How to Apply for PMP Exam

How Do I Fill in PMP Experience Hours?

The next section of the online form asks for your project management experience. This is the part of the application most people find hardest. It’s important to get this section right as you need to show your project management experience in order to be eligible for the exam.

You are asked to complete full details of your work experience on projects. The online form asks for:

• The project’s title

• The organization where the project was carried out and its primary domain

• Your job title

• Your functional reporting area

• The approach or methodology: you can choose from traditional (waterfall), agile or hybrid

• The project team size

• The project budget which you have to give in USD

• The dates of the project and you can also select if the project is ongoing.

• A description that summarizes your role and includes information about the project objective, outcome, deliverables and your responsibilities. PMI advises that typical responses range from 200 to 500 words.

You can add more projects to complete your application. You won’t be able to move on to the third and final step in the process until you have added enough project experience to equal what is required.

• If you have a secondary degree or high school diploma, you need to show 60 months of project management experience

• If you have a bachelor’s degree, you need to show 36 months of project management experience

• If you have a GAC accredited degree, you need to show 24 months of project management experience

What are Project Management Experience Months?

Months of experience are a measure of time that you spent leading, managing and directing a project. PMI is looking for either a total of between 24 and 60 months of experience, depending on your highest level of education.

Think of qualifying months like elapsed duration and effort duration on a project schedule. It’s OK for your project dates to overlap. Many people manage multiple projects at the same time. However, time spent on leading overlapping projects only counts as per the elapsed time. You may have managed three projects in January, but the elapsed time is still only one month.

To reiterate: Each calendar month only counts as a single month of experience even if you managed multiple projects.

Try to limit your reported hours to 40 hours per week. You don’t need to try to impress PMI® with how many hours you are working or how many projects you can juggle at any one time. However, we all work in the real world, and sometimes there are legitimate reasons why you would record more than 40 hours in a week. For example, around the time of a big delivery milestone, you may need to work extended hours. This is not uncommon for specialized contractors that may have long gaps between projects.

If you do record excessive hours in the PMP experience hours section -- over 40 hours/week for a very long time -- you will need to be able to justify the hours if necessary by providing written documentation to PMI. So make sure you have detailed back up to use if you are audited, such as timesheets or client invoices that state hours worked and the work carried out.

Quick Tip: Start from your current or most recent project and work backward through your career history until you have reached the total months required. There’s no need to list every project you have ever led!

There is plenty of space for you to document your experience. We know of candidates saving experience with around 2,500 words of description but I would not recommend that! Someone has to read your application form. Be as concise with your responses as you can. PMI recommends you use up to around 500 words, so use that as your guide.

You need to show that you have gained knowledge and skills that span a wide range of project management domains and activities, but you don’t need to document every project management task you did on every project.

For example, you should analyze the stakeholders on each project. When you are writing your descriptions, if you did analyze stakeholders, you can mention it in one or two project descriptions. You don’t have to mention the fact you analyzed stakeholders in every description, even if you did it every time.

Quick Tip: Write less about the scope and topic of the project and more about what you did on the project.

Think about using as many keywords as you can in your descriptions. This is your time to shine! You’ll also see some examples on the application form itself which can help you better understand what PMI is looking for.

Keep entering project descriptions and dates until you reach the total amount of months that you require. Remember that the time relates to the work you have done leading and directing the project. Overall, you still need to demonstrate that you have a minimum of 2 years of experience managing projects.

What Do I Put For PMP Experience Examples?

One of the questions we get most often from our students is “Do you have examples of what to say for the experience section?”

Any projects that you have led and directed in a professional capacity are good for inclusion. PMI is not looking for specific industries or types of project. The important thing to remember is to help them understand what you have done and why you meet the requirements. Avoid acronyms that won’t be understood outside of your business, and write in ‘project management speak’ rather than using technical terms. It may also be helpful to align the words you use to the terminology in the PMBOK® Guide as far as you can.

PLEASE NOTE: Your PMP application must be truthful and represent your personal experience using your own words. The examples in this article are shared here from other people’s applications in order to illustrate various aspects of how to fill in the PMP application form online. They are not intended for you to copy/paste into your application form!

In the table below we’ve highlighted some good and not-so-good ways to describe your experience. The good ways use vocabulary reflected in PMI reference materials. The not-so-good ways describe the same activity, but use words that make it harder for PMI to validate you have the required experience to take the exam.

Good experience example

Bad experience example

Developed project charter

Created project kick-off document

Developed WBS

Wrote product breakdown structure

Managed the team through the delivery

Held regular team meetings

Below is a sample ‘template’ for your PMP experience requirements. This format has been proven to work and is what many of our students use on their applications for PMP.

The aim is to summarize the project management tasks you managed. Write a one-line title for the project description. Then include:

1. Project description (the objectives, key deliverables, and outcome)

2. Product deliverables (to end users)

3. Project deliverables (needed to manage the project)

It can help to see an example of what a real applicant filled in on their form. Below, you can see edited quotes from the applications of some of our students. Please don’t copy these experience examples word for word on your own application. We’re sharing real PMP experience examples so that you can get an idea of the way to phrase your own experience to best show off your skills.

Example project descriptions from real applications:

Design of training material for customers on telecommunications principals

Objective: To research, design & present training material in the form of presentations aimed at educating new re-sellers on fundamental telecoms principles & standards

Role: I managed the whole project. IN: Developed the charter and identified key stakeholders. PL: Planned the scope of the project while considering time and cost and quality. EX: Coordinated the execution of the research & development of the material by graphic designers. MC: Monitored schedule and quality. CL: Documented Project Closure

Outcomes: Material presented at conference

Installation of a Session Border Controller for Finance department

Objective: The Installation of a new Session Border Controller (SBC) to replace the existing equipment which was end of life

Role: I managed the full project life cycle. IN: Documented project charter highlighting business case. PL: Facilitated requirements workshops, developed budget, schedule, risk and communication plan. ES: Led engineers through execution & QA. MC: Closely monitored schedule, budget & risk. CL: SBC implemented and project signed off by sponsor.

Outcome: SBC implemented and existing equipment decommissioned.

The design of a Wi-Fi solution for apartment block

Objective: To provide a proposal to provide Wi-Fi coverage to an apartment block for over top services of voice and data

Role: I initiated and planned the project by IN: developing the charter and identifying stakeholders. PL: I documented the project management plan which included, scope, time, quality and risk management plans. EX: I directed the team during execution while MC: controlling the scope and quality. CL: Submitted tender on time with feasible solution that met customers’ requirements

Key deliverables and outcomes: Comprehensive Tender submitted to customer

How Do I Complete the Exam Details Section?

The final section of the PMP application online form is the exam details section. In this section you complete your contact details.

You’ll need to enter:

• Your address

• Your name in the form it appears on your ID as it must exactly match

• The name you want to appear on your certificate, which does not have to be the same as on your identification

• Your email address

• Your phone number

• The country where you want to take the exam.

You’ll also be asked to state if you wish to request any exam accommodations, for example due to disability and/or other conditions that may impair your ability to take the exam.

How Do I Submit My PMP Application?

You’ve reached the end of the online PMP application form, and you’ve completed every section. The only thing that remains to be done is to click to submit your form.

You should also download a copy of your application for your own records. It can be helpful to have a copy if you are audited or if you need to refer back to it in the future.

When you are happy that the information in your application form is as accurate and complete as it can be, follow the guidance on the screen to submit your form.

Read the terms and agreements. Then tick the boxes stating you agree to those terms and that all the information you have provided is accurate.

Then all you have left to do is click ‘Submit Application’ and it is on its way!

Select your exam location on the PMP online form

Do I Need to Add My References on the PMP Application Form?

You no longer need to add references on your PMP application. However, if your application is selected for audit, you will need to provide supporting documentation to prove you did work on the projects you stated, which could include signatures from your manager at the time.

You will need to be able to get in touch with them if you are audited, so it’s helpful for them to know that you are applying. It also means that you have the correct contact details for them! If you do need to involve them in your application audit you’ll want to get in touch with them quickly so that they can provide any necessary information. In particular, they will need to confirm that you acted in a role that was leading and directing the work, not simply a project contributor. With this in mind, it is worth sharing your application form with them so that they agree with what you have written before you submit it. This can help avoid disputes later.

Therefore, here is my recommendation for you: Talk to your project sponsors or managers before you apply and let them know you are submitting an application for PMP certification. Tell them that if your application is selected for audit, they will be asked to verify your experience including the hours you worked.

Verifying your experience isn’t a big job for your references but it’s still polite to ask them in advance!

If they are not willing or able to provide verification for you in case you are audited, I would consider using other projects for your application evidence.

How Long Do You Have to Complete the PMP Application?

You have 90 days to complete the online application form. If you are prepared with all the required information when you make a start, you probably won’t need that long. You can save the application as you go, leaving it unfinished and coming back to it when you have more time or more information. You will be able to edit information that you have already entered right up to the time that you submit the application to PMI.

PMI will use the email address you provided to send you reminders if you haven’t logged back in to complete the form and you can easily access your application from your mypmi.org dashboard.

Note: You cannot cancel your application. If you change your mind once you start filling it in, you will have to wait until the 90 days have passed and your application will expire.

PMP Application Tips

• Make sure there is someone at the address you provide who can receive any correspondence from PMI® and your PMP certificate when it is delivered.

• Double-check your experience section to be sure you can show experience across all the process groups.

• Talk to the managers or project sponsors on your projects before you apply so you know they are going to be available if required.

• File all your evidence for your project management education in one place. If you need to access it for an audit, you’ll easily be able to find the certificates you need.

• Give yourself enough time. It can take longer than you expect to fill in all the information.

How Do I Complete CAPM® or PMI-ACP® Applications?

While the guidance in this article is mainly aimed at project managers applying for PMP®, the general principles are the same for other PMI certifications.

Applicants for the Certified Associate in Project Management (CAPM)® certificate also need to fill in their experience and education requirements online.

It’s similar for the Agile Certified Practitioner (PMI-ACP)®. If you are applying for this certification, be careful to use the relevant Agile terminology from the Agile Practice Guide when describing your project management experience.

What If You Notice Errors After You Submit Your Application?

We are only human! Genuine mistakes happen all the time. PMI understands that these things happen. The honest and ethical approach is to contact them via email, chat, or phone and ask them how to resolve the issue. Then follow their instructions.

Remember, PMI is not 'in the business' of rejecting your application. In fact, it’s quite the opposite. PMI really wants you to become a PMP credential holder! If you have made an honest mistake, it is probably something they have seen before. They are usually quite helpful in getting mistakes corrected so let them know as soon as you can and take whatever steps they ask you to.

How Long Does the PMP Application Take to Process?

PMI takes 5 days to process your application and to carry out an application completeness review. This checks that you have submitted everything required and meet the criteria to be eligible to take the PMP® exam.

During this time, there is nothing that you can do except sit and wait! Hopefully, you will not need to wait for the whole 5 days, but if PMI is busy and there are a lot of applications to process, they may need all of that time to review your online form.

The 5 days are calendar days, so if you are trying to work out when you are likely to hear back from PMI, remember that you can count the weekend days too!

At the end of the application completeness review period, there are four possible outcomes:

1. You receive confirmation that you are eligible to sit for the exam and will be asked to pay for the exam

2. You are asked to provide additional information

3. Your application is rejected

4. You are asked to go through the PMI audit process.

Any of those options may be the outcome you receive.

If you receive notification that you are eligible, you can go ahead and pay the exam fee. Then you can schedule your exam.

If you receive notification that your application has been selected for audit, you will need to take part in the audit process before you can schedule your exam.

What is a PMP Audit?

The PMP audit process is a way for PMI to quality check applications. Being selected for an audit is random (although PMI does reserve the right to audit any application at any time, even after you have received the PMP credential).

There are no extra fees associated with being audited, so it will not cost you any extra money if you are selected.

If your application is selected for audit, you’ll receive notification by email. You won’t be able to pay the certification fee until you have been through the audit process.

The email you receive will include all the details you need to follow the audit process. Generally, you will be asked to provide supplementary information to support your application, in the form of materials that evidence what you said on the application form.

For example, you might be asked to supply:

• Copies of your diploma or degree certificate

• Signatures from your project sponsor, direct supervisor or manager on the projects you listed on your application

• Copies of your certificates or evidence from the training provider that shows you completed the 35 contact hours for project management education. You may need to submit them all if you listed more than one training provider

Tip

Send all your paperwork in the same envelope at the same time. This makes it easier for the auditors to review your application and will ensure that you get the response back as quickly as possible.

If you have prepared well, it should be easy to find this information. You have 90 days to post the relevant information back to PMI.

Once they have received your evidence, the PMP audit will take around 5 to 7 business days to complete.

What Should You Do If You Get Audited and Your Application is Rejected?

Many students worry about the PMP audit process. Specifically, the big concern is that they will be audited and then PMI will reject their application, saying that they do not meet the eligibility criteria.

So what should you do if that happens?

PMI will normally provide the reason for rejecting your application. For example:

• You didn’t achieve the required training contact hours

• The projects you submitted are not classed as projects by PMI as they read more like operational tasks in the descriptions

• You used terminology that the reviewer was not familiar with

• You did not show that you were leading the projects, and instead, your descriptions showed you were only a participant in the project

• Your descriptions were too vague (which might happen if you are trying not to disclose sensitive details in commercially confidential projects)

• You did not explain your project management experience adequately

• The project management methodology used is unclear in your descriptions

There might be other reasons as well. Read your email carefully to understand why your application was rejected.

If you believe that you have been rejected incorrectly, you will need to reapply, making sure you change the elements that caused you to fail in the first place.

In our experience, candidates have had good success from contacting PMI regarding their application. You can email them, write to them, use the online chat or even call. Try to get hold of the exact reviewer who looked at your application. If you can contact them, you can learn what issues they spotted in your application so that you can address them.

Speaking to the audit team at PMI may enable you to speed up the review of your application. We’ve heard from students who have been given feedback on the day directly from the reviewers. Speaking to them may also give you other ways to address their concerns. For example, one applicant was allowed to provide verification via email as long as the signatures emailed came directly from her references and not from herself.

One of our students who was audited got in touch with PMI to find out why. Here is what he had to say about the experience.

I sent the audit team one of my revised responses to validate if it would satisfy the project description. I explained that I didn't want to waste my managers' time and I would really appreciate it if they could review a sample first. The PMI audit team was kind enough to review my sample revision and confirm it was OK.

I know it seems like a hassle being selected for audit, but having gone through the process I actually feel more confident and proud that my work experience has been reviewed and approved by PMI. Hopefully, you will feel the same that your experience is getting the stamp of approval.

Now that you have a good idea about why your application wasn’t considered suitable, you can prepare your application again, addressing the concerns.

Summary

The complete guide to how to fill in the PMP® application has covered everything you need to know about submitting your PMP application to PMI. You are now armed with all the information required to successfully complete your online PMP application form and – hopefully – receive your eligibility link to book your exam.

Here’s a summary of the steps for applying for your PMP credential.

• Apply online via the PMI website

• Complete your education details

• Complete your project experience details

• Get agreement from your managers to use those projects and gain their support for a potential audit

• Complete your exam details

• Double-check your form before you submit it (save it and submit it within 90 days if you can’t complete it all in one sitting)

• Be truthful on the PMP application!

• If you are selected for audit, provide the required information within 90 days

• If you fail the audit, work out why you were rejected including contacting PMI if possible, revise your application and try again