PROJECT MANAGEMENT PROCESS GROUPS Project management can be viewed as a number of interlinked processes The project management process groups include initiating processes planning processes executing processes controlling processes closing processes 2 PROCESS GROUPS OUTCOMES Initiating processes The organization recognizes that a new project exists completion of a business case and project charter Planning processes Completing the WBS and scope statement, project schedule and cost estimate Executing processes Performing actions necessary to complete the work described in the planning activities Monitoring and controlling processes Measuring progress toward the project objectives, monitoring deviation from the plan and taking corrective action to match progress with the plan Closing processes Formal acceptance of the work and creation of closing documents
3 MAPPING THE PROCESS GROUPS TO THE KNOWLEDGE AREAS You can map the main activities of each PM process group into the nine knowledge areas using the PMBOK Guide 2004 Note that there are activities from each knowledge area under the planning and monitoring and controlling process groups All initiating activities are part of the project integration management knowledge area
4 RELATIONSHIPS AMONG PROCESS GROUPS AND KNOWLEDGE AREAS (PMBOK GUIDE 2000) 5 RELATIONSHIPS AMONG PROCESS GROUPS AND KNOWLEDGE AREAS (2) 6 OVERLAP OF PROCESS GROUPS IN A PHASE (PMBOK GUIDE 2000) 7 THE 5 PMI PROCESS GROUPS 1. Initiating 2. Planning 3. Executing 4. Controlling 5. Closing Note: these can be repeated for each phase Each process is described by: Inputs Tools & Techniques Outputs 8 PMI: PROCESS LINKS
9 PMI PHASE INTERACTIONS
10 Initiating Processes Planning Processes Controlling Processes Executing Processes Closing Processes Design Phase Initiating Processes Planning Processes Controlling Processes Executing Processes Closing Processes Implementation Phase PMI: INITIATING PROCESS Inputs Product Description Strategic plan Project Selection Criteria Historical Information Outputs Project charter Project Manager assigned Key stakeholders identified Business case completed 11 PMI: PLANNING PROCESS Scope Planning Scope Definition Activity Definition Activity Sequencing Activity Duration Estimating Resource Planning Cost Estimating Cost Budgeting Risk Planning Schedule Development Quality Planning Communications Planning Organization Planning Staff Acquisition Procurement Planning Project Plan Development 12 Devising and maintaining a workable scheme to accomplish the business need that the project was undertaken to address PMI: EXECUTING PROCESS Project Plan Execution Scope Verification Quality Assurance Team Development Information Distribution Solicitation Source Selection Contract Administration 13 Coordinating people and other resources to carry out the plan PMI: CONTROLLING PROCESS Overall Change Control Scope Change Control Schedule Control Cost Control Quality Control Performance Reporting Risk Response Control 14 Ensuring that project objectives are met by monitoring and measuring progress and taking corrective measures when necessary PMI: CLOSING PROCESS Administrative Closure Contract Close-out 15 Formalizing acceptance of the project or phase and bringing it to an orderly end CASE STUDY: JWD CONSULTINGS PROJECT MANAGEMENT INTRANET SITE This case study provides an example of whats involved in initiating, planning, executing, controlling, and closing an IT project You can download templates for creating your own project management documents from the companion Web site for this text Note: This case study provides a big picture view of managing a project. Later chapters provide detailed information on each knowledge area. 16 PROJECT INITIATION Initiating a project includes recognizing and starting a new project or project phase Some organizations use a pre-initiation phase, while others include items like developing a business case as part of initiation The main goal is to formally select and start off projects Key outputs include: Assigning the project manager Identifying key stakeholders Completing a business case Completing a project charter and getting signatures on it 17 PROJECT INITIATION DOCUMENTS Note: Every organization has its own variations of what documents are required for project initiation Its important to identify the need for projects, who the stakeholders are, and what the main goals are for the project
18 PROJECT INITIATION: BUSINESS CASE Introduction/ background Business objective Current situation and problem/opportunity statement Critical assumptions and constraints Analysis of options and recommendations Preliminary project requirements Budget estimate and financial analysis Schedule estimate Potential risks Exhibits
19 JWDS PROJECT CHARTER 20 JWDS PROJECT CHARTER 21 PROJECT PLANNING The main purpose of project planning is to guide execution Every knowledge area includes planning information Key outputs include: A team contract A scope statement A work breakdown structure (WBS) A project schedule, in the form of a Gantt chart with all dependencies and resources entered A list of prioritized risks 22 JWDS PROJECT GANTT CHART 23 JWDS LIST OF PRIORITIZED RISKS 24 PROJECT EXECUTING Usually takes the most time and resources to perform project execution
Project managers must use their leadership skills to handle the many challenges that occur during project execution
A milestone report can help focus on completing major milestones
25 PART OF MILESTONE REPORT 26 PROJECT CONTROLLING Involves measuring progress toward project objectives, monitoring deviation from the plan, and taking correction actions Affects all other process groups and occurs during all phases of the project life cycle Outputs include performance reports, requested changes, and updates to various plans 27 PROJECT CLOSING Involves gaining stakeholder and customer acceptance of the final products and services Even if projects are not completed, they should be closed out to learn from the past Outputs include project archives and lessons learned, part of organizational process assets Most projects also include a final report and presentation to the sponsor/senior management 28 POST-PROJECT FOLLOW-UP Many organizations have realized that its important to review the results of projects a year or so after they have been completed Many projects project potential savings, so its important to review the financial estimates and help learn from the past in preparing new estimates