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Project Management Processes

PMP® Overview
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Project Management Processes

Agenda
• Project Management Processes
• Initiating Process Group Activities
• Planning Process Group Activities
• Executing Process Group Activities
• Monitoring & Controlling Process
Group Activities
• Closing Process Group Activities
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Project Management Processes

Agenda
• Initiating Process Group
• Planning Process Group
• Executing Process Group
• Monitoring & Controlling Process Group
• Closing Process Group
• Project Management Process Group and
Knowledge Area Mapping
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Project Management Processes

Project Management Processes
• Define what to do when in a project.
• Define what you need to do to manage the project.
There is a process for managing projects:
Initiating (Start)
Planning (Plan)
Execution (Do)
Monitoring & Controlling (Check & Act)
Closing (End)
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Project Management Processes

Project Management Processes
• Interaction of Project Management Process Groups
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Project Management Processes

Project Management Processes
• Process Groups interaction in a Phase or Project
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Project Management Processes

Initiating Process Group Activities

• Select Project Manager
• Determine company culture & existing systems
• Collect processes, procedures & historical info
• Divide large projects to phases
• Understand the business case (Why is this project done?)
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Project Management Processes

Initiating Process Group Activities

• Uncover initial requirements & risks

• Create measurable objectives
• Develop project charter
• Identify stakeholders
• Develop stakeholder management strategy
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Project Management Processes

Planning Process Group Activities

• Determine how you will do planning

• Finalize requirements
• Create project scope statement
• Determine what to purchase
• Determine team
• Create WBS and WBS Dictionary
• Create activity list
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Project Management Processes

Planning Process Group Activities
• Create network diagram
• Estimate resource requirements
• Estimate time & cost
• Determine critical path
• Develop schedule
• Develop budget
• Determine quality, standards, procedures & metrics
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Project Management Processes

Planning Process Group Activities

• Create process improvement plan
• Determine all roles & responsibilities
• Plan communications
• Perform risk identification, qualitative and quantitative risk
analysis and risk response planning
• Go back - Iterations
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Project Management Processes

Planning Process Group Activities

• Prepare procurement documents
• Finalize “how to execute & control” parts of all management
plans
• Develop final PM plan and performance measurement baseline
that are realistic
• Gain formal approval of the plan
• Hold kick-off meeting
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Project Management Processes

Executing Process Group Activities
• Execute the work according to PM plan
• Produce product scope
• Request changes
• Implement only approved changes
• Ensure common understanding
• Use the work authorization system
• Continuously improve
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Project Management Processes

Executing Process Group Activities
• Follow processes
• Perform quality assurance
• Perform quality audits
• Acquire final team
• Manage people
• Evaluate team and project performance
• Hold team building activities
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Project Management Processes

Executing Process Group Activities

• Give recognition and rewards
• Use issue logs
• Facilitate conflict resolution
• Send and receive information
• Hold meetings
• Select sellers
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Project Management Processes

Monitoring & Controlling Process Group Activities
• Take action to control the project
• Measure performance
• Determine variances and if they warrant a change request
• Influence the factors that cause changes
• Request changes
• Perform integrated change control
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Project Management Processes

Monitoring & Controlling Process Group Activities
• Approve or reject changes
• Inform stakeholders of approved changes
• Manage configuration
• Create forecasts
• Gain acceptance from customer
• Perform quality control
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Project Management Processes

Monitoring & Controlling Process Group Activities
• Report on project performance
• Perform risk audits
• Manage reserves
• Administer procurements
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Project Management Processes

Closing Process Group Activities

• Confirm work is done as per requirements

• Complete procurement closure
• Gain formal acceptance
• Complete final performance reporting
• Index and archive records
• Update lessons learned
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Project Management Processes

Closing Process Group Activities
• Hand-off completed product
• Release resources
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Project Management Processes

Initiating Process Group

• Starts with authorizing the project and assignment of the
Project Manager
Major Outputs:
Project Charter
Identified Stakeholders
Strategy for Managing Stakeholders
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Project Management Processes

Initiating Process Group

Progressive Elaboration:
• Estimates, product scope and some other steps might start in
initiating and iterated in planning process
• PM Plan is finalized in planning but detailed estimate, scope and
some other points might be clarified during execution or
monitoring & controlling.
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Project Management Processes

Initiating Process Group
Project Manager Assigned:
• Project manager is assigned early in the process.
• This is not the case in real world for many cases.
Business Case:
• The reason why project started is taken into account throughout
the project.
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Project Management Processes

Initiating Process Group

High-Level Planning is done:
• Creating high-level WBS
• Order of Magnitude Estimate ( 50%
• High-Level risk identification
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Project Management Processes

Initiating Process Group
Reasons to start Initiating Process:

Business Need

Begin a New Phase of

The Project

Project has so many problems that

you re-evaluate the business need
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Project Management Processes

Planning Process Group
• Planning enables walking through the project and getting it
organized before it is actually done.
• Resources, time, and money can be saved during “planning” and
while the work is being done.
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Project Management Processes

Planning Process Group
• Result of Planning Process Group is

Planning Project
PM Plan
Process Group Documents

• Planning is iterative, thus, result of each step may affect or cause

changes to previous steps
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Project Management Processes

Planning Process Group

• Iterations start after Risk Analysis since final cost and schedule
can be determined after Risk Analysis.
• Risk Management can result in changing resources, when they
are used, in what sequence activities are performed, and almost
all parts of “planning”.
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Project Management Processes

Planning Process Group
• High Level of Confidence in Schedule requires more planning
• Low Level of Confidence in Schedule requires less planning
• Effort you need to spend in planning when creating a schedule
with +/-20% accuracy is less than +/-%5 accuracy.
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Project Management Processes

Planning Process Group

Rolling Wave Planning:
• You might not be able to plan a phase of your project (test, install,
etc.) in detail until the phase is finished. This is called rolling wave
planning.
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Project Management Processes

Planning Process Group

• Who is involved in planning? Everyone!

• PM Plan and project documents are compiled by Project
Manager with input from stakeholders
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Project Management Processes

Planning Process Group
Reasons to start Planning Process:

Initiating Process Group is

Completed

Approved changes,
including corrective and
preventive actions, require
re-planning
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Project Management Processes

Executing Process Group
• Purpose of executing process group is to complete the work
defined in PM plan and to meet project objectives.
• Executing the project management plan
Focuses on:
Managing people
Following processes
Distributing information
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Project Management Processes

Executing Process Group

• Meetings are important in executing process group
During meetings
Review risks
Upcoming contingency plans
Do not only discuss status or what is done.
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Project Management Processes

Executing Process Group
Reasons to start Executing Process:

Project Planning is
completed

Integrated change control

results in a changed project
management plan
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Project Management Processes

Monitoring & Controlling Process Group

• Measuring performance of the project to the project management
plan
• Approving change requests
• Recommended corrective and preventive actions
• Defect repair.
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Project Management Processes

Monitoring & Controlling Process Group
• Project manager is accountable for meeting the performance
measurement baseline
• Project manager takes actions to correct any variances.
• Any deviations from the plan should be made up rather than
requesting a change to the project to accommodate them.
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Project Management Processes

Monitoring & Controlling Process Group
When to enter M&C, and why to go other
process groups from M&C Initiating Process Group to
review Project Charter

Requested Changes
Planning Process
Group to Re-Plan

Work Performance Monitoring &

Information Executing Process
Controlling Group is to repair
Process Group defects

Deliverables Closing Process Group

if project is finished
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Project Management Processes

Closing Process Group
• Project is finished in this process group.
• Includes administrative activities.
• Final product is delivered.
• Celebration !
• Report final project performance of resources
• Latest versions of Lessons Learned are compiled.
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Project Management Processes

Closing Process Group
• Formal sign-off and acceptance is acquired.
• Project is closed after getting final sign-off and administrative
work are completed.
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Project Management Processes

Closing Process Group
Reasons to start Closing Process:
Project Phase is
Complete

Project is complete

Project is terminated
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Project Management Processes

Project Management Process Group and
Knowledge Area Mapping
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Project Management Processes

Project Management Process Group and
Knowledge Area Mapping
http://masterofproject.com/ Cannot be copied, sold or redistributed

Project Management Processes

Project Management Process Group and
Knowledge Area Mapping
http://masterofproject.com/ Cannot be copied, sold or redistributed

Project Management Processes

Project Management Process Group and
Knowledge Area Mapping