Project Management Processes

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Barbra Little
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1 What is a project? Webster's Dictionary defines the word project as "That which is projected or designed; something intended or devised; a scheme; a design; a plan." The Project Management Institute defines project as A temporary endeavor undertaken to create a unique product, service, or result (PMI, 2013). In the Information Technology arena, and a growing number of other arenas such as healthcare, human resources, legal, and utilities, work is completed through projects from implementing small change requests, to converting a network, to rolling out a large enterprise system. What is project management? The Project Management Institute defines project management as "The application of knowledge, skills, tools, and techniques to project activities to meet project requirements" (PMI, 2013). It involves the activities around planning how to get the work done understanding the purpose, time line, and budget of a project as well as executing, or getting the work done according to the plan. Project management is both a science and an art. It involves "hard" techniques, such as scheduling and estimating, and "soft" techniques, like building consensus and managing conflict. No matter how you look at it, project management is all about getting work done in an efficient, effective manner. How is project management done? Project management objectives are met by following a comprehensive process. The Project Management Institute provides a framework that is applicable to many types of projects, and is documented in A Guide to the Project Management Body of Knowledge (PMBOK Guide). The framework is divided into five Project Management Life Cycle Phases, also known as the Project Management Process Groups, which are the Initiating Process Group: A project that has been selected by an organization is initiated through preparation of a project charter to obtain authorization to start the project. Objective: Recognize that a project or phase should begin, and commit to do so. Planning Process Group: The plan phase sees the project manager define the scope of the project and prepare for the project to begin. Objective: Define the scope of the project and plan how the work will be accomplished. Executing Process Group: In the execute phase, the project manager will coordinate people and resources to carry out the plan. 1

Objective: Coordinate people and other resources to carry out the plan. Monitoring and Controlling Process Group: The control phase has the project manager ensuring that project objectives are met.

2 Objective: Coordinate people and other resources to carry out the plan. Monitoring and Controlling Process Group: The control phase has the project manager ensuring that project objectives are met. Objective: Ensure that project objectives are met. Closing Process Group: In the close phase, the project manager verifies that the expected product, service, or result has been delivered, and closes the details of the project. Objective: Verify that the project delivered the expected product, and close out the project. The processes that comprise the Project Management Process Groups are defined in the following 10 PMBOK Guide Knowledge Areas. These 10 Knowledge Areas are crucial for the project manager to understand. The Process Groups identify the processes that need to be done for each Project Management Life Cycle Phase, and the Knowledge Areas define how to do those processes that need to be done. 1. Project Integration Management has the objective of identifying, defining, combining, unifying, and coordinating the various processes and different aspects of the project. The related PMI processes are the Develop Project Charter Develop Project Management Plan Direct and Manage Project Work Monitor and Control Project Work Perform Integrated Change Control Close Project or Phase 2. Project Scope Management includes the processes necessary to make sure the project includes all of the work of the project and only the work of the project. The related PMI processes are the Plan Scope Management Collect Requirements Define Scope Create work breakdown structure (WBS) Validate Scope Control Scope 2

3 3. Project Time Management keeps the completion of the project work progressing in a timely manner so the project completes in a timely manner. The related processes are the Plan Schedule Management Define Activities Sequence Activities Estimate Activity Resources Estimate Activity Durations Develop Schedule 4. Project Cost Management involves estimating, budgeting, financing, funding, managing, and controlling costs in a manner that keeps the project progressing within the established budget. Related processes include the Plan Cost Management Estimate Costs Determine Budget Control Costs 5. Project Quality Management involves determining quality policies, objectives, and responsibilities that ensure the project requirements and product requirements are achieved and validated. Processes here include the Plan Quality Management Perform Quality Assurance Control Quality 6. Project Human Resource Management includes processes that ensure team members are utilized in the most efficient and effective manner. Processes include the Plan Human Resource Management Acquire Project Team Develop Project Team Manage Project Team 7. Project Communications Management is the area in which the project manager gathers, generates, and shares information in a timely, efficient, and effective manner. Related processes are the 3

4 Plan Communications Management Manage Communications Control Communications 8. Project Risk Management is the area in which project managers recognize and respond to risks. The objective is to increase the prospect and effect of positive events, and decrease the prospect and effect of negative events. Related processes are the Plan Risk Management Identify Risks Perform Qualitative Risk Analysis Perform Quantitative Risk Analysis Plan Risk Responses Control Risks 9. Project Procurement Management is the area in which the project manager efficiently acquires anything needed to complete the project from outside the organization. Related PMI processes are the Plan Procurement Management Conduct Procurements Close Procurements 10. Stakeholder Management represents the importance of communicating with stakeholders, handling stakeholder expectations, and how those stakeholder expectations might, for good or ill, impact the project (Learning People, n.d.). Related PMI processes are the Identify Stakeholders Plan Stakeholder Management Manage Stakeholder Engagement Control Stakeholder Engagement PMBOK and PMI are registered marks of Project Management Institute, Inc. References 4

5 Learning People. (n.d.). The ten knowledge areas of PMBOK. Retrieved from Project. (n.d.). In Merriam-Webster's online dictionary. Retrieved from Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide), Fifth Edition, Project Management Institute, Inc

Overview of Project Management Process

Overview of Project Management Process What is a project? Webster's Dictionary defines the word project as "That which is projected or designed; something intended or devised; a scheme; a design; a plan." In the Information Technology arena,