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The Project Management Process Groups

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1) Initiating 2) Planning 3) Executing 4) Monitoring and Controlling 5) Closing

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Shewhart-Deming Plan

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Five Process Groups are based on Plan-Do-Check-Act Cycle The Shewart-Deming plan-do-check-act cycle is the fundamental basis for incremental improvement for all manufactured product or business-process A key point to understand in the IPECC cycle is that Planning and Execution process are Iterative.

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Monitoring and Controlling

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processes are an 'Umbrella' type of process, in that all other processes within IPECC cycle are in some way monitored and controlled.

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Initiating Process Group

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The key purpose of the initiating process group is to align the stakeholders expectations with the project's purpose.

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Initiating Process Group

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Initiating Process Group -Communication Process: Identify stakeholders/stakeholder identification techniques

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Initiating Process Group

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Initiating Process Group- Integration processes: 1) Determine phase/Project goals 2) Obtain authorization to start phase/project 3) Determine initial scope 4) Identify constraints and assumptions 5) Select/Assign project manager 6) Project Statement of Work 7) Define high-level resource requirements 8) Determine initial financial resources 9) Verify success criteria 10) Create Project Charter/charter elements* 11) Obtain Formal Approval of charter

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Initiating Process Group

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Subdivide large projects into phases

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Initiating Process Group

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Document the business case and the cost-benefit analysis**

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Initiating Process Group

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Project selection criteria (e.g. cost, feasibility, impact)**

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Initiating Process Group

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Ensure the project scope is achievable

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Initiating Process Group

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Identify high-level risks and requirements/risk identification techniques**

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Initiating Process Group

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Facilitate resolution of conflicting stakeholder objectives

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Initiating Process Group

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Create an rough order of magnitude budget and schedule estimate

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Initiating Process Group

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Determine critical success factors for the project

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Initiating Process Group- Exam Tip

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1) Staffing levels are low 2) costs are low 3) Chance of success is low 4) Risk is high 5) Stakeholder influence is high

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Planning Process Group

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Main goal of the Planning Process Group is to create Project Management Plan

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Part of Planning Process Group - 1

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Create Scope Statement

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Part of Planning Process Group - 2

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Create scope management plan

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Part of Planning Process Group - 3

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Create WBS (work breakdown structure)

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Part of Planning Process Group - 4

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Create network diagram

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Part of Planning Process Group - 5

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Estimate activity durations

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Part of Planning Process Group - 6

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Estimate costs

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Part of Planning Process Group - 7

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Determine project schedule

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Part of Planning Process Group - 8

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Refine time and cost estimates

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Part of Planning Process Group - 9

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Create communications management plan

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Part of Planning Process Group - 10

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Determine project budget

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Part of Planning Process Group - 11

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Develop Quality Management plan

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Part of Planning Process Group - 12

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Identify Risks

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Part of Planning Process Group - 13

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Qualitatively and Quantitatively rank risks

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Part of Planning Process Group - 14

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Develop risk response plan

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Part of Planning Process Group - 15

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Adjust estimates as necessary

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Part of Planning Process Group - 16

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SOW ( Procurement Statement of Work)

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Part of Planning Process Group - 17

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Create procurement documents

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Part of Planning Process Group - 18

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Hold kick-off meeting**

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Executing Process Group - Primary elements -1

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Complete work packages

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Executing Process Group - Primary elements - 2

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Use a work authorization system

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Executing Process Group - Primary elements - 3

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Collect status information

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Executing Process Group - Primary elements - 4

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Hold meetings

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Executing Process Group - Primary elements - 5

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Acquire, develop and manage project team

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Executing Process Group - Primary elements - 6

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Distribute project information

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Executing Process Group - Primary elements - 7

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Obtain bids from outside vendors

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Executing Process Group - Primary elements - 8

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Select a vendor

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Executing Process Group - Primary elements - 9

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Negotiate vendor contract

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Executing Process Group -Primary elements - 10

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Manage contracts

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Executing Process Group - Primary elements - 11

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Perform quality assurance

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Executing Process Group - Primary elements-12

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Manage Stakeholder Expectations

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Monitoring and Controlling Process Group -1

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Performance Measuring Performance Reporting

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Monitoring and Controlling Process Group -2

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Identify and Control changes Verify and Control Scope

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Monitoring and Controlling Process Group -3

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Control Schedule Control cost Control Quality

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Monitoring and Controlling Process Group -4

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Risk monitoring and control Take corrective action

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Monitoring and Controlling Process Group -5

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Update PM plan Update action and changes

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Monitoring and Controlling Process Group -6

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Inspections Accept/Reject work Identify & Analyze trends

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Monitoring and Controlling Process Group -7

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Look for new risks Assess variance for change or corrective action Manage stakeholders

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Monitoring and Controlling Process Group -8

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Contract administration Use quality control tools Project performance appraisals Perform earned value calculations

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Monitoring and Controlling Process Group -9

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Performance measurement and tracking techniques(PERT, EV, CPM)

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Monitoring and Controlling Process Group -10

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Project control limits and thresholds Project performance metrics Cost analysis techniques

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Monitoring and Controlling Process Group -11

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Project plan management techniques Change management techniques Integrated change control process

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Monitoring and Controlling Process Group -12

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Risk identification and analysis techniques Risk response techniques Problem solving techniques (Root cause analysis) Reporting procedures

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Monitoring and Controlling Process Group -13- Exam tip

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1) Perform root cause analysis 2) Secure additional funding, if needed 3) Perform validated defect repair 4) Calculate ETC(estimate to complete) 5) Reassess project control system for effectiveness

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Monitoring and Controlling Process Group -14 Exam tip

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If there are deviations from the project management plan, that is the responsibility of the project manager, and the Project Manager is responsible for correcting those deviations without issuing a change request. CRs should be used only as a last resort in this instance.

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Closing Process Group - 1

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Perform Final Product Verification Deliver Final contract performance reporting Audits of all procured service/merchandise

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Closing Process Group - 2

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Obtain formal contract acceptance Create a contract archive Complete final performance reporting

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Closing Process Group - 3

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Obtain formal acceptance of project Document and lessons learned Create the project archives

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Closing Process Group - 4

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Complete final performance reporting Obtain formal acceptance of project Document and lessons learned

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Closing Process Group - 5

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Create project archives Release all project resources Contract closure requirements

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Closing Process Group - 6

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Basic project accounting principles Close-out procedures Feedback techniques

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Closing Process Group - 7

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Project review techniques Archiving techniques and statutes Compliance Transition planning techniques

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Cross-Cutting skills needed for PM- 1

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Active Listening Brainstorming techniques Conflict resolution techniques

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Cross-Cutting skills needed for PM- 2

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Cultural sensitivity and diversity Data gathering techniques Decision making techniques

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Cross-Cutting skills needed for PM- 3

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Facilitation Information management tools, techniques, methods Leadership tools, and techniques

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Cross-Cutting skills needed for PM- 4

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Negotiating Oral and written communication techniques, channels, applications PMI's Code of Ethics and Professional Conduct

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Cross-Cutting skills needed for PM- 5

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Presentation tools and techniques Prioritization/time management Problem-solving tools, and techniques

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Cross-Cutting skills needed for PM- 6

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Project Management Software Relationship management Stakeholder impact analysis

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Cross-Cutting skills needed for PM- 7

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Targeting communication to intended audiences Team motivation methods

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Ten PMI Knowledge areas - 1

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1) Project Integration Management 2) Project Scope Management 3) Project Time Management 4) Project Cost Management 5) Project Quality Management

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Ten PMI Knowledge areas - 2

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6) Project Human Resources Management 7) Project Communication Management 8) Project Risk Management 9) Project Procurement Management 10) Project Stakeholder Management

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Project Integration Management -1

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Project Manager through Project Integration Management assembles all the parts and pieces of the project into a coherent whole.

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Project Integration Management - Six processes

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1) Develop project charter - GOAL- the project charter 2) Develop project management plan. GOAL- the project management plan 3) Direct and manage project execution. GOAL. deliverables 4) Monitor and control project work. GOAL. updates, requested changes 5) Perform integrated control. GOAL. change requests. updates 6) Close project or phase. GOAL. Final product, service, or result transition

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Project Scope Management -1

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Focuses on the processes that are needed to ensure that work of the project, and only the work required, is performed to deliver project success

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Project Scope Management -Planning Processes

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1) Plan Scope Management - GOAL- Scope Management Plan 2) Collect requirements - GOAL- requirements documentation 3) Define Scope- GOAL- Project Scope statement 4) Create WBS - GOAL- Scope Baseline

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Project Scope Management - Controlling Processes

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5) Validate Scope -GOAL- accepted deliverables 6) Control Scope -GOAL- updates and change requests

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Project Time Management - Planning

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1) Plan Schedule Management. GOAL- Schedule Management Plan 2) Define Activities. GOAL - Activity list 3) Sequence activities. GOAL - Project schedule network diagrams 4) Estimate activity resources. GOAL. activity resource requirements 5) Develop Schedule. GOAL. Project schedule

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Project Time Management - Controlling

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6) Control schedule. GOAL. schedule forecasts

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Project Cost Management - Planning Process

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1) Plan Cost Management. GOAL. Cost Management Plan 2) Estimate Costs. GOAL. activity cost estimates 3) Determine budget. GOAL. cost performance baseline

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Project Cost Management - Controlling Process

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4) Control Costs. GOAL. cost forecasts, change requests

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Project Quality Management -Planning Process

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1) Plan quality. GOAL. quality management plan

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Project Quality Management- Execution Process

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2) Perform Quality Assurance. GOAL. Change requests

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Project Quality Management - Controlling Process

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3) Perform Quality Control. GOAL. Verified deliverables, change requests

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Project Human Resource Management- Planning Process

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1) Develop Human Resource Plan. GOAL. human resource plan

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Project Human Resource Management-Execution processes

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2) Acquire Project team. GOAL. Project staff assignments 3) Develop Project Team. GOAL. team performance measurements 4) Manage Project Team. GOAL. Updates

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Project Communication Management-

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focuses on the processes to deliver, collect, distribute, store, and retrieve project information to all internal and external project organization environments.

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Project Communication Management- Planning process

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1) Plan communication. GOAL. communication management plan

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Project Communication Management - Executing

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2) Manage Communications. GOAL. project communication

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Project Communication Management- Controlling

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3) Control Communication. GOAL. work performance information, change requests

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Project Risk Management- Planning Process

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1) Plan risk management. GOAL.risk management plan 2) Identify Risks.GOAL. risk register 3) Perform qualitative risk analysis. GOAL. project documents updates 4) Perform quantitative risk analysis.GOAL. project documents updates 5) Plan Risk response. GOAL. project document updates

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Project Risk Management- Controlling Processes

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6) Monitor and Control risks. GOAL. project document updates, change requests

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Project Procurement Management - Planning Processes

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1) Plan procurement. GOAL. Procurement management plan, procurement SOW.

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Project Procurement Management- Executing processes

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2) Conduct procurements. GOAL. select sellers, agreements(eg. contracts, PO, etc)

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Project Procurement Management- Controlling Processes

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3) Control procurements. GOAL. Procurement documentation, change requests.

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Project Procurement Management- Closing processes

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4) Close Procurements. GOAL. closed procurements

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Project Stakeholder management- 1

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Identifies the processes required to identify the people, groups, organizations that can impact/be impacted by the project.

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Project Stakeholder Management- 2

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Analyzes stakeholder expectations in developing management strategies for effectively engaging stakeholders and project decisions and execution

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Project Stakeholder Management- Initiating process

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1) Identify Stakeholders. GOAL. stakeholder register

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Project Stakeholder Management - Planning Process

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2) Plan Stakeholder Management.GOAL. stakeholder management plan

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Project Stakeholder Management- Execution Process

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3) Manage Stakeholder Engagement.GOAL. issue log, change requests

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Project Stakeholder Management- Controlling Process

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4) Control Stakeholder Engagement.GOAL.work performance information. change requests

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Memory Check 1

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The five process groups that comprise the project management life cycle are: Initiating, Planning, Executing, Monitoring & Controlling, Closing.

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Memory Check 2

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The two primary outputs of the initiating process are the project charter and identify stakeholders.

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Memory Check 3

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The primary goal of the planning process group is to produce the Project Management Plan

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Memory Check 4

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The ten knowledge areas of the PMBOK Guide, 5th edition are 4) Project Integration, 5) Project Scope management, 6) Project Time management, 7) Project Cost Management, 8) Project quality management 9) Project Human Resource management, 10) Project Communication Management, 11) Project Risk Management, 12) Project Procurement Management, 13) Project Stakeholder Management.

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Memory Check 5

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Over half of the processes that occur in ten knowledge areas of the PMBOK Guide 5th edition occur in the Planning Process Group.

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Memory Check 6

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Only the Project Integration knowledge area has procession of five process groups of the project management life cycle.

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Memory Check 7

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Two primary goals of the Monitoring and Control process groups are to "Monitor and Control" project work and to perform "Perform Integrated Change Control"

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Memory Check 8

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Early in the project the "costs","Staffing Level" and the "chance" of "success" are low- the "risks" and "stakeholder" "influence" are high.

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Memory Check 9

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PMI defines how a project will tighten its estimates for budget and timeline as more is learned about the project as a "Progressive Elaboration"

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Memory Check 10

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There are "47" processes spread across the ten knowledge areas in the PMBOK Guide 5th edition

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Memory Check 11

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Percentage of work complete, quality and technical performance measurements, start and finish dates of scheduled activities is known as "Work" "Performance" "Data", whereas status of deliverables, status of change requests, forecasted estimates to completion is called "work" "performance" "information"

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