MODULE TWO

PROCESSES OF PROJECT DELIVERY WITHIN A PROJECT MANAGEMENT ENVIRONMENT

Project delivery refers to the systematic approach of moving a project from its initial concept
through to completion, ensuring that objectives are met within defined constraints. To ensure
the successful execution of a project, project managers follow a well-established framework
divided into five process groups, as outlined by the Project Management Institute (PMI).

These five groups form the Project Management Process Framework and represent a logical
progression of a project from beginning to end.

a. Initiation Phase: Setting the Foundation: The initiation phase involves defining the project at
a broad level. It is the starting point where the need for a project is identified and analyzed.

Key Activities:

 Define Project Objectives: Clearly state what the project is expected to achieve.
Objectives should be SMART—Specific, Measurable, Achievable, Relevant, and Time-
bound.

 Establish Project Scope: Define the boundaries of the project—what is included and
what is not. This helps prevent scope creep later.

 Identify Stakeholders: Recognize individuals or groups who are affected by or can affect
the project. Engaging stakeholders early helps gather valuable input and ensures buy-in.

 Conduct Feasibility Study: Evaluate the project’s viability in terms of technical

 Develop Project Charter: The project charter is a high-level document that formally
authorizes the project. It includes objectives, key stakeholders, preliminary scope,
assigned project manager, and high-level requirements.

b. Planning Phase: Roadmap for Success: The planning phase is one of the most critical stages
in project delivery. It involves developing a detailed project plan that will serve as a blueprint
for how the project will be executed, monitored, and closed.

Key Activities:

 Create Project Management Plan: An integrated document that outlines how the
project will be managed. It encompasses all subsidiary plans like scope, schedule, cost,
quality, risk, and communication plans.

 Develop Schedule: Use tools like Gantt charts or critical path analysis to determine
timelines for task completion and dependencies between tasks.
  Estimate and Allocate Budget: Forecast the financial resources required for labor,
materials, equipment, and contingency.

 Resource Planning: Identify and allocate the human, material, and equipment resources
needed to complete project tasks.

 Risk Management Planning: Identify potential project risks, assess their impact and
likelihood, and develop mitigation strategies.

 Define Quality Management Plan: Establish criteria to ensure that the project
deliverables meet required standards.

 Communication Plan: Decide how and when communication will occur among
stakeholders. Effective communication is key to project success.

c. Execution Phase: Turning Plans into Action: The execution phase is where the actual work of
the project is carried out. This phase involves coordinating people and resources to implement
the project plan.

Key Activities:

 Assign Tasks and Responsibilities: Delegate tasks based on team member expertise and
availability. Clear assignment prevents confusion and promotes accountability.

 Coordinate Resources: Ensure that materials, equipment, and personnel are available
when and where needed.

 Manage Stakeholder Expectations: Regular updates, feedback sessions, and issue

 Conduct Team Meetings: Facilitate progress tracking, problem-solving, and

 Monitor Project Progress: Continuously check that activities align with the project plan
and make necessary adjustments.

d. Monitoring and Controlling Phase: Staying on Course: This phase occurs simultaneously
with project execution and involves tracking, reviewing, and regulating progress to ensure the
project stays on track.

Key Activities:

 Track Performance Using KPIs: Measure key performance indicators (KPIs) like schedule
variance, cost performance index (CPI), and earned value (EV).
  Manage Scope, Schedule, and Budget Changes: Use formal change control procedures
to evaluate and approve any changes to the baseline.

 Identify and Analyze Variances: Compare actual progress to the planned metrics to
identify discrepancies.

 Take Corrective Actions: Implement adjustments to bring the project back in line with
the plan.

 Manage Risks and Issues: Update the risk register and take actions to address emerging
issues and risks.

e. Closure Phase: Completing the Project: The closure phase marks the end of the project. It
involves finalizing all activities, handing over deliverables, releasing resources, and reflecting on
project performance.

Key Activities:

 Complete Final Deliverables: Ensure that all project outputs are completed and meet
quality standards.

 Obtain Formal Acceptance: Secure official sign-off from stakeholders or the client
confirming that project objectives have been met.

 Conduct Project Evaluation: Hold a post-project review or "lessons learned" session to

 Document Lessons Learned: Archive insights for future reference and organizational
learning.

 Close Contracts and Release Resources: Finalize all vendor agreements, release project
personnel, and close financial accounts.

Summary Table: Five Project Management Process Groups

Phase Key Focus Output

Initiation Define project & gain approval Project Charter

Planning Detailed roadmap development Project Management Plan

Execution Implementation of the plan Deliverables, Status Reports

Performance tracking & change Variance Reports, Change

Closure Finalize project & document learning Final Deliverables, Closure Report
Phase Key Focus Output