Project management is a wider realm than it seems, having an extensive array of processes- each with a set of activities to execute. As per Project Management Institute’s (PMI) guidelines which also forms the basis for the Certified Associate in Project Management (CAPM) exam, generally, a project management process has five basic process groups namely, Initializing, Planning, Executing, Monitoring and Controlling, and Closing. Here, we delineate the typical activities within each of the processes.
1. Initiation Process Group
The initiation process group is designed to formally start the project. It involves setting the project’s definition and scope. The activities in this stage might include but are not limited to:
- Project Charter Development: Here, the project manager develops the project charter that outlines the project’s objectives, identifies stakeholders, defines the project manager’s authority, and forms the base of the project.
- Identification of Stakeholders: Here, the potential stakeholders are recognized, their interest and impact on the project is assessed, and their expectations are identified.
2. Planning Process Group
This is where detailed planning of every aspect of the project is done. In essence, designing a roadmap to guide the execution. Activities of this phase include:
- Develop Project Management Plan: This involves the development of a cohesive project management plan that integrates and consolidates all subsidiary management plans and baselines.
- Define and Sequence Tasks: Project tasks are defined, sequenced, and scheduled based on their dependencies, taking into account the resources, and time.
- Determine Budget: Here, the necessary costs are projected, a budget is set, and the project’s cost baseline is established.
3. Executing Process Group
In the execution phase, plans are put into action. The major activities in this phase are:
- Direct and Manage Project Work: Involves the execution of the work defined in the project management plan to achieve the project’s deliverables.
- Quality Assurance: Ensuring that quality standards are met through the use of quality control and quality management systems.
- Develop Team: This activity focusses on enhancing team competencies, team member interaction, and team environment to improve project performance.
4. Monitoring and Controlling Process Group
This phase involves tracking, reviewing, and controlling the progress and performance of the project. The core activities of this phase include:
- Monitor and Control Project Work: Here, the project manager keeps an eye on the project work against the project management plan and performance baselines.
- Perform Integrated Change Control: This involves reviewing all requested changes, approving changes, and managing changes to deliverables, project documents, and the project management plan.
- Control Procurements: Here, the project manager manages procurement relationships, monitors contract performance, and makes changes and corrections as needed.
5. Closing Process Group
The final phase of project management, it involves formally concluding and archiving the project. The crucial activities of this phase are:
- Close Project or Phase: This activity involves finalizing all project activities to officially close the project or phase.
- Contract Closure: This entails the completion and settlement of contracts, including the resolution of any open items.
Aspiring CAPM-certified professionals need to understand and adeptly manage these activities within each process to assure the efficient and effective project management. Each activity within the process holds unique significance, and negligence of any one of them might stagger the whole project process. Hence, meticulous focus and impeccable execution are key.
Practice Test
True or False: Activity Definition, Activity Sequencing, and Activity estimating are all processes within Project Time Management.
- True
- False
Answer: True
Explanation: These activities are part of the processes that help to manage the time constraints of a project effectively.
Multiple select: The tasks involved in Activity Definition include:
- a) Identify specific activities that must be performed.
- b) Create the activity list.
- c) Develop network diagrams.
- d) Estimate the activity duration.
Answer: a) Identify specific activities that must be performed and b) Create the activity list.
Explanation: The task of developing network diagrams and estimating the activity duration is taken up in the processes of Activity Sequencing and Activity Estimating respectively, not in Activity Definition.
Single select: Which of the following is not a key input to the Process of Defining Activities?
- a) Project Scope Statement
- b) Project Management Plan
- c) Enterprise Environmental Factors
- d) Work Performance Data
Answer: d) Work Performance Data
Explanation: Work Performance data is not a key input to the Process of Defining Activities as this process aims to identify and document specific activities that needs to be performed, not to analyse performance.
True or False: The project schedule, resource requirements, and risk register are key outputs of the Activity Definition process.
- True
- False
Answer: False
Explanation: While these are important outputs in the Time Management knowledge area, they are not specifically output of the Activity Definition process.
The term “Work Package” in Activity Definition refers to:
- a) The physical work to be done in the project
- b) Detailed descriptions of project activities
- c) Small chunks of work that can be easily assigned and controlled
- d) None of the above
Answer: c) Small chunks of work that can be easily assigned and controlled
Explanation: A work package is a specific group of related tasks that can be assigned to a specific person or team and can be controlled and managed as one unit.
True or False: The Activity List, Activity Attributes, and Milestone List are the main outputs of the Activity Definition process.
- True
- False
Answer: True
Explanation: These are outputs as they provide details on the activities that will be performed in the project.
Single select: Using historical information to estimate current project durations is a technique used in:
- a) Activity Definition
- b) Activity Sequencing
- c) Activity Duration Estimating
- d) Activity Resource Estimating
Answer: c) Activity Duration Estimating
Explanation: This technique is mainly used in Activity Duration Estimating to determine the time each activity in the project will take.
True or False: Activity Dependencies are identified in the Activity Sequencing process.
- True
- False
Answer: True
Explanation: It is in the Activity Sequencing process that we identify and document dependencies among project activities.
Single select: Which of the following is not a component of the Schedule Management Plan?
- a) Schedule model
- b) Project schedule
- c) Activity list
- d) Change control system
Answer: d) Change control system
Explanation: While change control is important, it is not a component of the Schedule Management Plan.
True or False: Activity Sequencing and Activity Duration Estimating can happen concurrently.
- True
- False
Answer: True
Explanation: These two processes can indeed happen concurrently. The results from these two processes are used to develop the project schedule.
Interview Questions
What is the first step in the project management process?
The first step in the project management process is the initiation phase, wherein the project is defined at a broad level.
What activities are involved in the planning process?
The planning process includes defining the project scope, developing detailed task plans, resource planning, financial planning, risk management, and defining the communication plans.
What form of project management activity does “Work Breakdown Structure” (WBS) belong to?
“Work Breakdown Structure” (WBS) is a key activity within the planning process. It involves decomposing the project into smaller, manageable parts.
What does the execution phase involve in the project management process?
The execution phase involves the implementation of the project plan, i.e., the work defined in the project management plan is performed to deliver the project’s requirements.
Are status updates to stakeholders part of the control process in project management?
Yes, reporting progress and status updates to stakeholders is part of the monitoring and control process in project management.
What are the main activities in the closing phase of the project management process?
In the closing phase of the project management process, the main activities include project review, documenting lessons learned, release of resources, and project hand-off.
How does risk management feature in the project management process?
Risk Management is a primary aspect of the planning process, monitoring and controlling process. It involves identifying possible risks, assessing their potential impact, and proposing mitigation strategies.
Can the project management processes overlap in real project situations?
Yes, project management processes often overlap and reiterate as projects are rarely linear in nature.
What is the responsibility of the project manager during the initiation process?
The project manager’s key responsibilities during the initiation process are defining the project, getting project approval, and identifying stakeholders.
What changes may occur during the project execution phase?
During the project execution phase, changes may occur to the project scope, schedule, or costs. All of these changes should be managed properly to avoid any negative impact on the project.
What main activities are included in the monitoring and control process group?
The main activities in the monitoring and control process group include tracking, reviewing, and regulating the performance and progress of the project.
Is procurement management part of the project management process?
Yes, procurement management is part of the project management process and typically falls under the execution phase wherein services or products from outside the project team are secured.
Where do the activities of scope definition and task identification fall in the project management process?
The activities of scope definition and task identification fall within the planning phase of the project management process.
Does quality control come under the execution phase of the project management process?
Quality control is typically part of the monitoring and control phase, though quality management should be considered throughout the entire project management process.
How would the closure process affect the project team?
During the closure process, the project manager needs to release the project resources, which often involves disbanding the project team and possibly reassigning team members to new projects.
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