3-PROJECT MANAGEMENT - v4

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com
Project Management Processes
PMP® Overview
Cannot be copied, redistributed or sold. https://masterofproject.com

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
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

• 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)

• Interaction of Project Management Process Groups

• Process Groups interaction in a Phase or Project
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?)

Initiating Process Group Activities
• Uncover initial requirements & risks

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

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

• Create network diagram
• Estimate resource requirements
• Estimate time & cost
• Determine critical path
• Develop schedule
• Develop budget
• Determine quality, standards, procedures & metrics

• 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

• 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

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

• Follow processes
• Perform quality assurance
• Perform quality audits
• Acquire final team
• Manage people
• Evaluate team and project performance
• Hold team building activities

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

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

• Approve or reject changes
• Inform stakeholders of approved changes
• Manage configuration
• Create forecasts
• Gain acceptance from customer
• Perform quality control

• Report on project performance
• Perform risk audits
• Manage reserves
• Administer procurements

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

Closing Process Group Activities
• Hand-off completed product
• Release resources
Initiating Process Group

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

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.

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.

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

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

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.

• 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

• 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”.

• 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.

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.

• Who is involved in planning? Everyone!

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

Reasons to start Planning Process:
Initiating Process Group is

Completed
Approved changes,
including corrective and
preventive actions, require
re-planning

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

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

Reasons to start Executing Process:
Project Planning is
completed
Integrated change control

results in a changed project
management plan
Monitoring & Controlling Process Group

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

• 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.

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

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.

• Formal sign-off and acceptance is acquired.
• Project is closed after getting final sign-off and administrative
work are completed.

Reasons to start Closing Process:
Project Phase is
Complete
Project is complete
Project is terminated

Project Management Process Group and


Question #1
In which project management process group is the detailed project
budget created?
A-) Initiating
B-) Before the project management process
C-) Planning
D-) Executing
Question #1
In which project management process group is the detailed project
budget created?
A-) Initiating
B-) Before the project management process
C-) Planning
D-) Executing
Question #2
The BEST time to assign a project manager to a project is during:
A-) Executing
B-) Closing
C-) Initiating
D-) Planning
Question #2
The BEST time to assign a project manager to a project is during:
A-) Executing
B-) Closing
C-) Initiating
D-) Planning

Question #3
A project manager gets a call from a team member notifying him
that there is a variance between the speed of a system on the
project and the desired or planned speed. The project manager is
surprised because that performance measurement was not
identified in planning. If the project manager then evaluates
whether the variance warrants a response, he is in what project
management process?
A-) Initiating
B-) Planning
C-) Executing
D-) Monitoring & Controlling

Question #3
A project manager gets a call from a team member notifying him
that there is a variance between the speed of a system on the
project and the desired or planned speed. The project manager is
surprised because that performance measurement was not
identified in planning. If the project manager then evaluates
whether the variance warrants a response, he is in what project
management process?
A-) Initiating
B-) Planning
C-) Executing

Question #4
During a team meeting, a team member asks about the
measurements that will be used on the project to judge
performance. The team member feels that some of the measures
related to activities assigned him are not valid measurements. The
project is BEST considered in what part of the project management
process?
A-) Initiating
B-) Executing
C-) Monitoring & Controlling
D-) Closing

Question #4
During a team meeting, a team member asks about the
measurements that will be used on the project to judge
performance. The team member feels that some of the measures
related to activities assigned him are not valid measurements. The
project is BEST considered in what part of the project management
process?
A-) Initiating
B-) Executing
C-) Monitoring & Controlling
D-) Closing

Question #5
Which of the following is a characteristic of project management
processes?
A-) Iterative
B-) Unique
C-) Unnecessary
D-) Standardized

Question #5
Which of the following is a characteristic of project management
processes?
A-) Iterative
B-) Unique
C-) Unnecessary
D-) Standardized
Question #6
Which of the following is NOT an input to the initiating process
group?
A-) Company processes
B-) Company culture
C-) Historical WBSs
D-) Project scope statement
Question #6
Which of the following is NOT an input to the initiating process
group?
A-) Company processes
B-) Company culture
C-) Historical WBSs
D-) Project scope statement
Question #7
The project sponsor has just signed the project charter. What is the
NEXT thing to do?
A-) Begin to complete work packages.
B-) Verify Scope.
C-) Start integrated change control
D-) Start to create management plans
Question #7
The project sponsor has just signed the project charter. What is the
NEXT thing to do?
A-) Begin to complete work packages.
B-) Verify Scope.
C-) Start integrated change control
D-) Start to create management plans

Question #8
The high-level project risks have just been determined. What
project management process group are you in?
A-) Initiating
B-) Planning
C-) Executing

Question #8
The high-level project risks have just been determined. What
project management process group are you in?
A-) Initiating
B-) Planning
C-) Executing

Question #9
A team member notifies the project manager that the activities
comprising a work package are no longer appropriate. It would be
BEST for the project manager to be in what part of the project
management process?
A-) Corrective action
B-) Integrated change control
C-) Monitoring and controlling
D-) Project closing

Question #9
A team member notifies the project manager that the activities
comprising a work package are no longer appropriate. It would be
BEST for the project manager to be in what part of the project
management process?
A-) Corrective action
B-) Integrated change control
C-) Monitoring and controlling
D-) Project closing

Question #10
Which process groups must be included in every project?

A-) Planning, executing, and closing
B-) Initiating, planning and executing
C-) Initiating, planning, executing, monitoring & controlling, and
closing
D-) Planning, executing, and monitoring & controlling

Question #10
Which process groups must be included in every project?

A-) Planning, executing, and closing
B-) Initiating, planning and executing
C-) Initiating, planning, executing, monitoring & controlling,
and closing
D-) Planning, executing, and monitoring & controlling

3-PROJECT MANAGEMENT - v4

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Cannot be copied, redistributed or sold. https://masterofproject.

Project Management Processes

Project Management Processes

Project Management Processes

Project Management Processes

Project Management Processes

Project Management Processes

Project Management Processes

Initiating Process Group Activities

Project Management Processes

• Uncover initial requirements & risks

Project Management Processes

• Determine how you will do planning

Project Management Processes

Project Management Processes

Planning Process Group Activities

Project Management Processes

Planning Process Group Activities

Project Management Processes

Project Management Processes

Project Management Processes

Executing Process Group Activities

Project Management Processes

Project Management Processes

Project Management Processes

Project Management Processes

• Confirm work is done as per requirements

Project Management Processes

Project Management Processes

Initiating Process Group

Project Management Processes

Initiating Process Group

Project Management Processes

Project Management Processes

Initiating Process Group

Project Management Processes

Begin a New Phase of

Project has so many problems that

Project Management Processes

Project Management Processes

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

Project Management Processes

Project Management Processes

Project Management Processes

Planning Process Group

Project Management Processes

• Who is involved in planning? Everyone!

Project Management Processes

Initiating Process Group is

Project Management Processes

Project Management Processes

Executing Process Group

Project Management Processes

Integrated change control

Project Management Processes

Monitoring & Controlling Process Group

Project Management Processes

Project Management Processes

Work Performance Monitoring &

Deliverables Closing Process Group

Project Management Processes

Project Management Processes

Project Management Processes