Chapter 3:
The Project Management Process
Groups: A Case Study
Information Technology Project
Management, Eighth Edition
Note: See the text itself for full citations.
Learning Objectives
Describe the five project management process
groups, the typical level of activity for each, and
the interactions among them
Understand how the project management process
groups relate to the project management
knowledge areas
Discuss how organizations develop information
technology (IT) project management
methodologies to meet their needs
Information Technology Project
Management, Eighth Edition Copyright 2016 2
Learning Objectives
Review a case study of an organization applying the
project management process groups to manage an IT
project, describe outputs of each process group, and
understand the contribution that effective initiating,
planning, executing, monitoring and controlling, and
closing make to project success
Review the same case study of a project managed with
an agile focus to illustrate the key differences in
approaches
Describe several templates for creating documents for
each process group
Information Technology Project
Management, Eighth Edition Copyright 2016 3
Project Management Process Groups
A process is a series of actions directed toward a
particular result
Project management can be viewed as a number
of interlinked processes
The project management process groups include
◦ initiating processes
◦ planning processes
◦ executing processes
◦ monitoring and controlling processes
◦ closing processes
Information Technology Project
Management, Eighth Edition Copyright 2016 4
Figure 3-1. Percentage of Time Spent
on Each Process Group
Information Technology Project
Management, Eighth Edition Copyright 2016 5
What Went Wrong?
Philip A. Pell, PMP, commented on how the U.S. IRS
needed to improve its project management process. “Pure
and simple, good, methodology-centric, predictable, and
repeatable project management is the SINGLE greatest
factor in the success (or in this case failure) of any project…
The project manager is ultimately responsible for the
success or failure of the project.”*
A 2014 U.S. Government Accountability Office (GAO) report
stated that IRS had significant cost and schedule variances
in over 68 percent of its major IT projects
*Comments posted on CIO Magazine Web site on article “For the IRS, There’s
No EZ Fix,” (April 1, 2004).
Information Technology Project
Management, Eighth Edition Copyright 2016 6
Media Snapshot
Just as information technology projects need to follow the
project management process groups, so do other projects,
such as the production of a movie. Processes involved in
making movies might include screenwriting (initiating),
producing (planning), acting and directing (executing), editing
(monitoring and controlling), and releasing the movie to
theaters (closing). Many people enjoy watching the extra
features on a DVD that describe how these processes lead to
the creation of a movie… This acted “…not as promotional
filler but as a serious and meticulously detailed examination
of the entire filmmaking process.”* Project managers in any
field know how important it is to follow a good process.
*Jacks, Brian, “Lord of the Rings: The Two Towers Extended Edition (New Line)”,
Underground Online (accessed from www.ugo.com August 4, 2004).
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Management, Eighth Edition Copyright 2016 7
Mapping the Process Groups to the
Knowledge Areas
You can map the main activities of each PM
process group into the ten knowledge areas using
the PMBOK® Guide, Fifth Edition, 2013
Note that there are activities from each knowledge
area under the planning process groups
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Management, Eighth Edition Copyright 2016 8
Table 3-1. Mapping Project Management
Process Groups to Knowledge Areas*
*Source: PMBOK® Guide, Fifth Edition, 2013.
Information Technology Project
Management, Eighth Edition Copyright 2016 9
Table 3-1. continued
Information Technology Project
Management, Eighth Edition Copyright 2016 10
Developing an IT Project Management
Methodology
Just as projects are unique, so are approaches to
project management
Many organizations develop their own project
management methodologies, especially for IT
projects
A methodology describes how things should be
done; a standard describes what should be done
PRINCE2, Agile, RUP, and Six Sigma provide
different project management methodologies
Information Technology Project
Management, Eighth Edition Copyright 2016 11
Global Issues
A 2011 study of organizations across India
included the following findings:
◦ Two-thirds of organizations in some stage of Agile adoption are
realizing key software and business benefits in terms of faster
delivery of products to the customer, an improved ability to
manage changing requirements, and higher quality and
productivity in IT.
◦ Organizations struggle with the magnitude of the cultural shift
required for Agile, opposition to change, a lack of coaching and
help in the Agile adoption process, and a lack of qualified people.
◦ The daily stand-up, iteration planning, and release planning are
the most commonly used practices, while paired programming
and open workspaces are not popular
Information Technology Project
Management, Eighth Edition Copyright 2016 12
What Went Right?
Organizations that excel in project management
complete 89 percent of their projects successfully
compared to only 36 percent of organizations
that do not have good project management
processes
PMI estimates that poor project performance
costs over $109 million for every $1 billion
invested in projects and programs
Information Technology Project
Management, Eighth Edition Copyright 2016 13
Case Study: JWD Consulting’s Project
Management Intranet Site (Predictive Approach)
This case study provides an example of what’s
involved in initiating, planning, executing,
controlling, and closing an IT project
You can download templates for creating your own
project management documents from the
companion Web site for this text or the author’s site
Note: This case study provides a big picture view
of managing a project. Later chapters provide
detailed information on each knowledge area
Information Technology Project
Management, Eighth Edition Copyright 2016 14
Project Pre-initiation
It is good practice to lay the groundwork for a project
before it officially starts
Senior managers often perform several pre-initiation
tasks, including the following:
◦ Determine the scope, time, and cost constraints for the project
◦ Identify the project sponsor
◦ Select the project manager
◦ Develop a business case for a project (see Table 3-2 for an example)
◦ Meet with the project manager to review the process and expectations
for managing the project
◦ Determine if the project should be divided into two or more smaller
projects
Information Technology Project
Management, Eighth Edition Copyright 2016 15
Project Initiation
Initiating a project includes recognizing and starting
a new project or project phase
The main goal is to formally select and start off
projects
Table 3-3 shows the project initiation knowledge
areas, processes, and outputs
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Management, Eighth Edition Copyright 2016 16
Table 3-4. Stakeholder Register
Information Technology Project
Management, Eighth Edition Copyright 2016 17
Table 3-4. Stakeholder Management
Strategy
Contents are often sensitive, so do not publish this document.
Information Technology Project
Management, Eighth Edition Copyright 2016 18
Project Charters and Kick-off
Meetings
See Table 3-6 for an example of a charter
Charters are normally short and include key
project information and stakeholder signatures
It’s good practice to hold a kick-off meeting at
the beginning of a project so that stakeholders can
meet each other, review the goals of the project,
and discuss future plans
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Management, Eighth Edition Copyright 2016 19
Figure 3-2. Kick-off Meeting Agenda
Information Technology Project
Management, Eighth Edition Copyright 2016 20
Project Planning
The main purpose of project planning is to guide
execution
Every knowledge area includes planning
information (see Table 3-7 on pages 98-99)
Key outputs included in the JWD project include:
◦ A team contract
◦ A project scope statement
◦ A work breakdown structure (WBS)
◦ A project schedule, in the form of a Gantt chart with all
dependencies and resources entered
◦ A list of prioritized risks (part of a risk register)
See sample documents starting on p. 101
Information Technology Project
Management, Eighth Edition Copyright 2016 21
Figure 3-4. JWD Consulting Intranet
Site Project Baseline Gantt Chart
Information Technology Project
Management, Eighth Edition Copyright 2016 22
Table. 3-10. List of Prioritized Risks
Information Technology Project
Management, Eighth Edition Copyright 2016 23
Project Executing
Usually takes the most time and resources to
perform project execution
Project managers must use their leadership skills
to handle the many challenges that occur during
project execution
Table 3-11 lists the executing processes and
outputs. Many project sponsors and customers
focus on deliverables related to providing the
products, services, or results desired from the
project
A milestone report can help focus on completing
major milestones
Information Technology Project
Management, Eighth Edition Copyright 2016 24
Part of Milestone Report (Table 3-12, partial)
Information Technology Project
Management, Eighth Edition Copyright 2016 25
Best Practice
One way to learn about best practices in project
management is by studying recipients of PMI’s
Project of the Year award
The Quartier international de Montreal (QIM),
Montreal’s international district, was a 66-acre
urban revitalization project in the heart of
downtown Montreal
This $90 million, five-year project turned a once
unpopular area into a thriving section of the city
with a booming real estate market and has
generated $770 million in related construction
Information Technology Project
Management, Eighth Edition Copyright 2016 26
Project Monitoring and Controlling
Involves measuring progress toward project
objectives, monitoring deviation from the plan, and
taking correction actions
Affects all other process groups and occurs during
all phases of the project life cycle
Outputs include performance reports, change
requests, and updates to various plans
See Table 3-13
Information Technology Project
Management, Eighth Edition Copyright 2016 27
Project Closing
Involves gaining stakeholder and customer
acceptance of the final products and services
Even if projects are not completed, they should be
closed out to learn from the past
Outputs include project files and lessons-learned
reports, part of organizational process assets
Most projects also include a final report and
presentation to the sponsor/senior management
Information Technology Project
Management, Eighth Edition Copyright 2016 28
Case Study 2: JWD Consulting’s Project
Management Intranet Site (Agile Approach)
This section demonstrates a more agile approach
to managing the same project
Differences in using an agile approach are
highlighted
An agile project team typically uses several
iterations or deliveries of software instead of
waiting until the end of the project to provide one
product.
Information Technology Project
Management, Eighth Edition Copyright 2016 29
An Informed Decision
It is not a snap decision whether to use an agile
approach or not, just like flying or driving
somewhere on a trip
Projects with less rigid constraints, experienced
and preferably co-located teams, smaller risks,
unclear requirements, and more flexible
scheduling would be more compatible with an
agile approach
The following example uses Scrum roles, artifacts,
and ceremonies
Information Technology Project
Management, Eighth Edition Copyright 2016 30
Scrum Roles
Product owner: The person responsible for the
business value of the project and for deciding what work
to do and in what order, as documented in the product
backlog.
ScrumMaster: The person who ensures that the team is
productive, facilitates the daily Scrum, enables close
cooperation across all roles and functions, and removes
barriers that prevent the team from being effective.
Scrum team or development team: A cross-functional
team of five to nine people who organize themselves
and the work to produce the desired results for each
sprint, which normally lasts 2-4 weeks.
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Management, Eighth Edition Copyright 2016 31
Scrum Artifacts
An artifact is a useful object created by people
Scrum artifacts include:
◦ Product backlog: A list of features prioritized by
business value
◦ Sprint backlog: The highest-priority items from the
product backlog to be completed within a sprint
◦ Burndown chart: Shows the cumulative work
remaining in a sprint on a day-by-day basis
Information Technology Project
Management, Eighth Edition Copyright 2016 32
Scrum Ceremonies
Sprint planning session: A meeting with the team to
select a set of work from the product backlog to deliver
during a sprint.
Daily Scrum: A short meeting for the development team
to share progress and challenges and plan work for the
day.
Sprint reviews: A meeting in which the team
demonstrates to the product owner what it has
completed during the sprint.
Sprint retrospectives: A meeting in which the team looks
for ways to improve the product and the process based
on a review of the actual performance of the
development team.
Information Technology Project
Management, Eighth Edition Copyright 2016 33
Figure 3-5. Scrum Framework and the
Process Groups
Information Technology Project
Management, Eighth Edition Copyright 2016 34
Table 3-18. unique Scrum Activities by
Process Group
Information Technology Project
Management, Eighth Edition Copyright 2016 35
Chapter Summary
The five project management process groups are initiating,
planning, executing, monitoring and controlling, and closing
You can map the main activities of each process group to
the nine knowledge areas
Some organizations develop their own information
technology project management methodologies
The JWD Consulting case study provides an example of
using the process groups and shows several important
project documents
The second version of the same case study illustrates
differences using agile (Scrum). The biggest difference is
providing three releases of useable software versus just one
Information Technology Project
Management, Eighth Edition Copyright 2016 36
