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CIPS L4M2 Exam Syllabus Topics:

Topic	Details
Topic 1	Identify the risks that can result from inadequate specifications and mitigation approaches Use information to prepare budgets or to negotiate prices
Topic 2	Provide guidance to internal stakeholders on implementation Implications of the business needs on the types of purchase
Topic 3	Understand the use of specifications in procurement and supply Analyse the different types of markets utilised by procurement and supply
Topic 4	Monitor specification creation by colleagues and other internal stakeholders Analyse how business needs influence procurement decisions
Topic 5	Identify sections of specifications for through life contracts Identify how costs and prices can be estimated for procurement activities

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CIPS Defining Business Needs Sample Questions (Q129-Q134):

NEW QUESTION # 129
Product development consists of various stages, including planning and analysis, design develop-ment, pre-production, production and maintenance. At which stages the opportunities for cost re-duction will be the greatest?
1. Planning stage
2. Pre-design stage
3. Detail design stage
4. Production stage
5. Logistics support stage

• A. 1 and 2 only
• B. 2 and 3 only
• C. 1 and 4 only
• D. 2 and 5 only

Answer: A Explanation:
Writing a specification and then procuring and using the product or service has a number of stages. The further on in the process you are, the less potential there is for cost reductions. Therefore, opportunities for cost reduction will be greatest in the two first stages: planning stage and pre-design stage.
LO 3, AC 3.1
NEW QUESTION # 130
Which of the following activities are considered as secondary activities of an organization? Select TWO that apply

• A. Information system development
• B. Training
• C. Component fabrication
• D. Shipping
• E. Service response

Answer: A,B Explanation:
According to Porter's value chain, secondary activities consist of firm infrastructure, human re-source management, technology development and procurement.
Training is an example of human resource development, while information system is a part of firm infrastructure.
LO 2, AC 2.1
NEW QUESTION # 131
Which of the following is a risk to buying organization when using conformance specification?

• A. Buyer may face liquidity risks
• B. Buyer is responsible for product failure
• C. Buyer cannot control the inputs
• D. Time to produce specification is shortened

Answer: B Explanation:
When using conformance specification, the buying organisation is responsible for the performance of the purchase. If the product fails due to poorly designed specification, the buyer is wholly responsible for it. It cannot blame the supplier for the failure because they still provided 'fit for purpose' product.
'Time to produce specification is shortened': Conformance specification requires details on dimen-sion, materials, design, etc. With such requirements, time to produce a complete conformance specification is often longer than producing performance specification.
'Buyer cannot control the inputs': Conformance specification is a list of inputs from buyer, so buyer has control over the inputs that will make the product. It also means that buyer is responsible for any product failure.
'Buyer may face liquidity risks': Liquidity means that how quick a business turns its assets into cash. This is a financial term, it does not link directly with specification failure.
Reference:
LO 3, AC 3.1
NEW QUESTION # 132
Which of the following is a tool to define roles and responsibilities of a project team?

• A. RACI Matrix
• B. SCAMPER Method
• C. STEEPLE Analysis
• D. Monte Carlo model

Answer: A Explanation:
A responsibility assignment matrix1, also known as RACI matrix2 or linear responsibility chart3, describes the participation by various roles in complet-ing tasks or deliverables for a project or business process. RACI is an acronym derived from the four key responsibilities most typically used: responsible, accountable, consulted, and informed.[4] It is used for clarifying and defining roles and responsibilities in cross-functional or departmental projects and processes.[5] There are a number of alternatives to the RACI model.
Role distinction[edit]
There is a distinction between a role and individually identified people: a role is a descriptor of an associated set of tasks; may be performed by many people; and one person can perform many roles. For example, an organization may have ten people who can perform the role of project manager, although traditionally each project only has one project manager at any one time; and a person who is able to perform the role of project manager may also be able to perform the role of business analyst and tester.
R = Responsible (also recommender)Those who do the work to complete the task.[6] There is at least one role with a participation type of responsible, although others can be delegated to assist in the work required (see also RASCI below for separately identifying those who participate in a sup-porting role).
A = Accountable (also approver or final approving authority)The one ultimately answerable for the correct and thorough completion of the deliverable or task, the one who ensures the prerequi-sites of the task are met and who delegates the work to those responsible.[6] In other words, an accountable must sign off (approve) work that responsible provides. There must be only one accountable specified for each task or deliverable.[7] C = Consulted (sometimes consultant or counsel)Those whose opinions are sought, typical-ly subject-matter experts; and with whom there is two-way communication.[6] I = Informed (also informee)Those who are kept up-to-date on progress, often only on completion of the task or deliverable; and with whom there is just one-way communication.[6] Very often the role that is accountable for a task or deliverable may also be responsible for com-pleting it (indicated on the matrix by the task or deliverable having a role accountable for it, but no role responsible for its completion, i.e. it is implied). Outside of this exception, it is generally recommended that each role in the project or process for each task receive, at most, just one of the participation types. Where more than one participation type is shown, this generally implies that participation has not yet been fully resolved, which can impede the value of this technique in clarifying the participation of each role on each task.
Reference:
- CIPS study guide page 17
- Responsibility assignment matrix - Wikipedia
LO 1, AC 1.1
NEW QUESTION # 133
GSC Ltd is a manufacturer of car parts. To accommodate growing demands of electric cars, the company is developing a new component which requires different type of steel. The project team estimates that the component will be ready for production in 1.5 years. Until then, they need to keep the production busy.
After checking the inventory records, the production team sees that the company has 3 months of stock. The lead time for each batch is two months. Which of the following should be a priority ac-tion of the company?

• A. Create new specification to new supplier
• B. Make a call-off order to current supplier
• C. Standardise the specification
• D. Create new specification to current supplier

Answer: B Explanation:
The scenario is very long with many distracting data. Students need to read carefully and use their experience to solve this problem.
The company is developing a new component which requires different type of material. But this component will not be available for mass production in 1.5 years. This means the company still needs to produce the current components with current materials until the development is finished. They must continue purchase the materials from current supplier through call-off orders. This situation is an example of straight re-buy.
Reference:
LO 1, AC 1.1
NEW QUESTION # 134
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