Breakdown the situation to identify the root causes for the disagreement and then work with each stakeholder and participating entity on their exact roles and responsibilities

Explanation

The correct answer is D. According to the PMBOK® Guide, the project manager should manage stakeholder expectations and engagement by applying appropriate tools and techniques, such as stakeholder analysis, communication management, conflict resolution, and negotiation1. The project manager should also use the project charter as a reference document to clarify the project objectives, scope, and deliverables2. By breaking down the situation and identifying the root causes for the disagreement, the project manager can address the underlying issues and concerns of each stakeholder and align them with the project vision and goals. The project manager can then work with each stakeholder and participating entity on their exact roles and responsibilities, and ensure that they are committed and supportive of the project. References: 1: PMBOK® Guide, page 513-514; 2: PMBOK® Guide, page 77-78

Encourage frequent small team meetings with two or three team members.

Explanation:
The project manager should encourage frequent small team meetings with two or three team members to overcome the challenge of finding a suitable time for the daily standup. This is because the daily standup is an important agile practice that helps the team to coordinate their work, share progress, identify impediments, and plan the next steps. However, when the team members are located in different time zones, it can be difficult to schedule a common time that is convenient for everyone. Therefore, the project manager should facilitate smaller and more frequent meetings among the team members who are in the same or adjacent time zones, and ensure that the information is communicated and documented across the whole team. This way, the project manager can maintain the benefits of the daily standup while respecting the team members’ availability and preferences.

The other options are not correct because they do not address the issue of coordination and communication among the team members. Giving up the daily standup and replacing it with a daily report would reduce the interaction and collaboration among the team members, and might lead to delays, misunderstandings, and conflicts. Letting the team members decide themselves if they want to join the meeting would create inconsistency and confusion, and might result in some team members being left out or uninformed. Requiring all team members to join the daily standup regardless of the meeting time would impose an unfair and unrealistic burden on some team members, and might affect their motivation, productivity, and quality of work. 

References:
Agile Practice Guide, section 4.2.1, page 47, PMP Exam Prep, 10th edition, page 100

Add this risk to the risk register and monitor it according to the risk management plan.

Explanation:

In a hybrid project, the project manager needs to balance the different approaches and expectations of the stakeholders and the teams. The customer’s change request may have been approved based on the assumption that the software team can deliver the software in a timely manner using an agile approach. However, the software team leader’s refusal to commit to a delivery date indicates a lack of alignment and collaboration between the teams and the customer. This creates a risk of schedule and scope deviations, as well as potential conflicts and dissatisfaction among the stakeholders. Therefore, the project manager should add this risk to the risk register and monitor it according to the risk management plan. The project manager should also communicate with the software team leader and the customer to clarify the expectations and the rationale behind the change request, and to explore possible ways to mitigate the risk and deliver the software that meets the customer’s needs and the hardware team’s dependencies. The project manager should not escalate the issue to higher management without trying to resolve it first, as this may undermine the trust and autonomy of the teams. The project manager should not impose the delivery dates on the software team leader, as this may violate the agile principles and demotivate the team. The project manager should not ask the software team leader to use a predictive approach, as this may not be feasible or suitable for the software development process and the customer’s requirements. 

References: (Professional in Business Analysis Reference Materials source and documents)

• PMBOK® Guide, 6th edition, Section 1.2.4, p. 19
• PMI Professional in Business Analysis (PMI-PBA)® Examination Content Outline, Domain III: Analysis, Task 5, p. 11
• Business Analysis for Practitioners: A Practice Guide, Section 2.4.2, p. 36

Request the high-performing team member to mentor the other team members

Explanation:

The project manager should request the high-performing team member to mentor the other team members. This is because mentoring is a way of recognizing and rewarding the team member’s expertise and contributions, as well as enhancing the skills and performance of the other team members. Mentoring can also foster a positive team culture, increase collaboration and trust, and reduce turnover and attrition. The project manager should also provide feedback and appreciation to the high-performing team member, and ensure that the mentoring process is aligned with the project objectives and expectations. The other options are not as effective or appropriate as requesting the high-performing team member to mentor the other team members.

Promoting the higher performing team member to a higher position may not be feasible or desirable, as it may create resentment among the other team members, disrupt the team dynamics, or reduce the team member’s motivation and satisfaction. Reminding the high-performing team member to focus on shared rewards rather than individual rewards may be perceived as unfair or discouraging, as it may imply that the team member’s efforts are not valued or appreciated. Rewarding the high-performing team member privately to avoid team disruption may also be seen as unfair or secretive, as it may create a sense of favoritism or inequality among the team members, and undermine the team morale and cohesion.

References: PMBOK Guide, 6th edition, Chapter 9.4.2, 9.4.3, The Benefits of Mentoring in Project Management - PMI

Refuse the offer as it is included in the initial project scope

Explanation:

According to the PMBOK Guide, the project scope is the work that needs to be accomplished to deliver a product, service, or result with the specified features and functions1. The project scope statement defines the project scope and documents the project deliverables, acceptance criteria, assumptions, and constraints2. The project manager is responsible for ensuring that the project scope is managed and controlled throughout the project life cycle3. If the contractor submits an offer for additional work that is already included in the initial project scope, the project manager should refuse the offer as it is not a valid change request and does not add any value to the project. The project manager should also communicate with the contractor to clarify the project scope and avoid any misunderstandings or conflicts. 

References:

1. PMBOK Guide, 6th edition, p. 154
2. PMBOK Guide, 6th edition, p. 157
3. PMBOK Guide, 6th edition, p. 171

Context diagram

Explanation:

According to the PMBOK Guide, a context diagram is a visual representation of the product scope, showing a business system (process, equipment, computer system, etc.), and how people and other systems (actors) interact with it. A context diagram can help the project manager and the key stakeholder to understand the project’s key performance indicators (KPIs) and how they relate to the project objectives, scope, and deliverables. A context diagram can also help to identify the sources of data for the KPIs, the frequency of measurement, and the reporting format. A context diagram can facilitate communication and collaboration between the project manager and the key stakeholder, and help to resolve any issues or disagreements regarding the project’s KPIs. Autocratic decision making, expert judgment, and change control tools are not appropriate tools or techniques for this situation, as they do not address the root cause of the stakeholder’s dissatisfaction with the project’s KPIs, and may create more conflict or resistance.

References:
PMBOK Guide, Sixth Edition, pages 154-155, 176; PMI-PBA Guide, First Edition, pages 97-98, 102

Get commitment from the team to include all of the required regulations

Explanation

According to the Project Management Professional (PMP) Reference Materials, the project manager should get commitment from the team to include all of the required regulations in the MVP when there is no consensus to do so. This is because the MVP is the version of the product that delivers the most value to the customer while meeting the minimum requirements and constraints1. If the project manager identifies some mandatory regulations that are essential for the product to be viable, compliant, and safe, then they should be included in the MVP, regardless of the impact on the project duration2. The project manager should explain the importance and rationale of the regulations to the team and stakeholders, and seek their agreement and support to incorporate them in the MVP3. The other options, A, C, and D, are not appropriate actions for the project manager to take. Training the team on the new regulations as requested by management may not resolve the lack of consensus or commitment from the team and stakeholders, and may delay the MVP definition process. Asking the project sponsor to add more time to the project may not be feasible or necessary, and may not address the root cause of the disagreement. Sharing with participants the need to focus only on product functionality may ignore the regulatory requirements and risks, and may compromise the quality and value of the product.

References:

1. Agile Practice Guide, Chapter 4.1.2, "Minimum Viable Product".
2. How to Define a Minimum Viable Product (MVP) - ProjectManager.com, Section "What Is a Minimum Viable Product?".
3. How to use Consensus Decision-Making for Project Management, Section "The 6 Stages of Consensus Decision-Making".

Perform Integrated Change Control

Explanation:
Perform Integrated Change Control is the process of reviewing all change requests, approving changes and managing changes to deliverables, organizational process assets, project documents, and the Project Management Plan, and communicating the decisions1. This process is important to ensure that only approved changes are implemented and that the project remains aligned with the project objectives and stakeholder expectations. In this scenario, the project manager should perform Integrated Change Control to evaluate the impact of the proposed alternative solution on the project scope, schedule, cost, quality, risk, and other aspects. The project manager should also consult with the project sponsor, customer, and other key stakeholders to obtain their approval or rejection of the change request. The project manager should document the change request and its status in the change log and update the project management plan and other relevant documents accordingly. The project manager should also communicate the change and its implications to the project team and other affected parties. By performing Integrated Change Control, the project manager can ensure that the project is managed in a controlled and consistent manner, and that the project deliverables meet the agreed requirements and expectations.

References:

• How To Successfully Perform Integrated Change Control?
• 6 Steps for an Integrated Change Control Project Management Strategy
• Performing Integrated Change Control: PMP Tips

Allocate time to gain buy-in from the stakeholder prior to key decision meetings.

Explanation:

Stakeholder engagement is the process of identifying, analyzing, planning, and implementing actions to communicate with, influence, and involve stakeholders throughout the project lifecycle. Stakeholder engagement aims to ensure that stakeholders are satisfied with the project outcomes, and that their expectations and needs are met. According to the Professional in Business Analysis Reference Materials1, stakeholder engagement involves the following steps:

• Identify stakeholders: Determine who are the individuals or groups that have an interest or influence in the project, and what are their roles, responsibilities, expectations, and power.
• Analyze stakeholders: Assess the level of interest and influence of each stakeholder, and their potential impact on the project objectives, scope, schedule, cost, quality, and risks. Use tools such as stakeholder analysis matrix, power/interest grid, or salience model to categorize stakeholders based on their attributes.
• Plan stakeholder engagement: Develop strategies and actions to effectively communicate with, involve, and manage stakeholders throughout the project. Use tools such as stakeholder engagement plan, communication plan, or RACI matrix to define the frequency, mode, content, and responsibility of stakeholder interactions.
• Implement stakeholder engagement: Execute the planned activities to engage stakeholders, and monitor and measure their feedback, satisfaction, and performance. Use tools such as stakeholder register, issue log, change log, or performance reports to track and document stakeholder engagement.
• Evaluate stakeholder engagement: Review and analyze the effectiveness and outcomes of stakeholder engagement, and identify areas for improvement or adjustment. Use tools such as lessons learned, surveys, or interviews to collect and analyze stakeholder feedback and recommendations.

In this scenario, the project manager realizes that a standard stakeholder engagement approach will not suffice, because one of the client representatives, who is not a key decision maker, is extremely opinionated and could become a roadblock to progress due to their perceived level of authority during meetings. This stakeholder could be classified as a high-interest, low-influence stakeholder, who needs to be kept informed and consulted, but not allowed to dominate or derail the project decisions. Therefore, the best option for the project manager is to allocate time to gain buy-in from the stakeholder prior to key decision meetings. This way, the project manager can:

• Understand the stakeholder’s perspective, concerns, and expectations, and address them proactively and respectfully.
• Build trust and rapport with the stakeholder, and demonstrate the value and benefits of the project for them and their organization.
• Involve the stakeholder in the project planning and design process, and solicit their input and feedback on the project scope, objectives, deliverables, and requirements.
• Negotiate and compromise with the stakeholder on any conflicting or unrealistic demands, and seek their support and agreement on the project decisions.
• Acknowledge and appreciate the stakeholder’s contribution and participation, and recognize their role and authority within their organization.

By allocating time to gain buy-in from the stakeholder prior to key decision meetings, the project manager can enhance the stakeholder engagement, satisfaction, and collaboration, and reduce the risk of resistance, conflict, or delay in the project.

The other options are not the best choices, because:

• Asking that only key decision makers attend the project meetings could alienate and offend the stakeholder, and damage the relationship and trust with them and their organization. It could also create a communication gap and a lack of transparency and accountability in the project.
• Updating the project schedule to cater to this particular stakeholder could disrupt the project workflow and priorities, and create inefficiencies and delays in the project. It could also cause resentment and frustration among other stakeholders, who may feel that their needs and expectations are not being met or respected.
• Updating the risk register to consider the possible project impacts could be a useful step, but it is not sufficient to address the root cause of the problem, which is the stakeholder’s opinionated and authoritative behavior. It could also imply that the project manager is avoiding or ignoring the stakeholder, rather than engaging and influencing them.

References:
Stakeholder Engagement.

Work to understand the key stakeholder's concerns and provide feedback in regular project status reports

Explanation:
According to the PMBOK Guide, the project manager should manage stakeholder expectations by communicating and working with stakeholders to meet their needs and address issues as they occur. This includes understanding the stakeholder’s concerns, interests, and expectations, and providing timely and accurate information to keep them informed and satisfied. By working to understand the key stakeholder’s concerns and providing feedback in regular project status reports, the project manager can maintain a positive relationship with the stakeholder and avoid unnecessary interruptions and conflicts.

References: 
PMBOK Guide, 6th edition, page 540-541, section 13.3.2.4 Manage Stakeholder Engagement: Data Analysis.

Meet with the project team to analyze the actual cost to determine deviations

Explanation:
The project manager should do first to manage the budget is to meet with the project team to analyze the actual cost to determine deviations. This is the first step in the control cost process, which involves monitoring the status of the project to update the project costs and manage changes to the cost baseline2. By analyzing the actual cost, the project manager can identify the causes and sources of the cost variance, and evaluate the impact and implications on the project performance and objectives. The project manager can also use various tools and techniques, such as earned value analysis, forecasting, and variance analysis, to measure and report the cost performance and status2. Based on the analysis, the project manager can then decide on the appropriate actions and responses to bring the project back on track, such as requesting additional funds, reducing scope, adjusting resources, or implementing corrective or preventive actions2.

Option A is not a good choice, because it is premature and passive. The project manager should not ask the project sponsor for assistance in getting the budget back on track before analyzing the actual cost and determining the deviations. The project manager should first understand the nature and extent of the cost variance, and then present the facts and data to the project sponsor, along with possible solutions and recommendations. The project manager should also demonstrate their own initiative and responsibility in managing the budget, rather than relying on the project sponsor to solve the problem.

Option C is not a good choice, because it is pessimistic and irresponsible. The project manager should not inform the stakeholders that the project will be finished over budget before analyzing the actual cost and determining the deviations. The project manager should first assess the situation and explore the options to improve the cost performance and meet the budget expectations. The project manager should also communicate the cost status and issues to the stakeholders in a timely and transparent manner, and seek their feedback and support, rather than delivering bad news without any justification or action plan.

Option D is not a good choice, because it is hasty and presumptuous. The project manager should not issue a change request including the analysis to increase the budget before analyzing the actual cost and determining the deviations. The project manager should first verify the accuracy and validity of the cost data, and evaluate the feasibility and necessity of increasing the budget. The project manager should also consider the impact of the change request on the project scope, schedule, quality, and stakeholder satisfaction, and obtain the approval of the change control board before implementing the change2.

References:
1: Project Management Professional (PMP)® Certification
2: A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Seventh Edition

Validate acceptance criteria with stakeholders prior to backlog refinement

Explanation

The product owner is responsible for defining and prioritizing the product backlog, which contains the features and requirements that the project team will deliver in each iteration. To ensure that the product backlog reflects the needs and expectations of the stakeholders, the product owner should validate the acceptance criteria with them before refining the backlog. Acceptance criteria are the conditions that a product feature or requirement must meet to be accepted by the stakeholders. By validating the acceptance criteria with the stakeholders, the product owner can ensure that they are clear, measurable, testable, and aligned with the project vision and goals. This will also help to avoid misunderstandings, conflicts, and rework during the iteration demos, as the stakeholders will have agreed on what constitutes a satisfactory product feature or requirement.

References: PMBOK Guide, 6th edition, section 5.1.3.2; Agile Practice Guide, section 4.2.1