Mapping Process Groups And Knowledge Areas – Powerpoint Presentation

Project Initiation

  • Initiating a project includes recognizing and starting a new project or project phase. This phase defines the project, secures all the necessary financial resources as well as ensuring good communication systems between with the stakeholders
  • It is mapped with project integration that involve all the processes that ensure that various elements are coordinated towards the achievement of the project objectives and expectations.
  • Its deliverable is the project charter, the project charter defines the authority of the project manager.

Project initiation is the first phase of the group processes. It is in this phase that the project is being defined, the relevant resources-finance is secured and the communication systems with the stake holders established. The project can be started by objectives definition, scope , purpose as well as the deliverables to be produced. Project integration therefore is significant here to ensure that all the elements are related and directed towards the successful and methodological start of the project. The deliverable is the project charter that outlines the duties, responsibilities as well as the authority of the project manager.

project planning

  • This has always been perceived as creating Gantt Chart.  Project plan is a broad concept that cuts across all the knowledge areas.
  • Integrating management; the project plan development is critical for all that are expected of a project.
  • In scope management area of knowledge, there is need for the scope planning as well as the scope definition.
  • In  project time management-there is the activity definition, sequencing, duration estimation and the schedule development.
  • project planning deliverables are within the scope of the project. The project scope statement and the scope management plan.

Scope management is the set of processes that ensures that the requirements of the customer are captured in a specification of work that ensures its delivery, that all the project work is done, and that only the work required to complete the project is done.                         scope management makes sure that the project is completed without expending any unnecessary effort.

Scope planning defines the document that states how the scope will be specified, controlled, and verified. The project team develops the scope management plan for each project. More complex projects require a more detailed scope planning process.

  •  In  project cost management. The resource planning, the cost estimation as well as cost budgeting are key important aspects of the project planning.
  •    In project quality management. There is the quality planning where the planning involves the expected quality of the expectations as well as objective achievements.
  • In  project human resources management., project planning is essential in the staff acquisition and the organizational planning.
  • In project communication management, project planning plays an important role in the communication planning. The communication with the stakeholders is very critical in the project management process
  • In risk management,  they is need for the project planners to conduct the risk management, and identification  planning, the quantitative and qualitative risk analysis planning and finally the risk response planning.

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.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 develop project management plan process is the high-level process that provides direction for developing subsidiary plans and compiling their information into the final project plan.
  • Scope—Three processes address scope planning. These direct the refinement of the preliminary scope statement and break down the high level goals of the project into smaller, more manageable chunks.

Project planning involve the following steps; Do your homework: evaluate the project up front; Understand the turf. Check with advisors. Ask others. Research every possibility. Projects should either die early or have every chance for success.

Prepare yourself for a possible ordeal: identify hotspots and obstacles, one cannot know everything about anything and never predict with certainty what tomorrow will bring. Planning is a matter of probabilities, which means sometimes what you plan works out and sometimes it won’t. You will save yourself a lot of time and grief if you realize and plan for this sooner than later.

Breaking it all down: into hunks, chunks, and bites

Nothing is particularly hard if you divide it into small jobs, break your project down into hunks, chunks and pieces—what are every piece of the program, from making flyers to taking out the trash at the end of the event.

Chip away at your goal a little at a time.

Give it an order: what comes first on the to-do list? Determine which hunks, chunks and pieces are to be done in what order. Make sure you’re buying staples before putting up the flyers or that you order

tablecloths in more than enough time.

Who’s doing what?: determine who is responsible for what

Determine who in a group is responsible for what. This is a great time to delegate—plus it adds buy-in from other members.

And the task will be completed when… Decide when each task needs to be done when—and stick to it! Use Forward

and Backward Planning start at the date of your program and work backwards

with your calendar to find a start date for each part to make sure you give

yourself enough time before the program—and help you plan the program for following years. Hold yourself and others accountable!

Determine cost: account for money with a budget account for all money to be spent. An alternate way of expressing your project-a credibility statement-shows the cosponsors that money was spent wisely and

benefited the most number of participants


Project execution

  • In  Execution Phase, the project team and the necessary resources to carry out the project should be in place and ready to perform project activities. The Project Plan should have been completed and made ready by this time as well.
  • The focus of the project team as well, as the project manager now shifts from planning the project efforts to participating in, observing, and analyzing the work to be done.
  • It intercepts the project integration management, project quality management, human resource management, risk management and procurement management.
  • Deliverables  are related to providing the products, services, or results desired from the project.

A Project Manager’s responsibilities do not stop once the planning of the project is done. Because a Project Manager is responsible to internal and external stakeholders, the project team, vendors, executive management, etc. the visibility of the position is intensified. Many of these people will now expect to see and discuss the resulting deliverables that were so meticulously detailed in the Planning Phase. As a Project Manager, keeping oneself from getting “down in the weeds,” especially on large projects, will be important during project execution. This will allow the Project Manager to focus their attention on enabling the project plans, processes and managing the expectations of customers and stakeholders.

  • Quality Assurance incorporates a process of evaluating overall project performance on a regular basis to provide confidence that the project will satisfy the relevant quality standards.
  •  project team members are require to help by joining hands in the management of the project. They should monitor   the performance and provide project status.
Using Status Reviews for Information Distribution
  • The project Communications Plan is an important factor in the Project Execution Phase. A large part of a Project Manager’s responsibility during execution is keeping the stakeholders informed of project status. Joint project reviews are a good way to bring visibility to all areas of the project.
  • Project Administration is initially considered during the Project Planning Phase when the Project Plan is created. During the Project Execution Phase, the Project Plan is implemented and modified as necessary
Executing the Procurement Plan

As stated in the Planning Phase of this methodology, there will be times within the Execution Phase that the agency may have to go outside their resource pool to purchase products or services needed to deliver the project. In these cases, the project Procurement Plan will be put into action. An agency may have a defined set of guidelines and policies that provide the infrastructure for project purchasing which should be integrated within the Procurement Plan.

These guidelines will outline the policy for solicitation, source selection, and contract administration. Although the solicitation and contracting responsibilities themselves may not always be managed by the Project Manager, it is still important that the Project Manager have a fundamental understanding of the contracting and procurement policies.

Project Manager Responsibilities

The Project Manager’s responsibility in the Execution Phase is to provide input into new product requirements for the services or products that were not planned for in the Planning Phase. In addition, the Project Manager will be responsible for insuring that the vendors, once contracted to do the work, meet the contractual agreements specified within their contracts. Project Managers will also be responsible for tracking, reviewing, and analyzing the performance of contractors on a project


Project monitoring and controlling

  • Involves measuring progress toward project objectives, monitoring deviation from the plan, and taking corrective action to match progress with the plan. It affects all other process groups and occurs during all phases of the project life cycle.
  • Outputs are; performance reports, requested changes, and updates to various plans. Monitoring and controlling project work, which involves collecting, measuring, and disseminating performance information as well as assessing measurements and analyzing trends to determine what process improvements can be made.
  • Performing integrated change control, which involves identifying, evaluating, and managing changes throughout the project’s life cycle.

In project monitoring, the motors do monitor the following; Men (human resources)

  • Machines
  • Materials
  • Money
  • Space
  • Time
  • Tasks
  • Quality/Technical Performance

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