Project Management Processes Chapter 3 Project Management ( BUS 445)

5 Basic Phases of Project Management processes PMI defines project management as "the application of knowledge, skills, tools and techniques to a broad range of activities in order to meet the requirements of a particular project." The process of directing and controlling a project from start to finish may be further divided into 5 basic phases:

5 Basic Phases of Project Management 1- Project conception and initiation 2- Project definition and planning 3- Project launch or execution 4- Project performance and control 5- Project close

Project conception and initiation Definition: the Project Initiation Phase is the most crucial phase in the Project Life Cycle, as it's the phase in which you define your scope and hire your team. the project means setting up the project from the idea or conception and making sure it is: right project the right place the right time the right purpose

Project conception and initiation Initiating processes include: Clarification of the project purpose and justification Stakeholder - needs analysis Designation of user requirements Establishment of clear and shared project objectives Generation of options to deliver the project objectives Evaluation of options and selection of the most appropriate Documentation of this process as the Project Proposal/Definition Document

Project Initiation Processes: OUTPUTS: At the end of this phase, several of the acts must be ready: The initial scope is defined. Initial financial resources are committed. Internal and external stakeholders the overall outcome of the project are identified. If not already assigned, the project manager will be selected This information is captured in the project charter and stakeholder register. When the project charter is approved, the project becomes officially authorized.

Project definition and planning Seven steps to successful project planning: 1. Every project needs a roadmap with clearly defined goals that should not change after the first phase of the project has been completed. All stakeholders benefiting from the outcome of the project should be named and their needs stated. 2. Develop a list of all deliverables, make sure all project team members are familiar with this list. 3.  A document that clearly outlines all project milestones and activities required to complete the project should be created and maintained. Establish reasonable deadlines, taking into account project team members’ productivity, availability and efficiency.

Project definition and planning 4. Create a budget for your project. 5. Ideally, project managers should be able to choose team members who work well together.  To Identify by name all individuals and/or organizations and describe their roles and responsibilities. 6. Set progress reporting guidelines – monthly, weekly or daily reports. Ideally, a collaborative workspace should be set up for your project online or offline. 7. Identify the risks involved in your project and discuss alternatives if new requirements will be added. These steps should get you started with delivering your project on time, within your budget.

Project launch or execution Definition: Project Execution Phase is the third phase in the project life cycle. In this phase, you will build the physical project deliverables and present them to your customer for signoff. The Project Execution Phase is usually the longest phase in the project life cycle and it typically consumes the most energy and the most resources.

Project launch or execution This phase involves implementing the plans created during the project planning phase. While each plan is being executed, a series of management processes are undertaken to monitor and control the deliverables being output by the project. This includes identifying change, risks and issues, reviewing deliverable quality and measuring each deliverable produced against the acceptance criteria. Once all of the deliverables have been produced and the customer has accepted the final solution, the project is ready for closure.

Project performance and control Project Monitoring and Control activities take place in parallel with Project Execution Process Group activities so that, while the project work is being executed, the project is being monitored and controlled by implementing the appropriate level of oversight and corrective action. Project managers will compare project status and progress to the actual plan, as resources perform the scheduled work. During this phase, project managers may need to adjust schedules or do what is necessary to keep the project on track.

Project performance and control Monitoring and Control processes include: 1-  Monitoring and Controlling Project Work. 2- Integrated Change Control 3- Scope Verification 4- Scope Control 5- Schedule Control 6-  Cost Control 7- Performing Quality Control 8-Managing the Project Team 9- Performance Reporting 10- Managing Stakeholders

Project Close Project closeout is the last major phase of a project's lifecycle. This phase is performed once all defined project objectives have been met and the customer has accepted the project's product. Final Project Report should be delivered to the Project Sponsor. The document should be a recap of the project. 

Project Close Project closeout includes the following tasks: Redistribution of resources, including staff, facilities, equipment and automated systems Closing out any financial issues such as labor charge codes and contract closure Collect, complete and archive project records Document the success and issues of the project Conduct a “lessons learned” session Celebrate project success

Project Close CONGRATULATIONS! You and your team have successfully your project!