The Project's Performance and Progress Are Compared to Project and Business Documents That…
PMBOK v8 Definition
The project’s performance and progress are compared to project and business documents that specify expectations. A decision (e.g., go/no-go decision) is made as a result of this comparison to continue to the next phase, continue to the next phase with modification, end the project or phase, remain in the phase, repeat the phase or elements of it, or park the project temporarily to address another urgent business initiative. This comparison occurs at phase gates, which are traditionally placed at the end of each phase but can also be placed at the start of each phase.
Why It Matters for the Exam
This concept appears frequently in PMI exam questions about phase gates, phase reviews, and decision points. Questions test your understanding of what documents are used for comparison, what decisions result from the comparison, and where these reviews occur in the project lifecycle. Expect scenario-based questions where you must identify the correct decision outcome or the documents used for comparison.
Key Points to Remember (for the exam)
- Purpose of Comparison: Evaluate project performance and progress against documented expectations to make informed decisions
- Documents Used: Project documents and business documents that specify expectations (not just the project management plan)
- Possible Decisions: Go/no-go, continue with modification, end project/phase, remain in phase, repeat phase/elements, park project temporarily
- Phase Gate Location: Traditionally at end of phase; can also be at start of phase
- Entry Criteria: Factors such as resource availability, verification of project viability, and current alignment with organizational goals
- Exit Criteria: May be tied to acceptance criteria for deliverables, contractual obligations, meeting specific performance targets, or other tangible measures
- Common Confusion: Do not confuse phase gate reviews with simple status meetings—phase gates involve formal comparison to documented expectations and result in explicit decisions
Typical PMI Exam Example
A project team completes the design phase and presents deliverables to the steering committee. The committee compares the project's actual performance against the business case and project charter. The project is on schedule and under budget, but the business need has changed. What decision should the committee make?
Answer: Continue to the next phase with modification (or end the project if the business need no longer exists).
PMI Exam Traps
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Trap: Thinking phase gates only occur at the end of phases
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Reality: Phase gates can also be placed at the start of each phase
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Trap: Confusing "exit criteria" with "entry criteria"
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Reality: Exit criteria check if phase outcomes are achieved; entry criteria check resource availability, project viability, and alignment with organizational goals
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Trap: Assuming the only decision at a phase gate is "go" or "no-go"
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Reality: Decisions include continue with modification, remain in phase, repeat phase/elements, park project temporarily, or end the project
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Trap: Thinking only the project management plan is used for comparison
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Reality: Both project documents and business documents that specify expectations are used
Important PMI Connections
| Related Concept | Relationship Type | Exam Attention Point |
|---|---|---|
| Work Performance Reports | Output of measurement process | These reports compile work performance information to generate decisions, actions, or awareness—exactly what phase gate reviews need |
| Variance Thresholds | Comparison tool | Comparing actual performance to variance thresholds in the project management plan indicates if preventive/corrective action is required |
| SMART Criteria | Measurement quality standard | Metrics used for comparison should adhere to SMART criteria to be effective |
| Financial Performance | Comparison dimension | Financial measures evaluate performance compared to plan, track resource utilization, work completed, and budget expended |
Quick Review Questions
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What types of documents are used to compare project performance and progress at a phase gate?
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List five possible decisions that can result from a phase gate review.
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Where are phase gates traditionally placed in a project, and where else can they be placed?
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What factors may determine the entry criteria for a phase?
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What may exit criteria be tied to?
PMBOK v8 Reference
Section 2.1 – Project Management Performance Domains (specifically the Measurement Performance Domain content related to phase gates and performance comparison)