Overview - Project Management Processes

Project Management Process

The Project Management Institute (PMI^®) has defined 49 project management processes that can be applied to any project to guide it from initiating to closure.

Project Management Process Group

The 49 project management processes are organized in a logical sequence under five Process Groups as outlined below. These processes are covered in more detail in later sections. The following provides a high-level overview of the Process Groups and the corresponding processes.

1. Initiating

It consists of two processes:

1. Develop Project Charter: A project charter is a formal document that authorizes the project and defines its objectives, stakeholders, and high-level scope.
2. Identify Stakeholders: Analyze and document who is impacted by the project, their needs, and their influence, setting the foundation for stakeholder engagement.

2. Planning

It consists of 24 processes:

1. Develop Project Management Plan: Establish the overall framework, integrating subsidiary plans to guide the project.
2. Plan Scope Management: Define how the scope will be managed, controlled, and documented throughout the project.
3. Collect Requirements: Gather stakeholder needs and expectations to define the project scope.
4. Define Scope: Develop a detailed description of the project scope.
5. Create WBS (Work Breakdown Structure): Break down project scope into manageable work components.
6. Plan Schedule Management: Define how the schedule will be planned, structured, and controlled.
7. Define Activities: Identify and document specific actions required to produce project deliverables.
8. Sequence Activities: Organize project activities based on dependencies and constraints.
9. Estimate Activity Durations: Estimate the time required to complete each project activity.
10. Develop Schedule: Create the project schedule by analyzing activity sequences, durations, and resource requirements.
11. Plan Cost Management: Define how project costs will be planned, managed, and controlled.
12. Estimate Costs: Estimate the financial resources needed to complete project activities.
13. Determine Budget: Aggregate cost estimates into a project budget, including contingency reserves.
14. Plan Quality Management: Define quality standards, processes, and controls for project deliverables.
15. Plan Resource Management: Develop strategies for acquiring, managing, and utilizing project resources.
16. Estimate Activity Resources: Estimate the types and quantities of resources required for project activities.
17. Plan Communications Management: Define how project information will be generated, collected, distributed, and stored.
18. Plan Risk Management: Define the risk management strategy and approach for the project.
19. Identify Risks: Identify and document potential project risks and their causes.
20. Perform Qualitative Risk Analysis: Prioritize risks based on their likelihood and impact.
21. Perform Quantitative Risk Analysis: Numerically analyze the effect of identified risks on project objectives.
22. Plan Risk Responses: Develop strategies to mitigate, transfer, accept, or avoid identified project risks.
23. Plan Procurement Management: Develop strategies for acquiring goods and services from external suppliers.
24. Plan Stakeholder Engagement: Develop strategies for managing stakeholder expectations and involvement throughout the project.

By the end of this process, a comprehensive project plan is in place, providing clear direction and a framework for managing the project efficiently and effectively.

3. Executing

It consists of 10 processes:

1. Direct and Manage Project Work: Execute planned activities and manage project deliverables.
2. Manage Project Knowledge: Leverage lessons learned and foster knowledge-sharing.
3. Manage Quality: Ensure that quality standards are being followed.
4. Acquire Resources: Secure team members, equipment, and materials.
5. Develop Team: Improve team competencies, interaction, and overall environment.
6. Manage Team: Track team performance and resolve conflicts.
7. Manage Communications: Ensure timely and effective exchange of project information.
8. Implement Risk Responses: Act on strategies to mitigate or capitalize on identified risks.
9. Conduct Procurements: Obtain and manage contracts or agreements.
10. Manage Stakeholder Engagement: Address stakeholder needs and expectations.

4. Monitoring and Controlling

It consists of 12 processes:

1. Monitor and Control Project Work: Track overall project performance.
2. Perform Integrated Change Control: Review and approve changes to the project.
3. Validate Scope: Ensure deliverables meet acceptance criteria.
4. Control Scope: Monitor scope and manage changes.
5. Control Schedule: Track progress and adjust the schedule as needed.
6. Control Costs: Monitor spending and manage budget deviations.
7. Control Quality: Ensure deliverables meet quality standards.
8. Control Resources: Ensure resources are used as planned.
9. Monitor Communications: Confirm information is flowing effectively.
10. Monitor Risks: Track and respond to identified risks.
11. Control Procurements: Manage contracts and supplier performance.
12. Monitor Stakeholder Engagement: Assess and enhance stakeholder relationships.

5. Closing

It consists of one process:

1. Close Project or Phase: Finalize all activities, obtain formal acceptance, complete and settle contracts or agreements, and archive documentation.

Summary

The project management processes and process groups provide a structured framework for successfully managing a project from start to finish. By organizing activities into five key process groups—Initiating, Planning, Executing, Monitoring and Controlling, and Closing—project managers can ensure that each phase of the project is carefully planned, executed, and controlled. This systematic approach helps to align stakeholder expectations, manage resources efficiently, mitigate risks, and ultimately achieve project objectives within the defined scope, time, and budget.