allocating additional budget to secure a replacement resource is premature before understanding the impact. This could lead to unnecessary expenses if the impact is minimal or if other solutions are available.

Modifying the project scope should not be the first action. Scope changes should only be considered after a thorough assessment of the situation and exploration of other alternatives.

Escalating the issue to senior management should not be done until the project manager has assessed the situation and attempted to find solutions within their authority. Premature escalation could be seen as an inability to manage project issues effectively.

By assessing the impact first, the project manager can gather the necessary information to make informed decisions about resource allocation, potential scope changes, or the need for escalation, ensuring the most appropriate response to the situation.

Question 3

During project execution, Alex notices that team members are frequently deviating from the project management plan. What should be his first action?

Correct Answer: Review the project management plan with the team

The best action for Alex in this situation is to review the project management plan with the team. This is the most appropriate first step because:

1. It allows Alex to understand why team members are deviating from the plan.
2. It provides an opportunity to clarify any misunderstandings or confusion about the plan.
3. It reinforces the importance of following the agreed-upon procedures.
4. It opens a dialogue for potential improvements or necessary updates to the plan.

Conducting a root cause analysis, while potentially useful, would be premature at this stage and might not address immediate concerns.

Updating the project management plan to reflect current practices could be counterproductive if the deviations are not beneficial to the project.

Implementing stricter monitoring and control measures might be necessary later, but it's not the best first action as it doesn't address the underlying reasons for the deviations and could negatively impact team morale.

By reviewing the plan with the team, Alex can ensure everyone is on the same page and address any issues or concerns collaboratively, which is crucial for successful project execution.

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Other Project Life Cycle concepts

ClosureInitiationMonitoring and ControlPlanningProject Communication ManagementProject Cost ManagementProject Human Resource ManagementProject Risk ManagementProject Time Management
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