Defining and Using Project

Management Process Groups

Reference: Wysocky, 2014, R.K. Effective Project
Management : Traditional, Agile, Extreme. 7th Edition, Wiley.
Lesson 2:
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CODL- BIT( External)
University of Moratuwa 1
Learning Outcomes
After learning this chapter, you will be able to:

• Explain the six basic questions that all valid project management
methodologies must be able to answer
• Define the five Process Groups
• Define the nine Knowledge Areas
• Explain the dependency between the five Process Groups and nine
Knowledge Areas
• Understand the basic concept of a project management life cycle

2
Lesson Outline
• Fundamentals of project management
• 5 process groups
• 9 knowledge areas
• Mapping knowledge areas into process
groups

3
 Project Life Cycle Processes

Definition of Project Management

Project management is a method and set of techniques

based on accepted principles of management used for
planning, estimating, and controlling work activities to
reach a desired result on time, within budget and
according to specification.
(PMBOK)

Project management is organized common sense

supported by the tools, templates and processes to
guarantee satisfying client requirements and delivering
business value.
(Robert K. Wysocki)
Project Life Cycle Processes

Understanding the Fundamentals

 What business situation is being addressed?

 What do you need to do?
 What will you do?
 How will you do it?
 How will you know you did it?
 How well did you do?
 Project Life Cycle Processes

The Five Project Management Process Groups

The Scoping
Develop and gain approval of a general statement of the
Process Group goal and business value of the project.

The Planning Identify work to be done and estimate time, cost and
Process Group resource requirements and gain approval.

The Launching
Process Group
Recruit the team and establish team operating rules.

The Monitoring
& Controlling Respond to change requests and resolve problem
Process Group situations to maintain project progress.

The Closing Assure attainment of client requirements and install

Process Group
deliverables.
 Project Life Cycle Processes

The Project Management Process Groups

The Scoping Develop and gain approval of a general statement of the

Process Group goal and business value of the project.

 Eliciting the true needs of the client

 Documenting the client’s needs
 Negotiating with the client how these needs will be met
 Writing a one-page description of the project
 Gaining senior management approval to plan the project
Project Life Cycle Processes

The Project Management Process Groups

The Planning Identify work to be done and estimate time, cost and
Process Group resource requirements and gain approval to do the
project.
 Defining all of the work of the project
 Estimating how long it will take to complete this work
 Estimating the resources required to complete the work
 Estimating the total cost of the work
 Sequencing the work
 Building the initial project schedule
 Analyzing & adjusting the project schedule
 Writing a risk management plan
 Documenting the project plan
 Gaining senior management approval to launch the project
Project Life Cycle Processes

The Project Management Process Groups

The Launching
Process Group
Recruit the team and establish team operating rules.

 Recruiting the project team

 Writing the Project Description Document
 Establishing team operating rules
 Establishing the scope change management process
 Managing team communications
 Finalizing the project schedule
 Writing work packages
Project Life Cycle Processes

The Project Management Process Groups

The Monitoring
& Controlling Respond to change requests and resolve problem
Process Group situations to maintain project progress.

 Monitoring project performance

 Establishing the project performance and reporting system
 Monitoring risk
 Reporting project status
 Processing scope change requests
 Discovering and solving problems
Project Life Cycle Processes

The Project Management Process Groups

The Closing Assure attainment of client requirements and install

Process Group
deliverables.

 Gaining client approval of having met project requirements

 Planning and installing deliverables
 Writing the final project report
 Conducting the post-implementation audit
Project Life Cycle Processes

The Nine Project Management Knowledge Areas

 Integration Management
 Scope Management
 Time Management
 Cost Management
 Quality Management
 Human Resources Management
 Communications Management
 Risk Management
 Procurement Management
 Project Life Cycle Processes

Mapping Knowledge Areas to Process Groups

Knowledge Areas Scoping Process Planning Process Launching Process Monitoring & Closing Process
Group Group Group Controlling Process Group
Group

Integration X X X X X
Scope X X
Time X X
Cost X X
Quality X X X
HR X X X
Communications X X X
Risk X X
Procurement X X X X
Project Life Cycle Processes

The Project Management Life Cycle (PMLC)

 Contrary to Public Opinion Process Groups are not a PMLC.

 Process Groups will be mapped to form Complex PMLCs.
Project Life Cycle Processes

Integration Management

 Develop Project Overview Statement

 Develop Scope Statement
 Develop Project Plan
 Launch Project
 Monitor and Control Project Work
 Integrate Change Control
 Close Project
Project Life Cycle Processes

Scope Management – Client Wants vs. Client Needs

NEEDS

WANTS

What your client wants may not

be what your client needs.
 Project Life Cycle Processes

Scope Management – Conditions of Satisfaction

Clarify
Request

Request Response

Agree on
Response

Negotiate agreement and

write Project Overview Statement
Project Life Cycle Processes

Scope Management – RBS

Project goal
and solution

Requirement 1 Requirement n

Function Function Function Function Function Function

1.1 1.2 1.3 n.1 n.2 n.3

Sub-function Sub-function Sub-function

1.2.1 1.2.2 1.2.3

Feature Feature Feature Feature Feature Feature Feature Feature

1.2.1.1 1.2.1.2 1.2.1.3 1.2.1.4 n.3.1 n.3.2 n.3.3 n.3.4
Project Life Cycle Processes

Time Management – Duration and Labor

Labor 10 L=D L = .75D

6
33% unplanned
4 interruptions

2 Duration

2 4 6 8 10 12 14 16 18 20

MODEL ASSUMPTIONS
* Individuals work at 75 percent efficiency rate.
* Unplanned interruptions account for 33 percent of clock time.
 Project Life Cycle Processes

Time Management – Estimate Task Duration

• Similarity to other activities

• Historical data
• Expert advice
• Delphi technique
• Three-point technique
• Wide-band Delphi technique
Project Life Cycle Processes

Cost Management

 Labor Rates
 Single labor rate
 Labor rate by position class
 Capital Equipment
 Contracted Services
Project Life Cycle Processes

Quality Management – Definition of Quality

 Fit for use

 Meets all client requirements
 Delivered on time within budget and according
to client specifications

Is there anything about these

definitions that surprises you?
 Project Life Cycle Processes

Quality Management – Types of Quality

 Process Quality
 The quality of the project management
process that produced the product

 Product Quality
 The quality of the deliverables from the
project
Project Life Cycle Processes

Quality Management – Consists of:

Quality planning

Project Quality
Quality assurance Management

Quality control
Project Life Cycle Processes

Quality Planning

Determine relevant quality standards for the project and what

you can do to satisfy them. The inputs to this process are:

 Environmental factors such as agency regulations, rules,

standards and guidelines
 Organizational assets such as quality policies, procedures
and guidelines, historical data and lessons learned
 Project Overview Statement
 Project Management Plan

A Quality Plan documents:

 How the quality policies will be met
 The metrics that will be used to measure quality
 A process improvement program
Project Life Cycle Processes

Quality Assurance
 Apply quality activities so that the project employs
the processes needed to assure that quality
requirements are met. These can include:
 Quality Audits
 Process Analysis
 Project Quality Management Tools
Project Life Cycle Processes

Quality Control

 Monitor project performance to determine

compliance to quality standards and how to
eliminate non-compliance. This will be
accomplished by using project management
tools, templates and processes.
 Project Life Cycle Processes

Human Resources Management

 Project Team
 Developer co-manager
 Client co-manager
 Core Team
 Task Leaders
 Team Members

 Skills and Competencies

 Project Life Cycle Processes

Human Resources Management

 Projects as Motivators
 Achievement
 Recognition
 Advancement and Growth
 Responsibility
 Work Itself

 Hygiene Factors
 Company Policy
 Administrative Practices
 Working Conditions
 Technical Supervision
 Interpersonal Relations
 Job Security
 Salary
 Project Life Cycle Processes

Human Resources Management – Project Manager

 Challenge
 Recognition
 Job Design
 Skill Variety
 Task Identity
 Task Significance
 Autonomy
 Feedback
 Project Life Cycle Processes

Communications Management – Definition

Communication is the process of passing information

and understanding from one person to another.

• transmitted properly
• message sent is message received
• understood by the receiver
• accepted by the receiver
 Project Life Cycle Processes

Communications Management – The Process

Sender

Generates Encodes Transmits

the idea the message through a channel

Decodes Checks
the message the meaning
Feedback

Receiver
 Project Life Cycle Processes

Communications Management – Types

 One-to-one Two-way
 Conversations (in person and on the phone)
 Meetings
 Electronic
 Email messages
 Web sites
 Databases
 Written
 Memos
 Letters
 Documents
 Reports

One-way
 Project Life Cycle Processes

Communications Management – Interfaces

Team
Sponsor Client
Managers

Project
Manager

Project
3rd Parties Team Public
Members
 Project Life Cycle Processes

Risk Management – The Life Cycle

 What are the risks?

risk  What is the probability of loss
identification that results from them?
 How much are the losses likely to
risk
assessment cost?
 What might the losses be if the
risk mitigation worst happens?
 What are the alternatives?
risk monitoring  How can the losses be reduced or
& control
eliminated?
 Will the alternatives produce other
risks?
 Project Life Cycle Processes

Risk Management – Risk Identification

 Technical risks
risk
identification  Project management risks
 Organizational risks
risk
assessment  External risks

risk mitigation

risk monitoring
& control
 Project Life Cycle Processes

Risk Management – Risk Assessment

risk  What is the probability of loss

identification
that results from them?
risk  How much are the losses
assessment likely to cost?
risk mitigation  What might the losses be if
the worst happens?
risk monitoring
& control
 Project Life Cycle Processes

Risk Management – Risk Mitigation

 What are the alternatives?

risk  How can the losses be
identification reduced or eliminated?
risk
 Accept
assessment  Avoid
 Contingency planning
risk mitigation
 Mitigate
risk monitoring  Transfer
& control
 Will the alternatives produce
other risks?
 Project Life Cycle Processes

Risk Management – The Life Cycle

 Risk Log
risk
identification

risk
assessment

risk mitigation

risk monitoring
& control
 Project Life Cycle Processes

Procurement Management – The Life Cycle

Vendor
Solicitation

Vendor
Evaluation

Vendor
Selection

Vendor
Contracting

Vendor
Management
 Project Life Cycle Processes

Procurement Management Life Cycle

Vendor
Solicitation  Develop RBS
 Decide to use a vendor
Vendor  Identify potential vendors
Evaluation  Select procurement management team (PMT)
 Determine vendor relationship
Vendor  Determine the acquisition strategy
Selection  Establish vendor evaluation criteria
 Develop contract management
 Prepare & distribute Request for Proposal
Vendor
(RFP)
Contracting  Respond to bidder’s questions

Vendor
Management
 Project Life Cycle Processes

Procurement Management Life Cycle

Vendor
Solicitation  Evaluate vendors
 Evaluate responses to RFP
Vendor  Reduce list of companies
Evaluation  Conduct onsite presentations (optional)

Vendor
Selection

Vendor
Contracting

Vendor
Management
 Project Life Cycle Processes

Procurement Management Life Cycle

Vendor
Solicitation  Select the final vendor(s)

Vendor
Evaluation

Vendor
Selection

Vendor
Contracting

Vendor
Management
 Project Life Cycle Processes

Procurement Management Life Cycle

Vendor
Solicitation  Negotiate the final contract

Vendor
Evaluation

Vendor
Selection

Vendor
Contracting

Vendor
Management
 Project Life Cycle Processes

Procurement Management Life Cycle

Vendor
Solicitation  Set vendor expectations
 Monitor progress and performance
Vendor  Conduct acceptance testing
Evaluation  Transition from vendor to client

Vendor
Selection

Vendor
Contracting

Vendor
Management