Chapter 3 Project Management Processes

Chapter 3 Project Management Processes
Continuing with our Project Management Professional Certification Exam preparation study, we are now going to cover Project Management Processes. Project management is the discipline of planning, organizing, securing, and managing resources to achieve specific goals. There are a number of approaches to manage project activities including agile, interactive, incremental, and phased approaches. Regardless of the methodology employed, careful consideration must be given to the overall project objectives, timeline, and cost, as well as the roles and responsibilities of all participants and stakeholders. In general Project Management provides an integrated framework for project organization to: ensure the timely and cost-effective production of all the end-products, maintain acceptable standards of quality, achieve for the enterprise the benefit for which the investment in the project has been made In this chapter we will: Understand and examine the overall project management process, both at a high level and in detail. Understand the project management process groups of “Initiating” through “Closing” and when each effort should be done on projects. Remember, the exam asks questions that present a situation and require you to know the process group the project is in. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-1

Project Management Processes Learning Objectives
At the end of this chapter, you should be able to: Name the 5 project management process groups Explain the sequence among the process groups Explain the activities that take place in each process group By the end of this chapter, you should be able to: 1. Name the 5 project management process groups 2. Explain and describe the sequence among the process groups 3. Explain the purpose, the inputs, and outputs of each process group These objectives are given to make you aware of the knowledge you must gain from the material being presented in the chapter in order to do well on the exam. There will be questions interspersed between different topics, as well as a set of questions at the end of the chapter. The purpose of these questions is to help you strengthen your grasp of key concepts. You are strongly encouraged to answer these questions seriously so that you may assess any gaps you might have in your knowledge and understanding. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-2

Project Management Processes
Initiating the project Planning the project Executing the project Monitoring and Controlling the project Closing the project First, here is the high-level look at the project management processes. They include, Initiating the project (that is, in this process we’ll start or “initiate” the project.) Planning the project (that is we’ll plan the project during this process) Executing the project (That is we will execute what we planned for, in this process) Monitoring and controlling the project (that is we will check our project to make sure it is being executed as we planned and make changes, corrections or “ACT” accordingly to adjust the variations within our project) Closing the project (This is the final phase of the project where we will deliver the “Product” or “deliverables” of the project and close the project) Not all projects will visit every phase or process listed above, as projects can be terminated before they reach completion. Some projects do not follow a structured planning and/or monitoring process. Some projects will go through Planning, Execution and Monitoring and Controlling processes multiple times. Many industries use variations of these project phases or process . For example, when working on a typical construction project, it will typically progress through phases like Pre-Planning, Conceptual Design, Schematic Design, Design Development, Construction Drawings (or Contract Documents), and Construction Administration. In software development, this approach is often known as the waterfall model, i.e., one series of tasks after another in linear sequence. In software development many organizations have adapted the Rational Unified Process (RUP) to fit this methodology. This becomes especially true as software development is often the realization of a new product. While the terms and project management processes and/or phases may differ from industry to industry, the actual phases typically follow common steps from Initiating a project, based on a business need or requirement, planning and defining the scope around that business need or requirement, weighing options, choosing a path of execution, implementation and evaluation and finally delivering the specific business need or requirement for which the project was initiated. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-3

Project Management Process Flow
This animation shows a typical “Project Management Process Flow”. A project is initiated to fulfill a specific business or customer need. Once Initiated, the project enters into the planning phase during which project team plans the activities to be performed to deliver the project deliverables for which the project was initiated. After the planning phase, project enters into the execution phase where project team executes according to their project management plan developed in the planning phase. NOTICE that, from execution phase, a project can go back to the planning phase to re-plan the changes or decide on the corrective action from the Execution phase . Remember Some projects will go through Planning, Execution and Monitoring and Controlling processes multiple times. Monitoring and Controlling Process monitors and can overlap other project management processes as illustrated in this slide animation. Project Closing process is the final phase of the project where project teams delivers the project deliverable or product and finally close the project after all deliverables are accepted by the customer or the project sponsor. Source: PMBOK® Guide 5th edition Page 50 PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-4

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Review Quiz Which process groups must be included in every project? Planning, executing, and closing Initiating, planning, and executing Initiating, planning, executing, monitoring and controlling, and closing Planning, executing, and monitoring and controlling Correct answer is C Explanation: All five process groups are addressed in each project. It is the responsibility of the project manager to determine the level of attention to give each process group based on the nature and complexity of the project. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-5

Review Quiz Project Management Process Groups are: Overlapping activities that occur at varying levels of intensity throughout the project Overlapping activities that occur at the same level of intensity throughout the project Discrete, one-time events Discrete, repetitive events that occur at the same level of intensity throughout each phase the project Correct Answer is A The process groups are seldom either discrete or one-time events; they are overlapping activities that occur at varying levels of intensity throughout the project. If the project is divided into phases, the process groups interact within a project phase and also may cross other project phases. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-6

Initiating Process Group
How does your organization decide which project(s) to choose? ROI Cost Benefit Analysis Discussed in detail in Integration chapter. At the start of any project, there will be a variety of ideas and opinions about the purpose and scope of the project, what the final product of the project will be, and how the project will be carried out. The Project Initiation Stage is concerned with taking these ideas and intentions and developing them into a formal, planned, resourced and funded project. In order to define a project in this way, it is first necessary to clearly and explicitly define what the project is intended to achieve and what its scope of interest will be. By defining this first, a benchmark is created for assessing the quality of what is actually produced at the end of the project. Before a project is initiated a project manager needs to know why is the project being initiated? Is it being initiated to fulfill a new business need or requirement? Is it being initiated to develop a new product or service? How an organization going to benefit from it? What is “ROI” (Return on Investment) of the project being initiated? What are “Cost to benefit ratio”? (These are part of the project selection criteria and will be discussed in detail in Chapter 4 “ Integration Management”) A project manager needs to know all these so that when he or she starts planning the project they exactly know what is expected out of this project and need for which the particular project is initiated. The processes in the initiating process group formally start a new project or project phase. Project initiating involves officially authorizing the project and providing project manager with the information necessary to begin the project. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-7

Inputs & Outputs Inputs for this Process Group? Understand why these are important. Activities? Develop Project Charter Identify Stakeholders Split large projects into phases In well-run organizations, there is a formal project selection process that happens before a project can be initiated. Once a project is selected, it is chartered and, therefore authorized. In addition to creating the project charter, initiating a project involves identifying and analyzing the stakeholders so their needs can be incorporated into the project. If the project which is being initiated is a complex or large project than it is also decided and agreed upon during initiation process group if the project needs to be split into phases to effectively manage deliverables of each phase. The following slide lists set of activities typically performed during the “Initiation Process Group” PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-8

When are we in initiation?
Initiation Process is begun due to Business need Begin a new phase of the project reevaluate the business need due to Project problems Change requirements Change in market conditions (competitor activity) To summarize the “Initiation Process Group” let us review what are the typical “Inputs” and “Outputs of the “Initiation Process Group” Inputs – OR when do we enter into the “Initiation Process Group” Business Need Begin a new phase of the project Project has so many problems that the project team needs to reevaluate the business need and project justification Outputs – OR what we MUST have once we conclude the “Initiation Process Group” or before we enter into the next process group which is “Planning” Project Charter – Remember, this is one of the critical and most important output of the “Initiation Process Group”. From exam perspective always remember if there is no project charter available, you can not move to the other phases of the project. Identified stakeholders and managing those stakeholders, is another important output of the “Initiation Process Group” . Stakeholder identification and the process to manage them is covered in detail later in this course. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-9

Review Quiz Reviewing the initiating processes at the start of each project phase: Is a waste of time and should be avoided whenever possible. Helps to keep project focused on the business need that the project was undertaken to address. Helps ensure that the project continues regardless of the changes in the business needs. Helps ensure continuous employment of the project team members even if the project is unlikely to satisfy the business need that it was undertaken to address. Correct answer is B Remember: why do companies initiate a project? To fulfill a business need or requirement. So reviewing the initiating processes at the start of each project phase will definitely help to keep project focused on the business need that the project was undertaken to address PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-10

Review Quiz The BEST time to assign a project manager to a project is during: Executing Closing Initiating Planning Correct Answer is C Project Manager should be assigned during project initiating. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-11

Review Quiz All of the following must be performed during project initiating EXCEPT: Identify and document business needs Create a project scope statement Divide a large project into phases Accumulate and evaluate historical information. Correct Answer is B A project scope statement is created during project planning phase. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-12

Planning Process Group
What do we need to plan for? Define Scope Work Breakdown Structure Define Activities & Schedule Estimate Time & Cost Quality Planning Procurement Planning Human Resource Planning Which stakeholders should be involved in this process? The main purpose of planning is to provide a framework to gather information to produce a project management plan. In fact, the plan itself is really a collection of other plans. The majority of activities in the planning group center around developing the supporting documents that comprise the final project management plan. As more detailed information is learned about the project, the overall plan becomes more complete and the confidence in the project increases. Planning is an iterative group of processes as well. As the project progresses it often becomes necessary to modify the plan due to any number of reasons. Unexpected results, delays, outside factors, and internal factors can all require additional planning. Any scope changes will also likely require one or more planning processes to be revisited. Don’t assume that planning is only accomplished once. The exam requires that you understand how planning is iterative throughout a project. In project planning, the project manager and the team perform a detailed analysis of whether the objectives in the project charter can be achieved. They also decide how the project will be accomplished, addressing all appropriate project management processes and knowledge areas. The following list details some fundamental planning process activities you need to understand for the exam: Defining a scope and creating a scope statement and scope management plan Defining and creating a “Work Breakdown Structure” i.e breaking down the high-level goals of the project into smaller, more manageable chunks. Defining and Scheduling Activities: After the work of the project is expressed in small, manageable chunks, the activity-related processes are oriented with defining the activity details, integrating with project resources, and sequencing the project activities. Estimating Time: In this phase of the Planning process a realistic project time is defined, agreed upon and document. This process generates a schedule of the project. Estimating Cost: In this phase of the planning process a detailed project budget is defined and documented. Quality Planning: The Quality Management Plan defines the acceptable level of quality, which is typically defined by the customer, and describes how the project will ensure the defined level of quality is met and achieved in its deliverables and work processes Procurement Planning: Project Procurement Management plan is part of the project management planning process, in which products or services are acquired or purchased from outside the project team, in order to complete the task or project. Project procurement involves a systematic process of identifying and procuring, through purchase or acquisition, necessary project services, goods, or results from outside vendors who will carry out the work. It is usually a function of the project manager; however, some organizations choose to select a person other than the project manager to handle these duties. Human Resource Planning: is a group of processes required to make the most effective use of the people involved with the project. It involves planning, identifying, documenting, and assigning project roles, responsibilities, and reporting relationships to individuals or groups. So which stakeholders should be involved in the planning process group? All the identified stakeholders need to be involved in the planning process group. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-13

Planning Activities Let’s discuss the “Rita’s Process Chart” in detail. Notice Activity 'Go back – iteration' Why is this activity after 'Perform risk identification'? Why need to do this? Students are strongly encouraged to memorize the sequence of Planning activities listed in Rita’s Process Chart on page 50 of her exam prep guide (8th edition). Notice Activity 'Go back – iteration' in the Planning process chart. This is an important concept when planning a project, the project manager and the team complete each item listed in the chart above “iterations” to the best of their ability. But a project will evolve as each item is planned, and much of the earlier planning will need to be modified or added to. For example, project management team can ONLY finalize WBS after identifying all the risks associated with the project. The important thing to remember is that planning should lead to a realistic, bought-into, approved, and formal project management plan that is updated throughout the project to reflect approved changes. Iterations help you create and maintain such plan. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-14

When are we in Planning? So when do we enter Project planning? We enter into project planning when: Initiating process group is completed Approved changes, including corrective and preventive actions require re-planning So when do we enter Project planning? We enter into project planning when: Initiating process group is completed Approved changes, including corrective and preventive actions require re-planning Let us summarize what we learned in this section regarding the “Project Planning Process” and “Project Management Plan” The project management plan process covers all activities that identify and direct the actions of many other processes in the planning process group. Developing the project management plan includes coordinating the development of the subsidiary plans and incorporating them into the complete project plan. The main purpose of the project management plan is to define how the project is to progress from its beginning to completion. In short, the project management plan provides the high-level game plan for how the project moves through its life cycle. PMI defines many potential subsidiary plans that make up the overall project management plan. These subsidiary plans provide the specific details for managing each aspect of the project from initiation through closure. The subsidiary project management plans could include; Scope management plan Time or Schedule management plan Budget or Cost management plan Quality management plan Human Resource (HR) management plan Communication management plan Risk management plan Procurement management plan Stakeholder Management Plan Each of the above mentioned management plans are discussed in detail later in this course. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-15

Exam Tip Remember “Project Plan” is different than “Project Schedule” One of the most common mistakes inexperienced project managers make is to confuse a project plan with a project schedule. The output from many common project management software packages do not qualify as a project plan. They are a good start, but a true project plan is made up of much more information than just scheduling information. This process requires a focused effort to create a plan that incorporates all known information about a project. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-16

Review Quiz Identifying which quality standards are relevant to the project and determining how to satisfy them should be addressed during: The conceptual phase The Planning process Project implementation Risk identification Correct Answer is B The Planning process group facilitates project planning across multiple processes including “Quality Standards”. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-17

Review Quiz All of the following occur during the planning process group EXCEPT: Develop Project Charter Create WBS Estimate Costs Sequence Activities Correct answer is A Project Charter is developed during “Initiation Process Group” PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-18

Review Quiz A detailed project schedule can be created only after creating the: Project budget Work Breakdown Structure (WBS). Project Management Plan Detailed risk assessment Correct answer is B A detailed project management schedule can only be created after project team is done creating the Work Breakdown Structure (WBS). PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-19

Executing Process Group
What is the purpose of this group? To complete the work defined in the plan To meet the project objectives The “do” step (start, plan, do, check and act, end) This process consumes most amount of time, resources and money The purpose of Project Execution is to complete work as defined in the project management plan and to meet the project objectives. In other words, the goal is to achieve the project deliverables within the project’s planned budget and schedule, and to meet any other objectives established for the project. Project Execution is the “DO” step of the “Start, Plan, DO, Check and act, End” life cycle of a typical project. According to the PMBOK, the executing process group, is the group of activities performed to complete the work defined in the Project Management Plan to accomplish the project’s objectives in the Project Scope Statement. The Executing Process Group is fueled by the output of the Planning Process Group. The Executing Process Group contributes directly into the monitoring and controlling process group. To complete the work defined in the Project Management Plan and meet project objectives outlined in the Project Scope Statement, the project manager must find ways to get people organized and maximize the resources available. Remember: During Project Execution process, Project Manager and the project team spend most amount of time, resources and money. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-20

When are we in Execution Process Group?
So when do we enter in Project Execution Phase? We enter into project execution when: Project planning is completed Integrated change control results in a changed project management plan: Remember, Project Executing means executing the latest revision of the project management plan. In other words, you as a project manager or as a project team member, are always executing to the project management plan but the plan may change over time due to the “Integrated change control” process. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-21

Executing Process Group Activities
Direct and Manage Project Work Perform Quality Assurance Acquire Project Team Develop Project Team Manage Project Team Manage Communications Conduct Procurements Manage Stakeholder Engagement Let us now examine what are the typical activities involved in the “Executing Process Group” Direct and Manage Project Work: The Direct and Manage Project Work is the directing of the technical and organizational aspects of project activities. It is the overarching executing project and where a majority of project work is carried out. The Direct and Manage Project Work process inputs are the document work plans from the planning process group, and the approved corrective/preventive actions, change requests, and defect repairs that are generated during project execution. The output for Direct and Manage Project Work are the deliverables, work performance data, all changes, corrective actions – including defect repair, and preventative actions take to improve project work performance. Perform Quality Assurance: The Perform Quality Assurance process is about ensuring that project processes and activities meet expectations through quality activities. Without quality control, a project may not be executed according to requirements. The process of Perform Quality Assurance is a part of the Project Quality Management knowledge area which is covered in detail in the “Quality Management” module of this course. Acquire Project Team: The Acquire Project Team process is extracted from the Project Human Resource Management knowledge area, which is covered in detail in the “Human Resource Management” module of this course Project team members are a critical part of managing project tasks and directing activities. Without a project team, the project is overwhelming. The Acquire Project Team process yields project staff assignments, resource availability, and updates to the Staffing Management Plan as outputs. Develop and Manage Project Team: Project Team’s development and management is part of the Project Human Resource Management knowledge area and it is covered in detail in the “Human Resource Management” module of this course The output of this activity, is the team performance assessment. Obviously encouraging and developing teamwork is a necessary component of any project. Manage Communications Managing Communications entails the creation, collection, and distribution of project information according to the Communication Management plan. The objective here is to keep all stakeholders informed on the progress of the project. The process also provides a mechanism for stakeholders to request more information, explanation, and discussion. Conduct Procurements: Conduct procurements process consists of two activities: “Request Seller Responses “ and “Select Sellers “. Let us take a look at each of these activities in detail. Request Seller Responses is the process of obtaining information, quotations, bids, offers, or proposals. A key component of this process is to obtain a listing of qualified vendors to do the project wok and provide necessary materials. The outputs of Request Seller Responses are the request for information as known as RFI, and request for proposal also known as RFP. Select Sellers: Process involves choosing appropriate sellers and negotiating viable contracts, typically sellers maybe chosen based on a list of weighted requirements with a little bit of the analytical hierarchy process. Selecting Sellers process relies on the Request Seller Responses process, which obtains necessary information so that appropriate sellers can be chosen. The Select Sellers process identifies a pool of potential vendors and contracts. It creates a Contract Management Plan, resource availability, updates to the Procurement Management Plan, and requested changes. Manage Stakeholder Engagement: Managing Stakeholder Engagement involves continuously interacting with stakeholders to understand and manage their expectations, address issues as they arise, and to foster positive working relationships. Through deliberate stakeholder engagement, the project team can increase the likelihood of help, support, and cooperation from stakeholders, thus increasing the chances of project success. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-22

Review Quiz Which project management process group generally takes the MOST project time and resources? Planning Design Integration Executing Correct Answer is D. Project Execution work will generally take the most project time and resources. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-23

Review Quiz Which process group focuses on completing the requirements of the project? Initiating Planning Closing Executing Correct answer is D Project Execution is the process group where work is done to produce the product of the project. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-24

Monitoring And Controlling
Monitors project activities against the plan and baseline How many baselines do we have? Approving change requests Recommended corrective and preventive actions Defect repair Change control process / Change control board Why Monitor and Control? Keep scope creep in check Keep project on track (on time, on budget) Handle changes amicably Now let us take a look at “What is Monitoring and Controlling Process Group”? The Monitoring and Controlling Process Group measures and monitors progress to identify variances from the project management plan so that corrective action can be taken when necessary to place the project back on schedule. This process group consists of those processes performed to observe project execution so that potential problems can be identified in a timely manner and the appropriate corrective actions can be executed Continuous monitoring and control is required to ensure that all the planning is done properly, and nothing is left out. Checks and balances, metrics, standards, and benchmarks are required to be set and measured to ensure that only the promised work is performed, and delivered as per the customer’s specifications. The Monitoring and Control Process Group is a key element of the Plan-Do-Check-Act Cycle. Without measuring and monitoring the performance against the benchmark, and against the specifications given, there is no point in just executing or planning. This is a very important study area for the PMP Exam. So summarizing above points: The Monitoring and Controlling process group is where project performance measurements are taken, analyzed and determined to ensure they are in line with the project plan. This will assist to identify the issues & problems and take corrective actions to meet the project objectives. While taking corrective actions, the Project Manager may re-visit to the earlier process groups such as planning and executing. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-25

What to Monitor? Scope Schedule Cost Quality Risks Procurements Use regular measurements and reports The Monitoring and control processes are an integral part of all the process groups, and interact with each process in numerous ways. Such as: Measure according to Project Management plans Measure according to performance baselines set during Planning processes. Determine variances from the plans Scope Verification – which means getting the customer to sign-off the individual items. Configuration Management to check against the technical specifications Recommend changes, defect, preventative and corrective actions as required. Integrated Change Control process revisited Approve Changes, defect, preventative and corrective actions through the Change Control Board or the CCB, and get them implemented. Risk audits to ensure that every new and crucial risk is identified, planned and a risk mitigation strategy is created, with ownership. Manage Reserves – both management reserve and contingency reserves need to be managed. Issue Logs to track changes, problems, bugs, issues etc. are documented, and acted upon. Facilitate Conflict Resolution among the team members, stakeholders, and take continuous action to ensure any small issue does not become big unnecessarily. Measure Performance against plans and take action. Report on Performance using performance reports, using various communication channels Forecasts for budget, timeline, scope, based on the current progress, and the rate of progress. Administer Contracts with third Party vendors, contractors, and sub-contractors as desired and required. As you can see, there is a huge amount of work to monitor and control. Anything that is being done needs to be audited, checked, verified, and re-verified before it can be passed on to the customer for sign-off. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-26

Monitor And Control Triggers
We enter Monitor and Control when Requested changes (corrective/preventive actions, defect repair) Work performance information deliverables We can exit Monitor and Control to Initiating Group to review project charter Planning Group to re-plan Executing Group to repair defects Closing Group if the project is complete Project Management Processes do not always go from initiating to planning to executing to monitoring and controlling to closing. The animation above illustrates when you might enter project monitoring and controlling. It also shows that you might go from monitoring and controlling to any of the other process groups. Remember: This is an area often overlooked by the Project Managers, and this area often scores Below Proficient for many PMP exam takers. Pay extra attention to the processes listed under “Monitoring and Controlling” and revisit this section to fill the gaps in your knowledge. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-27

Closing Process Group The last set of activities on a project. What comes next? Project is Complete? Close the project. Project Phase is complete? Close the phase. Project terminated? Close the project What is there to close in this case? Why do this? The Closing Process Group consists of those processes performed to finalize all activities across all Project Management Process Groups to formally complete the project, phase, or contractual obligations. This Process Group, when completed, verifies that the defined processes are completed within all the Process Groups to close the project or a project phase, as appropriate, and formally establishes that the project or project phase is complete. Remember: Even if the project is terminated or cancelled, it STILL needs to be closed. Projects are cancelled for numerous reasons. A late start to a project can ultimately cause the project to cancel. Budget cuts can cause, the funding to end of a project and can bring it to a premature end. Having a project with an inadequate skill set or resources can also be a reason for a project termination. Too many project changes can result in draining the life from the project, causing a cancellation situation. Also Remember: Whether a project is successful or not, it is good to record the lessons learned from the project. Make sure you understand the value of Historical records and lesson learned for the exam and understand that it is the job of the project manager and his team to document them. Historical records and lesson learned are created throughout the project, but it is during project closing that the final versions of these documents are compiled and made available to other projects and the project management office or the PMO. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-28

When do we enter in Project Closing
We enter in project closing, when: Project phase is complete; OR Over all Project is complete; OR Project is terminated or cancelled. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-29

3.7 Closing Activities Finalize activities across all process groups Formally complete contractual obligations Verify completion of the defined processes Close procurement contracts Release resources Handover PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-30

3.7 Closing Outputs Below tasks are outcomes from this process: Obtain formal acceptance from customer or sponsor Conduct post-project or phase end review Record impacts of changes to any process Document lessons learned Update Organizational Process Assets Archive all Project documents in the Project Management Information system Close out all procurements Project closure accomplishes three main elements: completing all the closing procedures; achieving final acceptance of the project deliverables by the customer, including handing over the deliverables to the appropriate party; and archiving project-related documents. This includes: Obtaining formal acceptance from customer or sponsor Conducting post-project or phase end review Recording impacts of changes to any process Documenting lessons learned Updating Organizational Process Assets Archiving all Project documents in the Project Management Information system Closing out all procurements For the PMP Exam, you must remember that the close project or phase process and close procurements process are both processes of the closing process group and that the close procurements process happens before the close project or phase process. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-31

End of Chapter Summary 1. Process groups: Initiating, Planning, Executing, Monitoring and Controlling, Closing Project selection methods 2. Initiating: Purpose: authorizes project Reasons for initiation Activities: Project Charter, Stakeholders 3. Planning: Purpose: plan everything about the project Activities: Quality, Scope, Schedule, etc. Here is a summary of the contents of this chapter: The 5 process groups are: Initiating, Planning, Executing, Monitoring and Controlling, and Closing A project may be initiated for various reasons, using various methods. A couple of project selection criteria mentioned in this chapter are Return on Investment (ROI) and Cost Benefit analysis. Some of the more significant activities that take place in project Initiating are the development and approval of the project charter, the identification of the project manager, identifying stakeholders, collection of historical information, doing high level analysis on requirements, constraints, assumptions, and risks. Once a project is initiated, it must be planned. In the Planning process group, all aspects related to the project are planned in detail. Planning encompasses scope, time, cost, human resources, communications, procurements, risks, stakeholders, requirements, etc. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-32

End of Chapter Summary 4. Executing: Purpose: Perform the project activities Activities: Perform work, Manage team, Manage Stakeholders, etc. 5. Monitoring and Controlling Purpose: Measure project performance Activities: Measure, Change requests, etc. 6. Closing Purpose: Bring project to a close Reasons for closure Activities: Lessons Learned, Archive, Procurements In the Executing process group, the project management plan developed in the Planning process group is implemented. All the deliverables of the project are created in the Executing process group. Executing involves managing the team, managing stakeholders and their expectations, Executing takes the most time and resources. The purpose of the Monitoring and Closing process group is to assess project performance. Project performance is measured against baselines established in planning and variances are detected. The Planning, Executing, and Monitoring and Controlling process groups are iterative and are typically conducted many times during a single project. For example, once the project is planned, it is executed. Changes needed might be identified in Monitoring and Controlling, which would lead to a change in the project management plan. The change requests would then need to be implemented in Executing. The purpose of the Closing process group is to bring the project to a close. A project can be closed due to project completion or due to termination. Documenting lessons learned, archiving all pertinent documents, releasing resources, completing procurement closures, are all activities that take place in Closing. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-33

End of Chapter Quiz Questions 1. You have been asked to edit the descriptions in the online help feature of one of your company's ongoing standard software applications. The description relates to the procedure for downloading files. This is an example of: Project Execution Project Initiation Operations Project Control Correct answer is C. This is an example of “On-Ongoing Operations” as part of the standard operating procedure. Always remember, project is a “Temporary endeavor with a beginning and an end”, “Creates a unique product service or result”, and “Is progressively elaborated”. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-34

End of Chapter Quiz Question 2. Which of the following is NOT a characteristic of the Project Management Plan? Collection of subsidiary plans Formal, written communication Bar chart that shows the order of tasks and their resource assignments Must be approved by project sponsor Correct Answer is C The Project Management Plan is not a bar chart (or a Gantt chart). It’s the collection of all of the planning documents you create through all of the knowledge areas within the five process groups. It describes how your project will handle all of the activities associated with your project work. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-35

End of Chapter Quiz Question 3. When is the BEST time to have project kickoff meetings? At the beginning of the project When each deliverable is created At the start of each phase When the Communications Management plan is approved Correct answer is C If your project is broken up into phases, you should have a Kickoff meeting at the start of each phase. You use that meeting to talk about lessons learned from past projects and establish the way people will communicate as the project work goes on. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-36

End of Chapter Quiz Question 4. Which of the following is NOT an output of the Close Project process? Project closure documents Project management methodology Project files Formal acceptance documentation The correct answer is B. The project management methodology describes the process that you use to manage your project. It really doesn’t have anything to do with closing the project. The other three answers are actually part of the “Close Project” process. You need project closure documents to show that the project really was closed out. You gather all of the project files together so that they can be archived. And formal acceptance documentation is what you get from your customer that tells you they’ve approved the final product. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-37

End of Chapter Quiz Question 5. Customer satisfaction should be measured at the end of the project to maintain long-term relationships. Which of the following is NOT always an aspect of customer satisfaction? The product meets its stated and unstated requirements The project is profitable The product is high quality The customer’s needs are met Correct answer is B. Customers can be satisfied even when a project is not profitable - customer satisfaction isn’t always about money. Rather, customer satisfaction is about making sure that the people who are paying for the end product are happy with what they get. When the team gathers requirements for the specification, they try to write down all of the things that the customers want in the product so that you know how to make them happy. Some requirements can be left unstated, too. Those are the ones that are implied by the customer’s explicit needs. In the end, if you fulfill all of your requirements, your customers should be satisfied. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-38

End of Chapter Quiz Question 6. Your client has terminated your project before it is complete. Which of the following is true? You must stop all work and release the team immediately You must work with the team to document the lessons learned You must keep the team working on the project to give your senior management time to talk to the client You must update the project management plan to reflect this change The Correct answer is B. Even if a project is shut down before the work is completed, you still need to document the lessons learned and add them to the organizational process assets. In fact, if a project is terminated early, that’s probably the best time to do that! When a project goes seriously wrong, then there are always important lessons that you can learn – even if it wasn’t your fault! PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-39

End of Chapter Quiz Question 7. You have just been authorized to manage a new project for your company. Which of the following BEST describes your first action? Create the work breakdown structure Develop the project management plan Develop the project charter Create the preliminary scope statement The correct answer is D Take a look at the answers to this question. What do you see? A list of processes - “Create WBS”, “Develop Project Management Plan”, “Develop Project Charter” and “Develop Preliminary Scope Statement”. So your job is to figure out which of these processes comes next. So what clues do you have to tell you where you are in the project lifecycle? Well, you’ve just been authorized to manage a new project. Since the project charter is what authorizes a project manager to work on a project, it means that the Develop Project Charter process has just been performed. So which process comes next? The first thing you do after the project charter is signed is perform the Develop Preliminary Scope Statement process. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-40

End of Chapter Quiz Question 8. Which one of the following is not one of the process groups? Planning Verifying Initiating Closing The correct answer is B The 5 process groups are Initiating, Planning, Executing, Monitoring and Controlling, and Closing PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-41

End of Chapter Quiz Question 9. Which process groups typically occur only once for a project? Initiating, Planning, and Executing Planning and Monitoring and Controlling Initiating and Closing Only Initiating The correct answer is C The Initiating and Closing process groups are typically performed only once for a given project PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-42

End of Chapter Quiz Question 10. Which process groups are typically conducted multiple times, in a cyclical fashion on a project ? Planning Planning, Executing, and Monitoring and Controlling Initiating and Closing Executing and Monitoring and Controlling The correct answer is B As seen in the diagram on slide 5, the Planning, Executing, and Monitoring and Controlling process groups are conducted on a continuous basis throughout the project. Executing and then Monitoring and Controlling the project will naturally lead to changes and refinements to the project management plan. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-43

End of Chapter Quiz Question 11. Which of the following activities is not a part of Initiating? Executing the project Developing Project Charter Identifying stakeholders Define high level scope The correct answer is A. Project execution is not part of the Initiating process group. Execution is a process group by itself. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 3-44

Chapter 3 Project Management Processes

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