Standards: PM Process Group & Knowledge Area Mapping Flashcards
Project Management Knowledge Areas
An identified area of project management defined by its knowledge requirements and described in terms of it’s processes, practices, inputs, outputs, tools and techniques
Areas of specialization and set of processes associated with a particular topic in project management
10 knowledge areas
Name the 10 knowledge areas
1) project integration management
2) scope management
3) schedule management
4) cost management
5) quality management
6) resource management
7) communications management
8) risk management
9) procurement management
10) stakeholder management
Project Management Process Groups
Logical grouping of project management inputs, tools and techniques and outputs.
All process groups can happen within a phase as goal is to repeat each Process Group until the completion criteria for each phase is met
Name the 5 Process Groups
1) initiating
2) planning
3) executing
4) monitoring and controlling
5) closing
Initiating Process Group
Consists of processes performed to define, document, and authorize a new project or project phase start and identify and analyze stakeholders
Happens at the start of each project and process group
Important to revisit information from this phase at the start of all the others to ensure project is focused on the business need identified at start of project
Purpose of Initiating Process Group?
Align stakeholders’ expectations and the project purpose, inform them on scope, objectives and discuss how their participation can ensure expectations are met
During this phase the following occurs:
- Initial scope defined
- Initial financial resources committed
- Stakeholders identified
- Project manager appointed
Initiating Process Group includes what project management processes?
1) Develop project charter
2) Identify stakeholders
Develop Project Charter: Inputs and Outputs?
Inputs:
-Business Documents, agreements, EEFs and OPAs
Outputs:
-Project charter and Assumption Log
Identify Stakeholders: Inputs and Outputs?
Inputs:
-Project charter, business documents, project management plan, project documents, agreements, EEFs and OPAs
Outputs:
-Stakeholder register, change requests, project management plan UPDATES and project document UPDATES
Planning Process Group
Processes that establish the total scope of effort, define and refine the objectives, and develop the course of action required to attain those objectives
Purpose of Planning Process Group?
Purpose: develop Project Management Plan and Project Documents
Define the course of action to successfully complete the project or phase
What is a Project Management Plan?
Document that describes how the project will be executed, monitored and controlled and closed
What is Progressive Elaboration?
Ongoing refinement of and increasing level of detail of the Project Management Plan
What is a Project Charter
Document issued by project initiator/sponsor that formally authorizes the existence of a project and allows PM to start allocating project resources and activities
Develop Project Management Plan: Inputs & Outputs
Inputs:
-Project charter, Outputs from other processes, EEFs, and OPAs
Outputs:
-Project Management Plan
Plan Scope Management: Inputs & Outputs
Documents how scope is defined, validated and controlled
Inputs: -Project charter, Project management plan, EEFs and OPAs Outputs: -Scope Management Plan and Requirements Management Plan
Collect Requirements: Inputs & Outputs
Process of determining, documenting and managing stakeholder requirements to meet objectives
Inputs:
-project charter, project management plan, project documents, business documents, Agreements, EEFs, and OPAs
Outputs:
- Requirements documentation
- Requirements traceability matrix
Define Scope: Inputs & Outputs
Developing detailed description of project and product
Inputs:
-Project charter, project management plan, project documents, EEFs, OPAs
Outputs:
-Project scope statement and project documents UPDATES
Purpose of Define Scope
Describes the product, service or result boundaries and acceptance criteria
Define Work Breakdown Structure (WBS) and it’s benefit
Process of subdividing project deliverables and work into smaller more manageable components so as to provide framework of what has to be delivered
Work Breakdown Structure (WBS): inputs & outputs
Inputs:
-Project management plan, project documents, EEFS and OPAs
Outputs:
-Scope baseline and Project document UPDATES
Plan Schedule Management and it’s benefit
Process of establishing policies, procedures and documents for sequencing project schedule
Outlines how project will take shape over time
Plan Schedule Management: Inputs & Outputs
Inputs:
-Project charter, project management plan, EEFS and OPAs
Outputs: Schedule Management plan
Define Activities and it’s benefit
Identifying action steps needed to produce deliverables so the project breaks down work packages into scheduled activities that provide a basis for estimating, scheduling, executing, monitoring and controlling the project
Define Activities: Inputs & Outputs
Inputs:
-Project management plan, EEFs and OPAs
Outputs:
-Activity list, activity attributes, milestone list, change requests, and project management plan UPDATES
Sequence Activities and it’s benefit
Process of identifying and documenting relationships among project activities and defines logical sequence
Sequence activities: Inputs and Outputs
Inputs:
-Project management plan, project documents, EEFs and OPAs
Outputs:
-Project schedule network diagrams and project document UPDATES
Estimate Activity Durations and it’s benefit
Estimation of how many work periods are needed to complete individual activities with resources.
Key Benefit: provides amount of time each activity will take to complete
Estimate Activity: Inputs & Outputs
Inputs:
-Project management plan, project documents, EEFs and OPAs
Outputs:
-Duration estimates, basis of estimates and project documents UPDATES
Develop Schedule and it’s benefit
Analyzing activity sequences, duration, resource requirements and schedule constraints to create a schedule model for the project and monitor/control it. Generates schedule model with planned dates for completing project activities
Develop Schedule: Inputs & Outputs
Inputs:
-Project management plan, project documents, agreements, EEFs and OPAs
Outputs:
-Schedule baseline, project schedule, schedule data, project calendars, change requests, project management plan UPDATES and project document UPDATES
Plan Cost Management and it’s benefit
Defining how project costs are estimated, budgeted, managed, monitored and controlled. Provides guidance and direction on how costs are managed throughout
Plan Cost Management: Inputs & Outputs
Inputs:
-Project charter, project management plan, EEFs and OPAs
Outputs:
-Cost management plan
Estimate Costs and it’s benefit
Developing an approximation of monetary resources needed to complete project
Estimate Costs: Inputs & Outputs
Inputs:
-Project management plan, project documents, EEFs and OPAs
Outputs:
-Cost estimates, basis of estimates and project document UPDATES
Determine Budget and it’s benefit
Aggregating estimated costs of individual activities/work packages to establish a cost baseline
Determines cost baseline that measured project performance and risk
Determine Budget: Inputs & Outputs
Inputs:
-Project management plan, project documents, business documents, agreements, EEFs and OPAs
Outputs:
-Cost baseline, project funding requirements and project document UPDATES
Plan Quality Management and it’s benefit
Identifying quality requirements and documenting how projects will achieve them. Provides quality assurance and management
Plan Quality Management: Inputs & Outputs
Inputs:
-Project charter, project management plan, project documents, EEFs and OPAs
Outputs:
-Quality management plan, quality metrics, project management plan UPDATES and project documents UPDATES
Plan Resource Management and it’s benefits
Defining how to estimate, acquire, manage and utilize resources. Establishes the approach and level of management effort needed for managing resources based on complexity
Plan Resource Management: Inputs & Outputs
Inputs:
-Project charter, project management plan, project documents, EEFs and OPAs
Outputs:
-Resource management plan, team charter and project documents UPDATES
Estimate Activity Resources and it’s benefits
Estimating team resources and quantity needed (equipment, material and supplies). These are physical and not people
Estimate Activity Resources: Inputs & Outputs
Inputs:
-Project management plan, project documents, EEFs and OPAs
Outputs:
-Resource requirements, basis of estimates, resource breakdown structure and project documents UPDATES
Plan Communications Management
Developing appropriate approach and plan for project communication activities based on information needs of each stakeholder
Documents approach used to effectively and efficiently engage stakeholders
Plan Communications Management: Inputs & Outputs
Inputs:
-Project charter, project management plan, project documents, EEFs and OPAs
Outputs:
-Communications management plan, project management plan UPDATES and project documents UPDATES
Plan Risk Management
Process of defining risk management activities. Ensures that the degree, type and visibility of risk management match the risks and importance of project to organization and stakeholders
Plan Risk Management: Inputs & Outputs
Inputs:
-project charter, project management plan, project documents, EEFs and OPAs
Outputs:
-risk management plan
Identify Risks
Identifying risks and sources of overall project risk. Documents risk and bring together information so the project team can respond appropriately
Identify Risks: Inputs & Outputs
Inputs:
-Project management plan, project documents, agreements, procurement documentation, EEFs and OPAs
Outputs:
-Risk register, risk report and project document UPDATES
Perform Qualitative Risk Analysis
Process of prioritizing individual risks for further analysis/action by assessing their probability and impact. Focuses efforts of high-priority risks
Perform Qualitative Risk Analysis: Inputs & Outputs
Inputs:
-Project management plan, project documents, EEFs and OPAs
Outputs:
-Project document UPDATES
Perform Quantitative Risk Analysis
Process of numerically analyzing the combined effect of individual risks. Quantifies overall project risk and provides additional quantitative risk information to support risk response planning
Perform Quantitative Risk Analysis: Inputs & Outputs
Inputs:
-Project management plan, project documents, EEFs and OPAs
Outputs:
-Project documents UPDATES
Plan Risk Responses
Developing options, selecting strategies and agreeing on actions to address overall project risk exposure as well as treating individual project risk. Identifies appropriate ways to address overall project and individual risk and allocates resources and activities into project documents and PMP as needed
Plan Risk Responses: Inputs & Outputs
Inputs:
-project management plan, project documents, EEFs and OPAs
Outputs:
-Change requests, project management plan UPDATES, project document UPDATES
Plan Procurement Management
Documenting project procurement decisions, the approach and potential sellers
Determines whether to buy goods/services from outside of project and a plan for what and how to get it
Plan Procurement Management: Inputs & Outputs
Inputs:
-project charter, business documents, project management plan, project documents, EEFs and OPAs
Outputs:
-procurement management plan, procurement strategy, business documents, procurement statement of work, source selection criteria, make-or-buy decisions, independent cost estimates and change requests
Plan Stakeholder Engagement
Developing approaches to involve stakeholders based on their individual needs, expectations, interests and impact
Provides actionable plan to interact with stakeholders effectively
Plan Stakeholder Engagement: Inputs & Outputs
Inputs:
-Project charter, project management plan, project documents, agreements, EEFs and OPAs
Outputs:
-stakeholder engagement plan
Executing Process
Actual work is completed to plan. Involves coordinating resources, managing stakeholder engagement, integrating and performing project activities in accordance to the PMP
Direct and Manage Project Work
Leading and performing work in PMP and implementing APPROVED CHANGES to provide overall management of project work, deliverables, and improving likelihood of project success. Take the resources for the project and see how its going
Direct and Manage Project Work: Inputs & Outputs
Inputs:
-Project management plan, project documents, approved change requests, EEFs and OPAs
Outputs:
-Deliverables, work performance data, issue log, change requests, project management plan UPDATES, project document UPDATES and OPAs UPDATES
Manage Project Knowledge
Using existing knowledge and creating new knowledge to achieve project objectives and contribute to organizational learning
Sharing lessons learned throughout project
Manage Project Knowledge: Inputs & Outputs
Inputs:
-Project management plan, project documents, deliverables, EEFs and OPAs
Outputs:
-Lessons learned register, project management plan UPDATES, and OPAs UPDATES
Manage Quality
Translating quality management plan into executable quality activities that incorporate organization’s quality policies into project
Increases likelihood of meeting quality objectives and identifying ineffective processes/poor quality
Looks at processes and how to manage quality
Manage Quality: Inputs & Outputs
Inputs:
-Project management plan, project documents and OPAs
Outputs:
-Quality reports, test and evaluation documents, change requests, project management plan UPDATES and project document UPDATES
Acquire Resources
Obtaining team members, facilities, equipment, materials, supplies, etc necessary
Outlines and guides selection of resources and resource allocation
Acquire Resources: Inputs & Outputs
Inputs:
-Project management plan, project documents, EEFs and OPAs
Outputs:
-Physical resource assignments, project team assignments, resource calendars, change requests, project management plan UPDATES, project document UPDATES, EEFs UPDATESand OPAs UPDATES
Develop Team
Process of improving competencies, team member interaction and overall team environment to enhance project performance
Results in improved teamwork, motivation of employees, reduced attrition, improved overall project performance.
Develop Team: Inputs & Outputs
Inputs:
-Project management plan, project documents, EEFs and OPAs
Outputs:
-Team performance, change requests, project management plan UPDATES, project documents UPDATES, EEFs UPDATES and OPAs
Manage Team
Tracking team member performance, providing feedback, resolving issues, and managing team change to optimize project performance
Influences team behavior, manages conflict and resolves issues
Has you working with individuals on team
Manage Team: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance reports, team performance assessments, EEFs and OPAs
Outputs:
-Change requests, project management plan UPDATES, project document UPDATES, EEFs UPDATES
Manage Communications
Ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring and disposition of project information
Enables efficient and effective information flow between project team and stakeholders
Manage Communications: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance reports, EEFs and OPAs
Outputs:
-Project communications, project management plan UPDATES, project document UPDATES, OPAs UPDATES
Implement Risk Responses
Implementing risk response plans so to minimize individual project threats and maximize individual project opportunities and evaluate how the plans went
Implement Risk Responses: Inputs & Outputs
Inputs:
-Project management plan, project documents, and OPAs
Outputs:
-Change requests and project document UPDATES
Conduct Procurements
Obtaining seller responses, selecting a seller and paying them. Selects qualified seller and implements legal agreement for delivery
Conduct Procurements: Inputs & Outputs
Inputs:
-Project management plan, project documents, procurement documents, EEFs and OPAs
Outputs:
-Selected sellers, agreements, change requests, project document UPDATES and OPA UPDATES
Manage Stakeholder Engagement
Communicating and working with stakeholders to meet needs and expectations
Allows project manager to increase support and minimize resistance from stakeholders
Manage Stakeholder Engagement: Inputs & Outputs
Inputs:
-Project management plan, project documents, EEFs and OPAs
Outputs:
-Change requests, project management plan UPDATES and project documents UPDATES
Monitoring and Controlling Process Group
Processes needed to track, review and regulate project progress and performance
Key benefit is that project performance is measured and analyzed on regular basis which keeps others informed and identifies where attention needs to be
Monitor and Control Project Work
Tracking, reviewing and reporting overall progress to meet the performance objectives that were originally set out
Allows stakeholders to understand state of project, recognize where action needs to be taken and have visibility to future needs of project status with scheduled cost and schedule forecasts
Monitor and Control Project Work: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance information, agreements, EEFs and OPAs
Outputs:
-Work performance reports, change requests, project management plan UPDATES and project documents UPDATES
Perform Integrated Change Control
Reviewing all change requests, approving changes, managing change deliverables, organizational process assets, project documents and PMP, and communicating decisions
Allows for documented changes within project to be considered while addressing overall risk
Perform Integrated Change Control: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance reports, change requests, EEFs and OPAs
Outputs:
-Approved change requests, project management plan UPDATES and project documents UPDATES
Validate Scope
Formalizing acceptance of completed deliverables
Brings objectivity to acceptance of process and increases probability of accepting deliverables by validating each
Validate Scope: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance data, and verified deliverables
Outputs:
-Accepted deliverables, work performance information, change requests and project documents UPDATES
Control Scope
Monitoring status of project and project scope and managing changes to the scope baseline
Scope baseline is maintained throughout project
Control Scope: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance data, and OPAs
Outputs:
-Work performance information, change requests, project management plan UPDATES and project documents UPDATES
Control Schedule
Monitoring project status to update schedule and manage changes to schedule baseline
Keeps on schedule
Control Schedule: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance data, and OPAs
Outputs:
-Work performance information, schedule forecasts, change requests, project management plan UPDATES and project documents UPDATES
Control Costs
Monitoring project status to update costs and manage cost baseline
Keeps within budget
Control Costs: Inputs & Outputs
Inputs:
-Project management plan, project documents, project funding requirements, work performance data, and OPAs
Outputs:
-Work performance information, cost forecasts, change requests, project management plan UPDATES and project documents UPDATES
Control Quality:
Monitoring and recording results of executing the quality management activities to assess performance and ensure project outputs are complete, correct and meet customer expectations
Verifies that project deliverables and work meet quality standards
Control Quality: Inputs & Outputs
Inputs:
-Project management plan, project documents, approved change requests, deliverables, work performance data, EEFs and OPAs
Outputs:
-Quality control measurements, verified deliverables, work performance information, change requests, project management plan UPDATES and project documents UPDATES
Control Resources
Process of ensuring that the physical resources assigned and allocated are available as planned, monitoring the planned vs actual utilization of resources and taking corrective action as necessary
Ensuring assigned resources are available to the product at the right time, right place and released when not needed
Control Resources: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance data, agreements, and OPAs
Outputs:
-Work performance information, change requests, project management plan UPDATES and project documents UPDATES
Monitoring Communications
Ensuring information needs and stakeholders are met
Optimal information flow as defined in the communications management plan and stakeholder engagement plan
Monitoring Communications: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance data, EEFs, and OPAs
Outputs:
-Work performance information, change requests, project management plan UPDATES and project documents UPDATES
Monitor Risks
Monitoring implementation of agreed-upon risk response plans, tracking risks, identifying and analyzing new risks, and evaluating risk process effectiveness
Enables project decisions to be made based on current information and overall project risk exposure and individual project risks
Monitor Risks: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance data, and work performance reports
Outputs:
-Work performance information, change requests, project management plan UPDATES, project documents UPDATES and OPAs UPDATES
Control Procurements
Managing outside relations. Monitoring contracts and making changes as needed to close contracts
Ensures that seller’s and buyer’s performance meets project requirements as stated in terms of legal contracts
Control Procurements: Inputs & Outputs
Inputs:
-Project management plan, project documents, agreements, procurement documentation, approved change requests, work performance data, EEFs and OPAs
Outputs:
-Closed procurements, work performance information, procurement documentation updates, change requests, project management plan UPDATES, project documents UPDATES and OPAs UPDATES
Monitor Stakeholder Engagement
Monitoring relationships and tailoring engagement strategies and plans
Maintains increased efficiency and effectiveness of stakeholder engagement of project life cycle
Monitor Stakeholder Engagement: Inputs & Outputs
Inputs:
-Project management plan, project documents, work performance data, EEFs and OPAs
Outputs:
-Work performance information, change requests, project management plan UPDATES and project documents UPDATES
Closing PROCESS GROUP
Processes to formally close/complete a project, phase or contract. Verifies that defined processes are completed within all of the Process Groups to close the project/phase as appropriate. Formally puts a close to all phases, projects and contracts
Close Project or Phase
Finalizing all activities
Project or phase information is archived, the planned work is completed, and organizational resources are released to pursue new endeavors
Close Project or Phase: Inputs & Outputs
Inputs:
-Project charter, project management plan, project documents, accepted deliverables, business documents, agreements, procurement documentation and OPAs
Outputs:
-Project documents updates, final product/service/result transition, final report and OPAs UPDATES[]
