Lesson 3 - PMP Prep Processes V2

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Project Management Processes

Based on PMBOK® Guide – Fifth Edition

PMBOK is a registered mark of the Project Management Institute, Inc.

Project Management Processes © Simplilearn Solutions

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Agenda

Project life cycle vs. project management process The five project management process groups Process groups, knowledge areas, and project management process

mapping


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Project Life Cycle vs. Project Management Process

Project life cycle – “What to do to get the work done” Project management process – “What to do to manage the project” Project management processes are divided into five groups:

o Initiating process group o Planning process group o Executing process group o Monitoring and controlling process group o Closing process group


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Project Management Process Groups

Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) – Fifth Edition,

Project Management Institute, Inc., 2013, Page 50.


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Process Groups Interaction

Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) – Fifth Edition,

Project Management Institute, Inc., 2013, Page 51.


Project Management Process Group, Knowledge Area, and Project Management

Process Mapping

Please access the Process Map provided at the end of the book

6 Project Management Processes © Simplilearn Solutions

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Initiating Process Group

This process group defines a new project or phase. When the project charter is approved, the project is officially authorized.

Inputs in the initiating process group:

Project statement of work Agreements Business case Enterprise environmental

factors Organizational process assets Procurement documents

Actions taken during the initiating processes:

Review the statement of work and business case

Clarify the assumptions and constraints Establish the feasibility of the project Identify the key stakeholders of the project

and their interest in the project Confirm the organization’s willingness and

capability to work on the project


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Planning Process Group

This process group establishes the total scope of effort, objectives, and course of action required to attain those objectives.

Inputs to planning process group Project charter Requirements Stakeholder register Stakeholder management strategy Organizational process assets Enterprise environmental factors Teaming agreements Resource calendars

Actions taken during planning processes Refine requirements and convert it into a scope

statement and the work breakdown structure Get stakeholder approval and buy-in Develop the baseline scope, cost, and schedule Select project team and determine their roles and

responsibilities Determine project’s quality standards and plan Framework for risk management, identification,

analysis, and response planning Determine what needs to be purchased Determine how to execute and control the project Document the project management plan Handle updates on the plan arising out of change

requests


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Executing Process Group

This process group completes the work defined in the project management plan to satisfy the project specifications.

Inputs to executing process group

Project management plan Resource calendars Project documents Enterprise environmental

factors Seller proposals Approved change requests Quality control measurements Performance reports Make-or-buy decisions Source selection criteria

Actions taken during executing processes Manage stakeholder engagements Deliver the work packages as planned Implement quality assurance activities Produce project reports Remove project bottlenecks Organize team building activities Organize training for the team members Conduct project progress meetings Implement approved changes, corrective actions,

preventive actions, and defect repair Obtain customer/sponsor acceptance, etc. Finalize

procurement arrangements and contracts


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Monitoring and Controlling Process Group

This process group tracks, reviews, and regulates the progress and performance of the project; identifying any areas in which changes to the plan are required; initiating the corresponding changes.

Inputs to monitoring and controlling process group Deliverables Work performance

information Change requests Organizational process

assets Project management

plan and documents Selected sellers

Actions taken during monitoring and controlling processes

Measure project performance against the baseline Determine variances and take appropriate action Recommend changes, corrective, and preventive

action Facilitate conflict resolution Identify root causes of problems Obtain formal acceptance for the deliverables Administer contracts with sellers Control changes Conduct status review meetings, etc.


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Closing Process Group

This process group finalizes all activities across all project management process groups to formally complete the project, phase, or contractual obligations.

Inputs to closing process group

Project plan and documents

Accepted project deliverables

Procurement documentation

Organizational process assets

Enterprise environmental factors

Actions taken during closing process Confirm that all project requirements are met Obtain formal signoff from customer Make payment to all parties and update cost

records Complete contract closure Update lessons learned database Measure customer satisfaction Handover project deliverables to operations

team Release resources from the project


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Summary

Process: A series of steps to achieve a result Five project management process groups:

o Initiating o Planning o Executing o Monitoring and controlling o Closing

Categorization of processes by process groups and knowledge areas


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Quiz – 1

1. A project manager is validating the scope. Which process group is the project manager working in?

A. Planning B. Monitoring and Controlling C. Initiating D. Closing


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Quiz – 1

1. A project manager is validating the scope. Which process group is the project manager working in?

A. Planning B. Monitoring and Controlling C. Initiating D. Closing

Answer 1: The right answer is B. Monitoring and Controlling (see PMBOK® Guide section 3.6). During project closure the project manager reviews the acceptance documentation from scope validation to ensure that all project requirements are completed.


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Quiz – 2

2. Which of the following is an output of the initiating process group?

A. Project charter B. Organizational process assets C. Enterprise environmental factors D. Procurement documents


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Quiz – 2

2. Which of the following is an output of the initiating process group?

A. Project charter B. Organizational process assets C. Enterprise environmental factors D. Procurement documents

Answer 2: The right answer is A. All other options are inputs to the initiating process group.


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Quiz – 3

3. Who is in control of the project during the planning processes?

A. Project manager B. Functional manager C. Team members D. Stakeholders


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Quiz – 3

Answer 3: The correct answer is A. The project manager is in control of the project throughout the project life cycle.

3. Who is in control of the project during the planning processes?

A. Project manager B. Functional manager C. Team members D. Stakeholders


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Quiz – 4

4. The high level project schedule constraints have just been determined. Which process group is the project in?

A. Planning B. Closing C. Monitoring and Controlling D. Initiating


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Quiz – 4

4. The high level project schedule constraints have just been determined. Which process group is the project in?

A. Planning B. Closing C. Monitoring and Controlling D. Initiating

Answer 4: The correct answer is D. The high level constraints of schedule and budget are determined during the initiating process group. The detailed planning is done during the planning process group.


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Quiz – 5

5. Of the following, which is not true about project life cycle?

A. Cost and staffing levels are low at the start, peak as the work is carried out, and drop rapidly as the project draws to a close

B. Stakeholder influences are greatest towards the end of the project C. Risk and uncertainty are greatest at the start of the project D. Cost of changes increases as the project approaches completion


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Quiz – 5

Answer 5: Correct answer is B. Stakeholder influences are greatest towards the beginning of the project

5. Of the following, which is not true about Project Life cycle?

A. Cost and staffing levels are low at the start, peak as the work is carried out and drop rapidly as the project draws to a close

B. Stakeholder influences are greatest towards the end of the project C. Risk and uncertainty are greatest at the start of the project D. Cost of changes increases as the project approaches completion


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Quiz – 6

6. In every project, which process groups must always be included?

A. Initiating, planning, executing, monitoring and controlling, closing B. Planning, executing, monitoring and controlling C. Planning, executing, closing D. Initiating, planning, executing


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Quiz – 6

Answer 6: Correct answer is A. In every project, all five process groups must be included but the level of attention given to each process group will be governed by the project manager depending on the project size and complexity.

Project Management Processes

6. In every project, which process groups must always be included?

A. Initiating, planning, executing, monitoring and controlling, closing B. Planning, executing, monitoring and controlling C. Planning, executing, closing D. Initiating, planning, executing

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Thank You


Lesson 3 - PMP Prep Processes V2

Documents

project document

project team

new project

risk management

agenda project life

change requests project

process group o monitoring

planning processes