Learn about the PMBoK project management methodology, including process groups and knowledge areas. Get an overview of initiation, planning, execution, and more.
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PMBoK Project Management Table of Contents Introduction...........................................................................................................................................2 Process Groups......................................................................................................................................2 Initiation............................................................................................................................................2 Planning.............................................................................................................................................2 Execution...........................................................................................................................................3 Control...............................................................................................................................................3 Closure..............................................................................................................................................4 Knowledge Areas..................................................................................................................................4 Risk Management..............................................................................................................................4 Time Management.............................................................................................................................5 Communication Management............................................................................................................5 Human Resource Management..........................................................................................................6 Scope Management...........................................................................................................................6 Conclusion.............................................................................................................................................7 References.............................................................................................................................................8 1
PMBoK Project Management Introduction Project Management Body of Knowledge (PMBoK) is a project management methodology that has been defined by Project Management Institute (PMI). It is the methodology that comprises of the guidelines for effective project management and assists the Project Manager and other members in the project team to execute the project as per the best practices. The methodology includes five process groups and ten knowledge areas that are applied and handled for the overall project management. The contribution of these five process groups and the impact of five out of ten project knowledge areas are covered in the report. Process Groups Initiation The first process group that is defined under the PMBoK methodology is the initiation process group. It is the group that provides the ability to set the basics right and comprises of the high-level analysis of the project from the managerial and operational aspects. One of the significant activities that are covered in the process group is the conduction of the feasibility studies. The business firms take up the projects without realizing the doability of the same. This often results in the project failures and the management is held responsible for the same. However, the initiation process group under the PMBoK methodology provides the ability to understand the areas that can be accomplished and the ones that may be not (Cuevas et al., 2018). Therefore, the success or failure rate of the project is determined in the process group and there is a high-level analysis of the benefits and estimates done. The results are documented in a formal project charter which is shared with the internal and external stakeholders. The process group contributes in managerial activities by communicating the initial project details to all the stakeholders so that transparency is maintained all throughout. Planning One of the most significant process groups defined under project management is the planning process group. It is the group in which the project plans and sub-plans are made. It contributes in the overall project management and handling by defining and managing the 2
PMBoK Project Management project scope. The project activities and regulated and conducted as per the scope and therefore, it is necessary that the scope statement is clearly defined. There are also several estimates that are made in this process group. The estimations on the project schedule, costs, effort, etc. is made in this process group. It provides the project team and the management with the clarity on the distribution and optimization of the resources available for the project. There are also various sub-plans made in this process group, such as risk management plan, communication management plan, quality management plan, etc. All of these sub-plans ensure that the project aims and objectives are achieved and the deliverables are provided to the project clients on time. There is a project management plan also developed and shared with the stakeholders at the end of this process group. The plan is referred at every project stage to keep it on track (Hairul Nizam Md Nasir et al., 2015). Execution The third process group defined under the PMBoK methodology is the execution process group. The entire project plans and sub-plans that are developed in the previous process groups are executed in this stage of the project. The process group provides the project management and the team with the ability to provide the project clients with the deliverables and adhere with the best project guidelines and practices. This process group contributes in overall project handling and management by bringing the plans in to action and making sure that the project is always on track (Matos and Lopes, 2013). Control The fourth process group that has been defined under the PMBoK methodology is the control group. It is necessary that the quality of the service or product being developed is always maintained. There are several monitoring and control techniques conducted under this group to maintain the overall quality. For example, the process group comprises of the set of guidelines that the Project Manager and other senior resources may follow the carry out the project reviews and audits. The results of these processes are used to improve the project deliverables. There are also numerous changes introduced in the project which are handled and controlled in this process group. There may also be various risks that may emerge and these risks and managed throughout the project (Brioso, 2015). This process group; however, determines the 3
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PMBoK Project Management risk treatment and control activities so that the project continuity may be maintained. The implementation tasks and activities are also conducted in this phase. One of the control processes that are normally conducted involves the schedule and cost management for the project. The project schedule and cost shall be maintained so that there is no overrun in any of these areas. The use of techniques, such as Earned Value Analysis is done to make sure that schedule and cost variance is zero or positive. Closure The last process group defined under PMBoK is the closure process group. It involves the execution of numerous closure activities and processes. The performance evaluation is done in this process group for the project team members and the entire project. There is also reflection exercise and lessons learned process carried out in this process group. The areas of improvement and the specific strengths and weaknesses are determined in this process group. The project is considered as successfully completed only when the deliverables are accepted and signed off by all the concerned parties. Also, there are trainings and documentation processes and their management essential in the project. The process group includes the guidelines for these activities so that a streamlined project closure is done. There are some of the performance indicators defined in the process group which may be used to make sure that the project performance is adequately handled and evaluated (Fanning, 2014). There is a formal closure report developed and submitted at the end of the process group that marks the end of the project. All of the activities done in the project are included in the closure report. Knowledge Areas There is several knowledge areas defined and included under the PMBoK guidelines. There is specific significance and impact associated with these knowledge areas. Five such knowledge areas and their impact & benefit on the project is included in the sections below. Risk Management There are various risks that may come up in the projects in terms of the resource risks, communication risks, operational risks, technology risks, ethical risks, quality risks, legal risks, and many others. The project knowledge area provides the guidelines that may be 4
PMBoK Project Management implemented for the handling and management of these risks. It has a positive impact on the project as the project continuity is always maintained with adequate risk management. The risk management guidelines and knowledge area includes the description of various steps for risk handling. The identification of these risks is done in the first step so that all of the possible risks are known (Wang, Wu and Wang, 2013). It is then followed by analysis, treatment, control, and closure steps. The risk management knowledge area makes sure that the project goals are achieved without any gaps or loopholes in between. It also ensures that the positive project risks are identified and accepted and the negative risks are mitigated and prevented. It is done so that the project is always on track. Time Management There is a defined timeline associated with a project and the project clients and stakeholders wish to have the project deliverables provided to them as per the determined schedule. The project time management is a knowledge area that involves the estimation and determination of the project schedule which may be followed to meet the client expectations. It includes the estimation of the overall project duration and determines the duration of each of the project activity. The start and finish dates of these activities are identified so that the progress may be made accordingly (Jamali and Oveisi, 2016). It has a positive impact on the project as the project resources and stakeholders have the clarity on the project timeline and the priorities are set up accordingly. The resources have a goal in perspective which is followed to meet the overall project objective. The optimal distribution and the allocation of the funds are also rightfully done as it is closely associated with the project timeline. Communication Management There are several entities involved in the project at the internal and external levels. It is necessary that the involvement of each of these entities is ensured all throughout the project. The project management and team must have active communication so that the clarity on project activities and resources is always maintained. The management and project client shall also maintained enhanced communication so that the expectations are understood and clearly set. There are also other stakeholders involved in the project that must be provided with project updates to maintain their interest and contribution levels (Rose, 2011). 5
PMBoK Project Management Communicationmanagementis the project knowledge area that achievesall of these activities by providing the communication guidelines for the project. The communication modes, meeting schedule, stakeholder mapping, etc. is included in the project knowledge area to make sure that active participation is ensured by all the parties. Also, the collaboration and cohesion among the team members is developed to achieve the successful results. The knowledge area also provides the ability to control and avoid the project conflicts. Human Resource Management The human resource management is the project knowledge area that includes the strategies and practices for handling the project resources. The project is made successful due to the team effort and it is necessary that the effort is put in the right direction. The project knowledge area includes the distribution of roles and responsibilities to the human resources. These responsibilities are assigned on the basis of the resource skills and abilities. The use of RACI matrix and other techniques is done for this purpose (Zwikael, 2009). The resources are also involved in the one-on-one discussion processes. The professional development is ensured by providing them with the resource-oriented policies and there are trainings also arranged for the resources. The management of the human resources is tactfully done utilizing the guidelinesillustrated in the process group so that the interest and contribution of the resources along with their own growth and development is always ensured. Scope Management There are several activities that are involved in the project and these are assigned to the project team. However, there are some of the additional activities that may not be required or may be added later on. The scope management is the project knowledge area that defines the project scope and makes sure that it is correctly managed. There are activities in and out of the project scope that need to be identified and these shall be known to the project management, client, and the project team members (Rooij, 2009). There are several risks associated with the project scope, such as scope creep and inability to manage project changes. With the utilization of the guidelines under this project area, the risks associated with the project scope are prevented and controlled. There are also various activities that are not covered in the scope. The client shall be informed about these activities so that there are no confusions in the later stages. Also, the project schedule, cost, and effort estimation can be correctly done using the defined project scope. It has a positive implication 6
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PMBoK Project Management on the project as the control and monitoring activities can be effectively conducted using the guidelines. Conclusion PMBoK is a project management methodology that comprises of five process groups and there are ten project knowledge areas that are covered by the methodology. The Project Manager and the members of the project team shall utilize the guidelines defined under PMBoKsothattheymaysucceedinprovidingtheprojectdeliverablesasperthe expectations. Also, the project knowledge areas can be executed using best practices and can also be integrated with each other so that the project objectives may be attained. The project success rate is also increased with the adherence towards such project guidelines. 7
PMBoK Project Management References Brioso,X.(2015).IntegratingISO21500GuidanceonProjectManagement,Lean Construction and PMBOK.Procedia Engineering, 123, pp.76-84. Cuevas, A., Gil, P., Sanchez, V. and Hernandez, A. (2018). Feasibility Study using the PMBOK Methodology.International Journal of Advanced Engineering, Management and Science, 4(8), pp.594-596. Fanning, F. (2014). Adapting PMBoK Guidance to Public Sector Projects.Organization, technology and management in construction: An international journal, 6(3). Hairul Nizam Md Nasir, M., Sahibuddin, S., Ahmad, R. and Sanim Mohd Fauzi, S. (2015). How the PMBOK Addresses Critical Success Factors for Software Projects: A Multi-round Delphi Study.Journal of Software, 10(11), pp.1283-1300. Jamali, G. and Oveisi, M. (2016). A Study on Project Management Based on PMBOK and PRINCE2.Modern Applied Science, 10(6), p.142. Matos, S. and Lopes, E. (2013). Prince2 or PMBOK – A Question of Choice.Procedia Technology, 9, pp.787-794. Rooij, S. (2009). Scaffolding project-based learning with the project management body of knowledge (PMBOK).Computers & Education, 52(1), pp.210-219. Rose, K. (2011). Book Review: Construction Extension to the PMBOK Guide Third Edition. Project Management Journal, 39(1), pp.98-98. Wang, W., Wu, J. and Wang, D. (2013). The Risk Management Framework of Aero-Product Development Based on PMBOK.Applied Mechanics and Materials, 380-384, pp.4637-4642. Zwikael, O. (2009). The Relative Importance of the PMBOK® Guide's Nine Knowledge Areas during Project Planning.Project Management Journal, 40(4), pp.94-103. 8