Introduction to Project Management Project Management Certificate Series – Day 4 Project Management Processes

 Project management is the applications of knowledge, skills, tools and techniques to project activities to meet the project requirements  A process is a set of steps performed to create a product, service or result  Each process has inputs, tools and techniques (steps) that are applied to the inputs to create the outputs 2

Project Management Processes  To achieve success the project team should Select appropriate processes required to meet the project objectives Use a defined approach that can be adapted to meet requirements Establish and maintain appropriate stakeholder communication and engagement Comply with requirements to meet stakeholder needs and expectations Balance the competing constraints of scope, schedule, budget, quality, resources and risk to produce the specified product, service or result 3

Project Management Processes  Project processes are performed by the project team with stakeholder interaction  Process Categories Project Management Processes  Ensure effective flow of the project throughout its life cycle  Described in Knowledge Areas in Chapters 4-13  Apply globally and across industry groups Product-Oriented Processes  Specify and create the project’s product  Typically defined by the project life cycle and vary by industry  Are key contributors to scope definition  Are outside of the scope of the PMBOK 4

Project Management Processes  Project management is an integrative undertaking that requires each project and product process to be appropriately aligned and connected with the other processes to facilitate coordination  Actions taken during one process typically affect that process and other related processes 5

 For example, a scope change typically affects project cost, but it may or may not not affect the communications management plan or level of risk  These process interactions often require tradeoffs or compromises among project requirements and objectives, and the specific performance tradeoffs or adjustments will vary from project to project and organization to organization 6 Project Management Processes

How PM Processes Described in PMBOK  In terms of the Integration between them Their interactions Purposes they serve 7

Project Management Processes  Grouped into 5 categories known as Project Management Process Groups 8

Project Management Process Groups  Initiating  Planning  Executing  Monitoring and Controlling  Closing 9

There are 5 Project Management Process Groups 10 InitiatingPlanningExecuting Monitoring and Controlling Closing

Project Management Process Groups  Initiating Defines a new project or a new phase of an existing project and Obtains authorization to start the project or phase  Planning Establishes the scope of the project, refines the objectives, and Defines the course of action required to attain the objectives that the project was undertaken to achieve 11

Project Management Process Groups  Executing Completes the work defined in the project management plan to satisfy the project specifications  Monitoring and Controlling Tracks, reviews, and regulates the progress and performance of the project; Identifies any areas in which changes to the plan are required; and initiates the corresponding changes 12

Project Management Process Groups  Closing Finalizes all activities across all Process Groups to formally close the project or phase 13

Common Project Management Process Interactions  Project Management Processes Are presented as discrete elements with well defined interfaces Overlap and interact in ways not detailed in the PMBOK (i.e. PMBOK doesn’t tell all) Are not the only way to manage a project Are applied iteratively and many are repeated during the project 14

Common Project Management Process Interactions – Monitoring and Controlling 15 Occur at the same time as processes contained within other Process Groups

How Process Groups Interact in a Phase or Project  Process groups are Linked by outputs Not just one time events, but overlapping and repeated Outputs of one and inputs of another or a deliverable of the project, subproject or project phase 16

How Process Groups Interact in a Phase or Project  Incremental Deliverables Completed at the subproject or project level  Example The Planning Process Group provides the Executing Process Group with the project management plan and project documents, and, as the project progresses, it often creates updates to the project management plan and the project documents 17

Process Groups interact and show the level of overlap at various times 18

The 5 Project Management Process Groups  Required for any project  Have clear dependencies and interact with one another  Independent of application areas or industry focus  Are interdependent among themselves and individual processes  Are not Project Life Cycle Phases 19

Project Management Process Interactions 20

Initiating Process Group  Processes performed to define a new project or a new phase of an existing project by obtaining authorization to start the project or phase  Initial scope is defined  Initial financial resources are committed  Identifies internal/external key stakeholders who will interact and influence the overall outcome of the project 21

Initiating Process Group  If not already assigned the Project Manager is selected  Project charter and stakeholder register created  When charter is approved the project is officially authorized  PMBOK assumes business case management, approval, and funding are handled external to project boundaries 22

Initiating Process Group Project Boundaries 23 Point in time that the project or phase is authorized to its completion

Initiating Process Group  Large complex projects should be divided into phases  Performing the Initiating processes at the start of each phase helps keep the project focused on the business need it was undertaken to address  Success criteria are verified  Stakeholder influence, drivers and objectives are reviewed  A decision is made to continue, delay or kill 24

Initiating Process Group  Involving the sponsors, customers, and other stakeholders during initiation creates a shared understanding of success criteria, reduces the overhead of involvement, and generally improves deliverable acceptance, customer satisfaction, and other stakeholder satisfaction  Processes may be performed at the organizational, program, or portfolio level and therefore, would be outside of the project’s level of control 25

Planning Process Group  Processes performed to Establish the total scope of the effort Define and refine the objectives Develop the course of action required to attain those objectives Develop the project management plan and the project documents that will be used to carry out the project Gather and understand project characteristics 26

Planning Process Group  As more information is gathered and when changes occur during project life cycle there may be a need to revisit one or more planning processes to add more detail AKA: Progressive Elaboration  Suggests that planning and documentation are iterative and ongoing activities  Delineate the strategy and tactics as well as the course of action to complete the project or phase  Sets the route to the desired objective  Helps get stakeholder buy-in 27

Planning Process Group  The project management plan and project documents developed as outputs from the Planning Process Group will explore all aspects of Scope Time Cost Quality Communications Human resources Risks Procurements Stakeholder engagement 28

Planning Process Group  Updates arising from approved changes during the project may significantly impact parts of the project management plan and project documents  Updates to these documents provide greater precision with respect to schedule, cost and resource requirements to meet the defined project scope  Project team seeks input and encourages involvement from stakeholders when planning, but there’s a procedural limit to the planning 29

Executing Process Group  Processes performed to complete the work defined in the project management plan to satisfy the project specifications  Involves coordinating people and resources, managing stakeholder expectations, as well as integrating and performing the activities of the project in accordance with the project management plan 30

Executing Process Group  During project execution, results may require planning updates and rebaselining  This may include changes to expected activity durations, changes in resource productivity and availability, and unanticipated risks which may require more detailed analysis and appropriate management response  Change request may be generated and if approved may modify the project management plan and require new baselines  A large portion of the project budget is expended here 31

Monitoring and Control Process Group  Processes required to track, review, and orchestrate the progress and performance of the project Identify any areas in which changes to the plan are required Initiate the corresponding changes  Key benefits Project performance is measured and analyzed at regular intervals, appropriate events, or exception conditions to identify variances  from the project management plan 32

Monitoring and Control Process Group  Processes required to track, review, and orchestrate the progress and performance of the project Identify any areas in which changes to the plan are required Initiate the corresponding changes 33

Monitoring and Control Process Group  Key benefit of this Process Group is that project performance is measured and analyzed at regular intervals, appropriate events, or exception conditions to identify variances from the project management plan 34

Monitoring and Control Process Group  Involves Controlling changes and recommending corrective or preventive action in anticipation of possible problems Monitoring the ongoing project activities against the project management plan and the project performance baseline Influencing the factors that could circumvent integrated change control or configuration management so only approved changes are implemented 35

Monitoring and Control Process Group  Continuous monitoring provides the project team insight into the health of the project and identifies any areas requiring additional attention  Monitors and controls the entire project effort  Coordinates project phases in order to implement corrective or preventive actions to bring the project into compliance with the project management plan 36

Closing Process Group  Processes performed to conclude all activities across all Project Management Process Groups to formally complete the project, phase, or contractual obligations  Verifies that the defined processes are completed within all of the Process Groups to close the project or a project phase, as appropriate, and formally establishes that the project or project phase is complete 37

Closing Process Group  Formally establishes the premature closure of the project  Prematurely closed projects may include, for example: aborted projects, cancelled projects, and projects having a critical situation 38

Closing Process Group  In specific cases, when some contracts cannot be formally closed (e.g. claims, termination clauses, etc.) or some activities are to be transferred to other organizational units, specific hand-over procedures may be arranged and finalized 39

Closing Process Group  At project or phase closure, the following may occur: Obtain acceptance by the customer or sponsor to formally close the project or phase Conduct post-project or phase-end review Record impacts of tailoring to any process Document lessons learned Apply appropriate updates to organizational process assets Archive relevant project documents in PMIS to be used as historical data Close out all procurement activities ensuring termination of all relevant agreements Perform team members’ assessments and release project resources 40

Project Information  Data is collected, analyzed, transformed as a result of various Executing processes and is shared with the project team  The collected data are analyzed in context, aggregated and transformed to become project information during various Controlling processes  The information may be communicated verbally or stored and distributed as reports in various formats  Project data is continuously collected and analyzed dynamically during project execution 41

Project Data, Information and Report Flow 42

Project Data/Information - Definitions  Work performance data - The raw observations and measurements identified during activities performed to carry out the project work Examples include reported percent of work physically completed, quality and technical performance measures, start and finish dates of schedule activities, number of change requests, number of defects, actual costs, actual durations, etc 43

Project Data/Information - Definitions  Work performance information - The performance data collected from various controlling processes analyzed in context and integrated based on relationships across areas Examples are information are status of deliverables, implementation status for change requests, and forecasted estimates to complete 44

Project Data/Information - Definitions  Work performance reports - The physical or electronic representation of work performance information compiled in project documents, intended to generate decisions or raise issues, actions, or awareness Examples include status reports, memos, justifications, information notes, electronic dashboards, recommendations, and updates 45

Role of the Knowledge Areas  The 5 process groups are divided into 47constituent project management processes  The 47 processes are grouped into 10 separate Knowledge Areas  A Knowledge Area represents a complete set of concepts, terms, and activities that make up a professional field, project management field, or area of specialization 46

The 10 Knowledge Areas CCHI-PQRS 2 T  Project Integration Management  Project Scope Management  Project Time Management  Project Cost Management  Project Quality Management  Project Human Resource Management  Project Communications Management  Project Risk Management  Project Procurement Management  Project Stakeholder Management 47

The PMBOK Guide  Defines the important aspects of each Knowledge Area and how it integrates with the five Process Groups  As supporting elements, the Knowledge Areas provide a detailed description of the process inputs and outputs along with a descriptive explanation of tools and techniques most frequently used within the project management processes to produce each outcome 48

The PMBOK Guide  A data flow diagram is provided in each Knowledge Area  The data flow diagram is a summary level depiction of the process inputs and process outputs that flow down through all the processes within a specific Knowledge Area 49

Data Flow Legend 50

51 Process GroupsInitiatingPlanningExecutingM&CClosing # Knowledge Areas Integration Develop Project Charter Develop Project Management Plan Direct and Mange Project Work Monitor and Control Project Work Perform Integration Change Control Close Project or Phase 6Scope Plan Scope Management Collect Requirements Define Scope Create WBS Verify Scope Control Scope 7Time Plan Schedule Management Define Activities Sequence Activities Estimate Activity Resources Estimate Activity Durations Develop Project Schedule Control Schedule 4Cost Plan Cost Management Estimate Costs Determine Budget Control Cost 3Quality Plan Quality ManagementPerform Quality AssuranceControl Quality 4HR Plan Human Resource Management Acquire Project Team Develop Project Team Manage Project Team 3 Communication s Plan Communications Management Manage CommunicationsControl Communications 6Risk Plan Risk Management Identify Risk Perform Qualitative Risk Analysis Perform Quantitative Risk Analysis Plan Risk Responses Control Risks 4Procurement Plan ProcurementsConduct ProcurementsControl Procurements Close Procurements 4Stakeholder Identify Key Stakeholders Plan Stakeholder Management Manage Stakeholder Engagement Control Stakeholder Engagement 47 Project Management Processes by Process Group and Knowledge Area