Chapter 3 PROJECT MANAGEMENT PROCESSES - StudentsCopy.pptx

Chapter 3 project management program process for students

1. Eng: Mohammed Bahram [email protected] PROJECT MANAGEMENT 1 Chapter 3 Project Management Processes

2. Chapter outline Common Project Management Process Interactions Project Management Process Groups Initiating, Planning, Executing, Monitoring and Controlling, Closing. Project Management Framework Integration, scope, time, cost, quality, HRM, communication, risk, procurement, stakeholders. Project Information 2

3. Organizational Cultures and Styles Project management : is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. This application of knowledge requires the effective management of the project management processes. Project management processes . The processes that ensure the effective flow of the project throughout its life cycle. These processes include the tools and techniques involved in applying the skills and capabilities described in the 10 Knowledge Areas. 3

4. What is a Process? Set of interrelated actions and activities performed to achieve a specified product, service ,or result. There are 47 defined processes In the PMBOK Guide

5. Project Management Process Groups 6 Initiating Process Group Those processes performed to define a new project or a new phase of an existing project by obtaining authorization to start the project or phase. Planning Process Group Those processes required to establish the scope of the project, refine the objectives, and define the course of action required to attain the objectives that the project was undertaken to achieve. Executing Process Group Those processes performed to complete the work defined in the project management plan to satisfy the project specifications. Monitoring and Controlling Process Group Those processes required to track, review, and regulate the progress and performance of the project; identify any areas in which changes to the plan are required; and initiate the corresponding changes. Closing Process Group Those processes performed to finalize all activities across all Process Groups to formally close the project or phase.

6. Project Management Process Interactions 7 The application of the project management processes is iterative/repeated, and many processes are repeated during the project. Monitoring and Controlling processes occur at the same time as processes contained within other Process Groups. The output of one process generally becomes an input to another process or is a deliverable of the project, subproject, or project phase. The Planning Process Group provides the Executing Process Group with project management plan and project documents.

7. Interaction Between Process Groups 8 Figure 3-2 illustrates how the Process Groups interact and shows the level of overlap at various times. If the project is divided into phases, the Process Groups interact within each phase.

8. 1- Initiating Process Group 9 the initial scope is defined and initial financial resources are committed. Internal and external stakeholders, who will interact and influence the overall outcome of the project, are identified. the project manager is selected. the project charter is written and approved. A project boundary is defined as the point in time at which the start or completion of the project or a project phase is authorized. What are key activities that occur during the initiating phase?

9. 2- Planning Process Group 10 The Planning processes develop the project management plan and the project documents that will be used to carry out the project. As more project information are gathered and understood, additional planning will be required. Significant changes occurring throughout the project life cycle trigger a need to re-plan. Helps to define the strategy and tactics as well as the course of action or path to successfully complete the project or phase. The project management plan and project documents developed as outputs from the Planning Process Group. What are key activities that occur during the Planning phase?

10. 3- Executing Process Group 11 This Process Group involves coordinating people and resources, managing stakeholder expectations, as well as integrating and performing the activities of the project in accordance with the project management plan. During project execution, results may require re-planning. This may include changes to expected activity durations, changes in resource productivity and availability, and unanticipated risks. A large portion of the project’s budget will be expended in performing the Executing Process Group processes . What are key activities that occur during the Executing phase?

11. 4- Monitoring and Controlling Process Group 12 The project performance is measured and analyzed at regular intervals, appropriate events, or exception conditions to identify variances from the project management plan. It involves: Controlling changes and recommending corrective actions or preventive actions in anticipation of possible problems, Monitoring the ongoing project activities against the project management plan and the project performance measurement standards, and, Influencing the factors that could avoid integrated change control so only approved changes are implemented. What are key activities that occur during the Monitoring and Controlling phase?

12. 5- Closing Process Group 13 This Process Group confirms that the defined processes are completed within all of the Process Groups to close the project or a project phase and formally concludes the project or project phase is complete. Early closed projects may include, for example: Aborted projects, and Projects having a critical situation. At project or phase closure, the following may occur: Obtain acceptance by sponsor to formally close the project. Conduct post-project or phase-end review, Document lessons learned, Archive all relevant project documents, Close out all procurement activities, Do team members’ assessments and release project resources. What are key activities that occur during the Closing phase?

13. Project Information 14 Throughout the life cycle of the project, a significant amount of data and information is collected, analyzed, transformed, and distributed in various formats to project team members and other stakeholders. The collected data are analyzed and transformed to become project information during various Controlling processes. The information may then be communicated verbally or stored and distributed as reports in various formats.

14. Project Information 15 Work performance data . The raw observations and measurements identified during activities performed to carry out the project work. Examples include reported percent of work physically completed, quality and technical performance measures, start and finish dates of schedule activities, number of change requests, number of defects, actual costs, actual durations, etc. Work performance information . The performance data collected from various controlling processes, analyzed in context and integrated based on relationships across areas. Examples of performance information are status of deliverables, implementation status for change requests, and forecasted estimates to complete. Work performance reports . The physical or electronic representation of work performance information compiled in project documents, intended to generate decisions or raise issues, actions, or awareness. Examples include status reports, memos, justifications, information notes, electronic dashboards, recommendations, and updates.

15. Project Management Framework 16

16. Project Management Framework 17 1- Project Integration Management. includes the processes and activities to identify, define, combine, unify, and coordinate the various processes and project management activities within the Project Management Process Groups. Integration Management Develop Project Charter Develop Project Management Plan Direct and Manage Project Execution •Monitor and Control Project Work •Perform Integrated Change Control •Close Project

17. Project Management Framework 18 2- Project Scope Management. includes the processes required to ensure that the project includes all the work required, and only the work required, to complete the project successfully. Validate Scope Control Scope Plan scope Management Collect Requirements Define Scope Create WBS Scope Management

18. Project Management Framework 19 3- Project Time Management. Project Time Management includes the processes required to manage the timely completion of the project. Control Schedule Plan schedule Management Define Activity Sequence Activity Estimating Resource Estimating Duration Develop Schedule Time Management

19. Project Management Framework 20 4- Project Cost Management. includes the processes involved in planning, estimating, budgeting, financing, funding, managing, and controlling costs so that the project can be completed within the approved budget. Control costs Plan Cost management Estimating Cost Determine Budget Cost Management

20. Project Management Framework 21 5- Project Quality Management. includes the processes and activities of the performing organization that determine quality policies, objectives, and responsibilities so that the project will satisfy the needs for which it was undertaken. Control quality Perform Quality Assurance Plan Quality Management Quality Management

21. Project Management Framework 22 6- Project Human Resource Management . Project HRM includes the processes that organize, manage, and lead the project team. HR Management Plan Human Resource Management Acquire Project Team Develop Project Team Manage Project Team

22. Project Management Framework 23 7- Project Communications Management. includes the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information. Communication Management Plan Communication Management Manage Communications Control Communications

23. Project Management Framework 24 8- Project Risk Management. includes the processes of conducting risk management planning, identification, analysis, response planning, and controlling risk on a project. Risk Management Plan Risk Management Identify Risk Perform Qualitative Risk Analysis Perform Quantitative Risk Analysis Plan Risk Response Control Risks

24. Project Management Framework 25 9- Project Procurement Management. includes the processes necessary to purchase or acquire products, services, or results needed from outside the project team. Procurement Management Plan Procurement Management Conduct Procurement Control Procurement Close Procurement

25. Project Management Framework 26 10- Project Stakeholder Management. includes the processes required to identify the people, groups, or organizations that could impact or be impacted by the project, to analyze stakeholder expectations and their impact on the project, and to develop appropriate management strategies for effectively engaging stakeholders in project decisions and execution. Stakeholder Management Identify Stakeholder Plan Stakeholder Management Manage Stakeholder expectations Control Stakeholder

26. The Project Life Cycle… new brand car 27

27. Questions 28 1- A large portion of the project’s budget is expended in which of the following process group? 1. Initiating 2. Planning 3. Executing 4. Monitoring & Controlling 2- You are a project manager working on creating a new product under matrix organizational structure. Your responsibilities include initiating preventive action in anticipation of possible problems. Which process group covers this? 1. Executing 2. Monitoring & Controlling 3. Planning 4. Closing 3- Which of the following knowledge area is part of the closing process group? 1. Project quality management 2. Project scope management 3. Project time management 4. Project integration management

28. Questions 29 4- Which of the following is not correct? 1. The process groups are project life cycle phases 2. The five process groups have clear dependencies and are typically performed in each project and highly interact with each other 3. The application of the project management processes is iterative and many processes are repeated during the project 4. The project management processes are linked by specific inputs and outputs where the result or outcome of one process becomes the input to another process 5- Which of the following activities is not performed as a part of project closure? 1. Verify Scope 2. Formal acceptance 3. Ensure all deliverables are developed as per contract 4. Create lessons learned and update organizational process assets 6- What represents a complete set of concepts, terms and activities that make up a professional field, or an area of specialization? 1. Process 2. Process group 3. Project phase 4. Knowledge area

29. Questions 30 7- Processes that provide the project team with insight into the health of the project and identifies any area requiring additional attention are performed in _______________. a. Planning b. Initiating c. Executing d. Monitoring and Controlling 8- The team has completed all design work and is ready to start creating a product of the project. There are construction and IT elements in this project, and the project manager has leaned heavily on the subject matter experts in the organization for their technical expertise and knowhow. You have determined that some of the work needs to be contracted to an external vendor who has the necessary expertise to deliver what is needed for the project. You are in the process of selecting a vendor. What process group are you in? a. Planning b. Initiating c. Monitoring and Controlling d. Executing

30. Questions 31 What is a Process? And how many processes are defined in the PMBOK Guide? State and explain the 5 Project Management Process Groups? Differentiate among data, information, reports in the project? Project Management Framework consist of 10 knowledge areas, please state them? What are key activities that occur during the initiating phase? What are key activities that occur during the Planning phase? What are key activities that occur during the Executing phase?

31. 32 Eng: Mohamed Bahram Petroleum Engineering