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Project Management Process Groups

Posted Oct 20, 2023 Updated Dec 10, 2023
In (CS) Learning Note
3 min read

Project Management Process Groups are a set of five interrelated and distinct phases (Initiating, Planning, Executing, Monitoring and Controlling, Closing) that cover the entire project management life cycle. They provide a framework for organizing and managing projects effectively.

Contents

What Is a Systems Approach?

  • A systems approach emerged in the 1950s to describe a holistic and analytical approach to management and problem-solving

  • Three parts include:

    • Systems philosophy: an overall model for thinking about things as systems
    • Systems analysis: problem-solving approach
    • Systems management: address business, technological, and organisational issues before making changes to systems

Product Life Cycle / Project Life Cycle / SDLC

Project Life Cycle Models

  • Predictive life cycle: The scope, schedule, and cost are determined early, and changes to scope are carefully managed.
    • Project Management Institute (PMI) also refers to predictive life cycles as waterfall.
  • Iterative life cycle: The scope is determined early, but time and cost estimates are modified as the understanding of the product increases.
    • Iterations are used to develop the product through a series of repeated cycles to add to the functionality of the product.
    • This approach works best when there is a high degree of change and a low frequency of delivery.
  • Incremental life cycle: Deliverables are produced through a series of iterations that add functionality within a set time frame.
    • The deliverable is not complete until after the final iteration.
    • This approach works best when there is a low degree of change and a high frequency of delivery.
  • Adaptive life cycle: Stakeholders define and approve the detailed scope before the start of an iteration, producing a usable product at the end of each iteration.
    • PMI also refers to adaptive life cycles as agile or change-driven.
    • This approach works best when there is a high degree of change and a high frequency of delivery.
  • Hybrid life cycle: A combination of approaches is used based on the nature of the work.
    • For example, some deliverables might have a low degree of change and low frequency of delivery such as monthly or quarterly progress reports.
    • On the other had a high degree of change and a high frequency of delivery such as certain software features, and so on.

Predictive Life Cycle Models

  • Waterfall model: has well-defined, linear stages of systems development and support
  • Spiral model: shows that software is developed using an iterative or spiral approach rather than a linear approach
  • Prototyping model: used for developing prototypes to clarify user requirements (heavy user involvement)
  • Rapid Application Development (RAD) model: uses an approach in which developers work with an evolving prototype.
    • This life cycle model also requires heavy user involvement and helps produce systems quickly without sacrificing quality.

Knowledge Areas and Process Groups in Project Management

  • Project management consists of 10 knowledge areas:
    • Integration, scope, schedule, cost, quality, resource, communications, risk, procurement, and stakeholder management
  • Projects involve five project management process groups:
    • Initiating, planning, executing, monitoring & controlling, and closing

Alpha (Excellent) PM spends more time on planning and pay off in execution:

Process Group Alpha PM Average PM Alpha Difference (%)
Initiating 2% 1% 100% more
Planning 21% 11% 91% more
Executing 69% 82% 16% less
Monitoring & Controlling 5% 4% 25% more
Closing 3% 2% 50% more
Total 100% 100%  

Characteristics of the Process Groups

  • The amount of resources and length of each process group varies for every project
    • Normally, executing tasks requires the most resources and time, followed by planning tasks
    • Monitoring and controlling processes are done throughout the project’s life span
    • Initiating and closing tasks are usually the shortest (at the beginning and end of a project or phase, respectively), and they require the least amount of resources and time
    • However, every project is unique, so there can be exceptions
(CS) Learning Note, Software Project Management
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