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Project Management Processes
for a Project
Anexas Consultancy 1
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The Five Process Groups
Initiating Process Group. Defines and authorizes the
project or a project phase.
Planning Process Group. Defines and refines
objectives, and plans the course of action required to
attain the objectives and scope that the project was
undertaken to address.
Executing Process Group. Integrates people and
other resources to carry out the project management
plan for the project.
Monitoring and Controlling Process Group.
Regularly measures and monitors progress to identify
variances from the project management plan so that
corrective action can be taken when necessary to
meet project objectives.
Closing Process Group. Formalizes acceptance of
the product, service or result and brings the project or
a project phase to an orderly end.
Anexas Consultancy 2
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Project Management Process Groups
Mapped to the Plan-Do-Check-Act
Cycle
Anexas Consultancy 3
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Initiation Process
The outcome of the initiation process is:
Project Charter
Accordingly, the information needed is:
Product Description
Strategic Plan
Product Selection Criteria
Historical Information
Anexas Consultancy 4
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Initiation Process (cont’d)
Product Description: Documents the
characteristics of the product or service
that the project was undertaken to
create and its relationship to the
business need or other stimulus that
gave rise to the project
Strategic Plan: Describes the
organization’s mission, vision, and
goals for the future, which the project
supports
Project selection criteria: Defined in terms
of the merits of the product and covers
the full range of management concerns
Anexas Consultancy 5
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Develop Project Charter
Anexas Consultancy 6
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Project Charter Inputs
1. Contract (When Applicable)
2. Project Statement of Work
The statement of work (SOW) is a narrative description
of products or services to be supplied by the project.
For internal projects, the project initiator or sponsor
provides the statement of work based on business
needs, product, or service requirements.
For external projects, the statement of work can be
received from the customer as part of a bid document,
for example, request for proposal, request for
information, request for bid, or as part of a contract.
The SOW should indicate:
Business need – an organization’s business need can be
based on needed training, market demand, technological
advance, legal requirement, or governmental standard.
Product scope description – documents the product
requirements and characteristics of the product or service
that the project will be undertaken to create.
Strategic plan – all projects should support the
organization’s strategic goals. The strategic plan of the
performing organization should be considered as a factor
when making project selection decisions.
Anexas Consultancy 7
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Project Charter Inputs (cont’d)
3. Enterprise Environmental Factors
When developing the project charter, any and all of the
organization’s enterprise environmental factors and systems
that surround and influence the project’s success must be
considered. This includes items such as, but not limited to:
Organizational or company culture and structure
Governmental or industry standards (e.g., regulatory agency
regulations, product standards, quality standards &workmanship
standards)
Infrastructure (e.g., existing facilities and capital equipment)
Existing human resources (e.g., skills, disciplines, and knowledge,
such as design, development, legal, contracting, and purchasing)
Personnel administration (e.g., hiring and firing guidelines,
employee performance reviews, and training records)
Company work authorization system
Marketplace conditions
Stakeholder risk tolerances
Commercial databases (e.g., standardized cost estimating data,
industry risk study information, and risk databases)
Project management information systems (e.g., an automated tool
suite, such as a scheduling software tool, a configuration
management system, an information collection and distribution
system, or web interfaces to other online automated systems).
Anexas Consultancy 8
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Project Charter Inputs (cont’d)
4. Organizational Process Assets
When developing the project charter and
subsequent project documentation, any and all
of the assets that are used to influence the
project’s success can be drawn from
organizational process assets.
Any and all of the organizations involved in the
project can have formal and informal policies,
procedures, plans, and guidelines whose effects
must be considered.
Organizational process assets also represent
the organizations’ learning and knowledge
from previous projects
Anexas Consultancy 9
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Project Charter Tools and Techniques (cont’d)
2. Project Management Methodology
A project management methodology defines a set of Project
Management Process Groups, their related processes
and the related control functions that are consolidated
and combined into a functioning unified whole
3. Project Management Information System
The Project Management Information System (PMIS) is a
standardized set of automated tools available within the
organization and integrated into a system. The PMIS is
used by the project management team to support generation
of a project charter, facilitate feedback as the document
is refined, control changes to the project charter, and
release the approved document.
Anexas Consultancy 10
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Project Charter Tools and Techniques (cont’d)
4. Expert Judgment
Expert judgment is often used to assess the inputs
product descriptions,
strategic plan,
project selection criteria,
and historical information.
It is needed to develop the project charter.
Such judgment and expertise is applied to any
technical & management details during this process.
Such expertise is provided by any group or individual
with specialized knowledge or training, and is
available from many sources, including:
Other units within the organization
Consultants
Stakeholders, including customers or sponsors
Professional and technical associations
Industry groups.
Anexas Consultancy 11
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Creating, Formalizing & Publishing The
Project Charter
This document is the foundation for the remaining
project activity planning, execution, and control
processes.
The project charter is the official, written
acknowledgement and recognition that a project exists.
It's issued by senior management
It gives the project manager authority to assign
organizational resources to the work of the project.
The project manager should always be assigned prior to
the start of planning, and preferably while the project
charter is being developed.
It is usually the first official document of the project
once acceptance of the project has been granted. It
includes:
• Project purpose or justification
• high-level project description
• Assigned Project Manager and authority level
• Summary milestone schedule
• Functional organizations and their participation
• Summary budget.
Anexas Consultancy 12
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Planning Process
There are 4 reasons for project planning:
To eliminate or reduce uncertainty.
To improve efficiency of the operation.
To obtain a better understanding of the
objectives.
To provide a basis for monitoring and controlling
work
The project plan is collection of documents
that should be expected to change over
time as more information becomes
available about the project
Anexas Consultancy 13
[Link]
Planning Process Group
Project Management Quality Planning
Plan HR Planning
Scope Planning Communication Planning
Scope Definition Risk Management
Create WBS Planning
Activity Definition Risk Identification
Activity sequencing Qualitative Risk Analysis
Activity Resource Quantitative Risk
Estimating Analysis
Activity Duration Risk Response Planning
Estimation Plan Purchase &
Schedule Development Acquisition
Cost Estimating Plan Contracting
Cost Budgeting
Anexas Consultancy 14
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Executing Process Group
Direct & Manage Information
Project Execution Distribution
Perform Quality Request Seller
Assurance Responses
Acquire Project Select Sellers
Team
Develop Project
Team
Anexas Consultancy 15
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Monitoring & Controlling
Process Group
Monitor & Perform Quality
Control Project Control
Work
Manage Project
Integrated Team
Change Control
Performance
Scope Reporting
Verification
Manage
Scope Control Stakeholders
Schedule Risk Monitoring
Control & Controlling
Cost Control Contract
Anexas Consultancy
Administration
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Closing Process Group
Close Project
Contract Closure
Anexas Consultancy 17
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Process Groups Interaction In
A Project
Anexas Consultancy 18
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Project Management Process Group Triangle
Anexas Consultancy 19
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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
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Answer C
Notice the use of the word
“detailed”. Such a budget is
created during the planning
process group.
Anexas Consultancy 21
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Question 2
The project charter is created in
which project management
process group?
A. Executing
B. Planning
C. Closing
D. Initiating
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Answer D
The project charter is needed
before planning and execution
of the work can begin.
Anexas Consultancy 23
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Question 3
The project team has just
completed the initial project
schedule and budget. The
NEXT thing to do is:
A. Begin risk identification
B. Begin iterations
C. Determine communications
requirements
D. Create a bar (Gantt) chart
Anexas Consultancy 24
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Answer C
Iterations (choice B) cannot begin until the
risks are identified, qualified, quantified
and responses developed. These then
create the need to revise the WBS and
other parts of the project management
plan. A bar chart (choice D) would have
been done during the creation of the
schedule, so it cannot be the next thing.
Communications requirements and quality
standards are needed before risks
(especially risks relating to
communications and quality) can be
determined (choice A).
Anexas Consultancy 25
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Question 4
A detailed project schedule can
be created only after creating
the:
A. Project budget.
B. Work breakdown structure.
C. Project management plan.
D. Detailed risk assessment.
Anexas Consultancy 26
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Answer B
In the project management
process, the process budget
(choice A), project management
plan (choice C) and detailed risk
assessment (choice D) come
after the schedule. The only
answer that could be an input is
the WBS.
Anexas Consultancy 27
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Question 5
The person who should be in
control of the project during
project management:
A. Project manager
B. Team member
C. Functional manager
D. Sponsor
Anexas Consultancy 28
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Answer A
The project manager should be
named early in the project,
during project initiating if
possible.
Anexas Consultancy 29
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