Project Management Step by Step

LESSON03 – FOUNDATIONS PART 03

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Key Components
• Project Phase: A collection of logically related project
activities that culminates in the completion of one or
more deliverables
• Phase Gate: A review at the end of a phase in which
a decision is made to continue to the next phase, to
continue with modification, or to end a program or
project.

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Key Components
• Project Management Processes: Every project
management process produces one or more outputs
from one or more inputs by using appropriate project
management tools and techniques. The output can be a
deliverable or an outcome. Outcomes are an end result
of a process. There are 49 processes in 5 process groups.
• Project Management Process Group: A logical grouping
of project management processes. The Project
Management Process Groups include Initiating, Planning,
Executing, Monitoring & Controlling and Closing. Project
Management Process Groups are not project phases.

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 Key Components – Project Management
Process Group
• Pictorial depiction of Project management process
groups
– Initiation
– Planning
– Execution
– Monitoring &
Controlling
– Closing

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 Key Components – Process Groups
• Initiation: Initiating processes include defining and
authorizing a project or project phase. Initiating
processes take place during each phase of a project.
Therefore, you cannot equate process groups with
project phases.
• Initiating processes are also required to end a project.
Someone must initiate activities to ensure that the
project team completes all the work, documents
lessons learned, return project resources, and that
the customer accepts the work.

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 Key Components – Process Groups
• Planning processes include devising and maintaining a
workable scheme to ensure that the project addresses
the organization’s needs. It is an on-going activity
• Project management plan is created which
addresses all knowledge areas
• Secret to success lies in good planning. Clear scope
leads to clear understanding of WBS. Good WBS will
lead to a reliable estimation of risk, schedule and
resources. Ultimately provides an opportunity for
better planning to fulfill the needs of triple constraint.

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 Key Components – Process Groups
• Executing processes include coordinating people
and other resources to carry out the various plans
and create the products, services, or results of the
project or phase.
• Examples of executing processes include acquiring
and developing the project team, performing quality
assurance, distributing information, managing
stakeholder expectations, and conducting
procurements.

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 Key Components – Process Groups
• Monitoring and controlling Monitoring means
measuring progress and identifying problems to
ensure that the project team meets the project
objectives and Controlling means taking appropriate
steps to solve problem areas.
• The project manager and staff monitor progress
against the plans and take corrective action (control)
when necessary.

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 Key Components – Process Groups
• Closing processes include formalizing acceptance of
the project or project phase and ending it efficiently.
• Administrative activities are often involved in this
process group, such as archiving project files, closing
out contracts, documenting project review, and
receiving formal acceptance of the delivered work as
part of the phase or project

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 Key Components - Project Management
Knowledge Areas
• An identified area of project – Communications
management defined by its Management
knowledge requirements. There – Quality
are 10 identified knowledge areas Management
– Scope Management, – Risk Management
– Schedule Management, – Procurement
– Cost Management, Management
– Resource Management, – Stakeholder
Management
– Integration
Management

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PM Processes with Knowledge Area Mapping

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PM Processes with Knowledge Area Mapping

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Tailoring
• Modifying project management practices defined in
PMBOK guide with respect to needs of a particular
project
• Tailoring should address the competing constraints of
scope, schedule, cost, resources, quality, and risk.
• The project manager tailors the approach for
managing these constraints based on the project
environment, organizational culture, stakeholder
needs, and other variables.

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Project Business Case
• The business case lists the objectives and reasons for
project initiation and helps in decision making to start a
project.
• It helps measure the project success at the end of the
project against the project objectives.
• It may include but not limited to
– Business Needs: need, value to be delivered to the
organization, stakeholders affected, high level scope
– Situation analysis: organizational strategies and objectives,
root cause, gap analysis between existing and required
capabilities
– Recommendation
– Evaluation: Statement describing the plan for measuring
benefits the project will deliver

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Project Benefits Management Plan
• The project benefits management plan is the document
that describes how and when the benefits of the project
will be delivered, and describes the mechanisms that
should be in place to measure those benefits
• The benefits management plan describes key elements of
the benefits and may include documenting the following
– Target benefits
– Strategic alignment of benefits with organization’s
business strategy
– Timeframe for realizing benefits
– Benefits Owner: Person responsible for monitoring,
recording and reporting realized benefits as per defined
time line
– Metrics, Assumptions and Risks

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Project Charter
• The project charter is – Project purpose,
defined as a document – High level requirements,
issued by the project – Measurable objectives and
sponsor that formally success criteria,
authorizes the existence – Budget, cost benefit analysis
of a project and provides – Risks identification
the project manager with – Summary milestone schedule
the authority to apply – Key stakeholder list
organizational resources – Name and authority of
to project activities. It officials authorizing the
Charter
may include but not
– Assigned project manager,
limited to responsibility and authority

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Interrelationship of Needs Assessment and
Critical Business/Project Documents

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