How to Correctly Fill the Online PMP Application Form?


PDF Download: The Complete PMI PMP Certification Guide can be downloaded as a PDF file.

Fill the Online PMP Application Form

Once you have registered an account on the PMI website, you will be able to find the online application form for the PMP® Certification under “myPMI” section.

Filling the online PMP® application form is a project in itself.

In additional to filling the personal particulars and details, PMI requires you to record your Project Management Experiences in details which requires you a lot of time and efforts.

This article will spell out all the points you should note when filing your application.

I passed the PMP® Exam with 4 Proficient and 1 Moderately Proficient, check out my free study notes, resources, tips and more.

When to Fill the PMP® Application Form?

Some PMP® aspirants will wait until they are fully prepared before filling the online PMP® certification application form. While this may work for some people, it is more advisable to submit the PMP® application earlier in your exam preparation. The benefits are listed below:

  • After submitting the PMP® application, you will be “forced” to write the PMP® exam within one year. This gives PMP® aspirants a tangible target (or deadline) to work with and helps them remain focused during the exam preparation. I have heard a lot of aspirants lost focus amidst their hectic schedule and just postponed (and postponed again) the PMP® certification. Some of them even postponed the exam for over 2 years.
  • You will have up to 90 days to begin your exam application. Once you begin filling in the details online, PMI would store your information for 90 days before deletion. This will give you another tangible target to work on and focus on this project of filing the online PMP® application.
  • Filling the application form would take up much longer than you think. PMI requires you to record in details all the projects that you have handled during the required project experience period and each of them should be documented separately. You need to calculate the time spent on the different project management process groups one by one and write up a “concise” description of your role in the project. You are also highly advised to seek consent from the supervisors for your documented projects on your role as well as your time in preparation for an audit.
  • If you have made up the mind to get PMP® certified and have already begun reviewing the reference titles for the PMP® exam, don’t wait until a new version of the PMP® exam comes up and you will have to study from the ground up again (note: the new PMP® Exam will be administered in early 2018).

Completing the Online PMP® Application Form

General Advices

  1. The most important rule is to be honest. This is expressly spelt out in the PMI conducts requirements. If PMI found out you had supplied misleading or wrong information on purpose, it would ban you from applying all of their certification forever.
  2. Double check the information you have entered. As you are allowed to print out a copy of your application for your record, do take advantage of this function and ask other to help you to check your information in the printed copy.
  3. Read the PMBOK® Guide at least once or attend PMP® exam prep courses before completing the PMP® application form. This will help you understand what are the most important information from PMI’s perspectives.
  4. You will need agree to the Project Management Institute’s Code of Ethics and Professional Conduct before the form can be submitted. Don’t skip this step, do read the code and learn it by heart. (The Code of Ethics and Professional Conduct will be tested on the PMP® exam in the form of situational questions, i.e. asking what what you would do in a particular situation.)

Filling the PMP® Project Management Experiences

  1. The start date of the first project and the end date of the last project should at least cover a period 3 years  (degree holders) or 5 years (secondary degree holders) as required by the PMI.
  2. In order to well prepare for an audit, you are highly advised to contact your project supervisors and notify them on the hours you will claim for each project. Their help is vital in case you are selected for an audit. Some PMP® aspirants failed the audit because they could not find their supervisors or their supervisors refused to sign the experience verification forms.
  3. It is not required nor advised to each and every project you have handled. Include only enough number of projects to reach required minimum number of hours (i.e. 4,500 hours for degree holders / 7,500 hours for secondary degree holders). Include large projects first as this would save you considerable time in case of an audit.
  4. When adding details of project management experiences to the application form, you will need to:
    • Give a title to each project (usually the project title)
    • Give your project role (not your job title) – you can use PMI terms like project leader, project manager, project coordinator, etc.
    • Insert your supervisor‘s name and contact methods (note that you need not fill in the name of the CEO of your company, but someone who work closely with you and you have gained the consent from)
    • Calculate and add the time (in number of hours) spent on each project management process groups (you might need to refer to the PMBOK® Guide if you don’t know what these exactly mean):
      • Initiating the Project
      • Planning the Project
      • Executing the Project
      • Controlling and Monitoring the Project
      • Closing the Project
    • PMI advocates work-life balance and will only allow 40 hours for each work week, don’t fill in more than 40 hours for each week of work or PMI will ask you to amend.
    • Try to estimate your project hours offline (e.g. using Excel or a notebook) first and insert the hours once finalized. Though PMI has not mentioned it, to amend and save the project hours repeatedly on the web server might trigger the need for an audit.
    • Write the project description of the project (in around 500 characters) including the following:
      • a brief description of the project
      • objectives
      • key deliverables
      • project outcome
      • your personal role
    • When composing the project descriptions for each project, make good use of PMI terms to demonstrate that you understand what project management is. Include terms found in the PMBOK® Guide like project charter, sponsor, scope, project deliverables, stakeholders, schedule, acceptance of deliverables, quality management, etc. at least 5 times in your description. PMI has the right to require you to rewrite the project description should they found it inadequate.
  5. The above steps have to be performed for each and every project you would submit. Below is a sample form for the project experience record:PMP application form / job experience form

Preparation for the PMP® Audit

Follow the advices below while filling the PMP® application form to help you well prepared for a PMP® audit (as PMP® audit is selected on a random basis, you don’t know whether you will be selected before settling the PMP® certification fee):

  • Keep all supporting documents for your education, project management education as well as work experience in folders (supporting documents may include certificates, e-mails, project plans, meeting minutes or project charters). Do gather enough documents for each and every project you have submitted on your PMP® application form.
  • Contact and seek endorsement from your supervisor/manager on the number of hours to be reported for each and every project on the application form so as to avoid an disagreements during the audit process.

Further reading: Common mistakes in PMP® application and how to avoid them

After You have Submitted the Application

You will need to wait for about 5 days as PMI carry out the “Application Completeness Review”. Should your application form is considered complete, PMI will send you an approval email, asking you to pay for the PMP® Certification fee. You can settle the fee online.

In case you are not an native English speaker and your mother tongue is available as a language aid from PMI, you must specify the a language aid while you are confirming the payment. The language aid is provided free of charge and is often overlooked by many PMP® aspirants. The translated question in the language you have chosen will appear on the same page as the original English question on each screen of the PMP® exam, this feature is extremely useful when dealing with wordy questions.

Currently PMI provides the following language aid for the PMP® exam:

  • Chinese (Traditional)
  • Chinese (Simplified)
  • Arabic
  • Japanese
  • French
  • Korean
  • German
  • Portuguese (Brazilian)
  • Hebrew
  • Spanish
  • Italian
  • Russian
  • Turkish

After you have paid the PMP® Certification fee, check your email immediately. You will be notified if a PMP® audit is needed in an email from PMI.

What’s Next?

If a PMP® audit is required, get to know what are required to help you pass the audit smoothly. Or if you are not selected for an audit, you will be give the instruction to schedule your PMP® exam on the Prometric website.

 

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Edward Chung

Edward Chung aspires to become a full-stack web developer and project manager. In the quest to become a more competent professional, Edward studied for and passed the PMP Certification, ITIL v3 Foundation Certification, PMI-ACP Certification and Zend PHP Certification. Edward shares his certification experience and resources here in the hope of helping others who are pursuing these certification exams to achieve exam success.

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20 Responses

  1. Massi says:

    hereunder the PMI’s feedback on my application:

    PMI requires that qualified PMP candidates:

    * Perform their duties under general supervision and are responsible for all aspects of the project for the life of the project
    * Lead and direct cross-functional teams to deliver projects within the constraints of schedule, budget and resources
    * Demonstrate sufficient knowledge and experience to appropriately apply a methodology to projects that have reasonably well-defined project requirements and deliverables.

    We are unable to ascertain from the project descriptions you have provided if you served as a leader in the capacity on the projects per the aforementioned role definition.

    Candidates do not need the title of project manager to apply for the Project Management Professional (PMP)® credential, as organizations may have different titles to reflect the work performed in a project management role. However, you do need to record your experience leading and directing projects in the credential application.

    Project descriptions should be documented clearly enough to ascertain whether or not the projects documented truly are projects (please refer to PMBOK®Guide, 5th Edition, Section 1.2).

    Further, project descriptions should consist of the following:

    * A brief, one-sentence project objective
    * Project deliverables summarized by process areas (Initiating, Planning, Executing, Monitoring and Controlling, and Closing – abbreviations are acceptable IN, PL, EX, MC & CL)
    * A brief, one-sentence project outcome

    Project descriptions should be a high level summary of the tasks you led and directed on the project (e.g. Initiating: develop project charter, WBS etc.; Planning: Scope definition etc.; and so on). Project management experience is required in each of the process areas when all projects are totaled, but not on each project. Project descriptions must be provided for all projects submitted on application.

    Your application has been moved to a pending status so that you may address the aforementioned concerns. To edit your application, please use our online certification system at https://certification.pmi.org/Default.aspx. You may also view and download a copy of your submitted application.

    When complete, please submit your edited application. Upon review of your re-submitted application, you will receive notification of your eligibility status via e-mail. If the information received is not sufficient, your application may be formally closed.

    please advise

  2. Massi says:

    Hello Edward,
    Please help me, reviewing project description for my pmp application. Please suggest if any changes are required.
    Please note that I’ve already submitted my application, PMI re-opened it & ask me to adress it. Herunder the description of one of the project.

    Description :

    – Assess the feasibility, divide the project into phases, define the solution description the scope of work & the work breakdown structure
    – Execute the project steps according to the project plan.
    – Track project activities, measure project performance, escalations & the whole project reporting.
    – Verify & manage changes to the project scope, schedule & as defined in the PM plan.
    – Work with the Provisioning team on the improvement of the processes & methods.
    – Plan and co-ordinate Acceptance Test Procedure related to Provisioning Area.
    – Plan & co-ordinate the Migration/Cutover Strategy.
    – Prepare documentation on the completed Solution & the lessons learned

    • Edward Chung says:

      Hi Massi,

      Thanks for your comment. Your project description seems to be not “tailored for PMI” and not specific enough. There is not much information and description specific to your project (i.e. this can be used to describe any project). And the use of the terminology here does not reflect the PMI standard.

      I would highly suggest you to follow PMI’s requirement on the format of the project description, e.g.

      “Objective: To create a solution for ….

      I was appointed the project leader for the project. I first collect the requirements, assess the feasibilities, ….

      Key Deliverables:
      – IN: Project Charter…
      – PL: Project Management Plan …
      – EX: (the product of the project)
      – MC: Status Reports, etc.
      – CL: lessons learned, project archive …

      Outcome: The project was a success and the solution has facilitated ….”

      Hope this helps.

      Wish you PMP success!

      • Massi says:

        Hello Edward,
        Thank you for your feedback.
        I’ve followed you recommendations, here under a new project’s description, could you please review it & suggest if any changes are required:

        “Objective: To integrate a new Network element – NTHLR (Next Generation Home Location Register)
        Deliverables: The new Network Data base (NTHLR) & documentation.
        In response to increasing number of clients; a project for new Network Data Base (NTHLR) was initiated by senior management. I was appointed project coordinator to handle the Provisioning area. I’ve assessed the feasibility, identified stakeholders, collected technical & functional requirements, defined scope, created WBS/activities & RAM, developed schedule, supervised team, tracked project’s activities, handled changes, reported the project performance to senior management, documented the final solution for maintenance, operation’s needs & lessons learned”

      • Edward Chung says:

        Hi Massi,

        Your project description is much clearer now. There is a high likelihood that PMI will accept it without questions.

        Wish you PMP Exam success!

  3. Ivan says:

    Although this is great info overall, I think your sample for each project is incorrect. I just spoke to someone from PMI customer service a week ago. I did not pass an audit because I did not provide a breakdown in the description of each project of how many hours I worked on each stage of the project. This was the primary reason they denied me and I see you did it the same way as me. Maybe it worked in the past but not as of today.

    • Edward Chung says:

      Sorry to hear that you did not pass the audit and thanks for the update. It is quite strange that PMI would require in the project description “a breakdown in the description of each project of how many hours you worked on each stage of the project” as you have already entered this info in the number of hours in each project management stage for this project in another field which shouldn’t need to be included here in the project description.

      Anyway, don’t lose heart, wish you success next time!

  4. Manish says:

    Hi Edward,

    You have done a great job by posting this series of articles and reading this particular page about filling in the details on various projects carried out has given me a doubt.

    In the last 12 years I have managed two products (one for 9 years and another for 3), meaning that I do not have multiple projects as experience, but was responsible for all aspects of delivery (requirements, scope, development, testing, delivery etc.). The first one was an ERP for textile industry and next (current) one is an RPA tool. Each product has multiple customers (projects), but they were managed by different teams. How should I mention my experience?

    • Edward Chung says:

      You mention that there are two products but a lot of projects, right? I would recommend you to fill in your experience based on the “projects” instead of the “products”. You could mention the definite “deliverables” for each projects (e.g. the parts of the product that got improved). Try to include just enough hours in the application form (not every single project under your management).

      Wish you PMP success!

  5. Rajat says:

    Hello,
    Please help me, reviewing project description for my pmp application. Please suggest if any changes are required.

    “Objective: To create an operational data store for 14 client policy systems in 1.5 years.
    In response to the need, I was appointed as a project leader on information management project to deliver operational data store.
    I’ve created project charter, identified stakeholders, their level of interest & expectations, collected requirements, defined scope, created wbs & ram, defined activities, estimated resources, developed schedule, planned communications, identified risks & responses, supervised team & reviews and obtained acceptance from client.”

  6. Kitty says:

    Thanks for your advice Edward. I would like to ask more info about prerequisites.

    To be qualified to take exam, it requires 7,500 hours leading and directing projects. Does it have to be project manager for all the 7,500 hours or just workstream lead / coordinator is fine?

    I have counted my working experience on projects within 6 years by roles below.
    – Project manager : 2,900 hours
    – Workstream leader : 5,800 hours
    Number of project working hours in the last 3 years = 3,500

    Not sure am I qualified to register for the exam. Can you please give me recommendation?

    • Edward Chung says:

      Hi Kitty,

      There is NO need to have the title of “Project Manager” in order to qualify for the PMP Exam. You can include experience in any capacity (worksteam lead, coordinator, etc.)providing that the experience is related to leading and directing projects (kindly note the definition of project according to PMI).

      It seems that you are well qualified for the PMP Exam.

      Wish you PMP success!.

  7. Ulysse says:

    the PMI sentence between brackets did not copied. Here it is :
    Upon further review of your application it has come to our attention that the experience entries listed on your application do not meet the requirements of the PMP credential.

    The PMP credential recognizes the competence of an individual to perform in the role of a project manager, specifically experiences in leading and directing projects. The PMP Role Delineation states that candidates for the PMP credential meet all of the following qualifications:

    · Perform their duties under general supervision and are responsible for all aspects of the project for the life of the project
    · Lead and direct cross-functional teams to deliver projects within the constraints of schedule, budget, and scope
    · Demonstrate sufficient knowledge and experience to appropriately apply a methodology to projects that have reasonably well-defined requirements and deliverables

    The project management experience that you have listed on your application does not meet this requirement because your project management work experience descriptions do not align with the five key process areas of project management and we are unable to determine how you lead and directed the projects.

  8. Ulysse says:

    hello Edward, thanks for this post. I should have read it some weeks ago before I filled the forms. My file has been selected for audit and has just been rejected by PMI. I am now very disapppointed…
    I am also not living in US so I believe the lucky ratio is closer to 1/5 – 1/6.
    I first received on friday a notification from PMI that my letter containing information for audit was not received on time which was not true. It was distributed 4 days before deadline (it is 60 days nowadays).
    > I strongly recommend further applicants to send it with tracking record option because internal mail service in PMI seems to be defective.
    I then received the following monday an email informing me it was received and 4 minutes later another email informing my application was rejected… It took 4 minutes to someone not knowing me, located on another continent, to read 3 boxes to assess that I have not the required knowledge and experience to be a good candidate to become a certified project manager. They even didn’t make effort to pick up the phone to call the supervisor who kindly approved my experience records. I am 50 years old and managed many projects in my life so it is a little bit hard to accept this sentence…
    No appeal in front of an impartial board seems to be possible. This audit really looks like an arbitrary and randomly managed process by an omnipotent individual in PMI. The sentence was on monday and the judge probably got a tiring week end ?
    > I strongly recommend further applicants to be careful with words used in the description of their experience and to have at least one recent experience as global project manager with overall responsibility for scope, budget and schedule. It was clearly stated in PMI’s advice for audit prep that global project manager experience was not required so I used word ‘project contributor’ when I was contributor and ‘project leader’ when I was leader. May be I should better have used flattering terms to boast my experience but I preffered to keep honest. I certainly have to work to progress in selling myself.
    > I strongly recommend to put hours above zero in all 5 key areas for all experiences because I suspect the brain of the omnipotent judge is only activated when it finds a zero in ‘initiating project’ and ‘closing project’.

    Here below is extract of PMI sentence.
    <>

    I was expecting this certification to give a plus to my CV because recruiters nowadays often seek for certificated candidates to minimize their risk. In the meantime I found a job as project manager so I hope I will not require soon this certificate which is only a piece of paper committing only those who are credulous in fake promises.

    • Edward Chung says:

      Hi Ulysse,

      I am sorry to hear that you have got your audit rejected by PMI. Yes, PMI has its specific way of judging whether the job experiences are valid according to their own framework and standards and we have no say in it. Thanks a lot for giving us your observations and tips on PMP application which is very helpful to fellow PMP Aspirants. I will surely develop another post based on the information you have provided. Thanks again!

      But it great to know that you have got a job as project manager. This does tell experience and knowledge is more important than certifications. PMP Certification is a plus for job search, but after all, it is your wealth of knowledge and experience in project management do help in your every day work!

  9. Tim McLaren, MBA, PMP. PhD says:

    Hi Edward, Thanks for this post. Your blog is very helpful. I have been helping PMP candidates with a lot of the same issues lately.

  10. Sandra says:

    Hi Edward, I found your article very very informative and enlightening! Thx so much. I decided last Friday that I am now ready to take the plunge, be it htou AFTER they have changed the PMP exam back in 2013 🙁 Now I am sorry I waited but I felt sooo intimidated … ad still do but … trying to develop my confidence along the way. Do you take questions? Let me know. Thx again…..S

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