Chapter 3:

The Project
Management Process
Groups
Information Technology Project Management, Ninth
Edition
Note: See the text itself for full citations

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 Learning Objectives (1 of 2)
• 🧱 1. The Five Project Management Process Groups (Steps)
• Projects are done in 5 main steps:
• Initiating – Start the project. Decide what to do and who will do it.
• Planning – Make a plan (time, cost, tasks, risks, etc.).
• Executing – Do the work.
• Monitoring & Controlling – Check if the work is going as planned. Fix problems.
• Closing – Finish the project and review what was done.
• ✅ These steps often overlap and work together. For example, you plan, then do the
work, and keep checking and adjusting as you go.

• 📚 2. How These Steps Connect to Project Topics (Knowledge Areas)

• Each step (above) involves topics like:
• Scope – What are we building?
• Time – How long will it take?
• Cost – How much will it cost?
• Quality – Will it be good enough?
• Risk – What could go wrong?
• Communication – How will we talk and share updates?
• 👉 Example: During planning, we focus on time, cost, and risk. During execution, we
use communication and team management.
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 Learning Objectives (1 of 2)
• 💻 3. How Companies Create IT Project Methods
• Every company is different, so they create their own way of managing projects by:
• Choosing tools (like Agile or Waterfall)
• Deciding how to plan, report, and review
• Making sure it fits their team and project type
• This is called a project management methodology — a set of rules and steps they
follow to manage projects better.

• 🏢 4. Example: A Real Project Using the 5 Steps

• Let’s say a company builds a mobile app:
1. Initiating – They write a short document explaining the goal.
2. Planning – They list tasks, estimate time and cost, and assign roles.
3. Executing – The developers build the app.
4. Monitoring & Controlling – The manager checks if the app is being built on time and
budget.
5. Closing – They test the app, deliver it to the client, and write a report about what
went well and what didn’t.

• 🌟 By following these steps properly, the project is more likely to succeed — on time,
on Information
budget, and with
Technology happy users!
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Learning Objectives (2 of 2)

• Review a case study of the same project managed with

an agile focus and compare the key differences between
an agile approach and a predictive approach

• Describe several templates for creating documents for

each process group

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 Introduction
• 📘 What Is Project Management Made Of?
• Project management includes 10 key knowledge areas — these are the things you need to
manage in any project:
• Integration – Keep everything working together
• Scope – Know exactly what to do (and what not to do)
• Schedule – Plan the time
• Cost – Plan the budget
• Quality – Make sure the work is good
• Resource – Manage people, tools, and materials
• Communications – Share information clearly
• Risk – Plan for problems before they happen
• Procurement – Buy what the project needs
• Stakeholder – Keep everyone involved happy and informed

• 🧱 Project Work Happens in 5 Steps (Process Groups)

• Every project goes through five main steps:
• Initiating – Start the project
• Planning – Make a detailed plan
• Executing – Do the work
• Monitoring & Controlling – Track progress and fix issues
• Closing
Information– Technology
Finish theProjectproject and
Management, review
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Introduction

• 🔧 Adjusting the Process for Each Project

• Not all projects are the same — some are small, some
are large.
👉 So we adjust (or tailor) the steps based on the
project’s needs.
• ✅ This makes it easier to manage the project and
increases the chance that it will be finished
successfully.

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 Project Management Process Groups (1 of 2)
• 🔄 What Is a Process?
• A process is just a set of steps you follow to get something done.
📌 Example: Making a sandwich is a process — you gather ingredients,
assemble them, and enjoy!

• Project Management Is Made of Processes Too

• In project management, we also follow organized steps to complete a
project.
These steps are grouped into five main parts, called process groups.

• 🧱 The 5 Project Management Process Groups

• Initiating – Start the project and get approval
• Planning – Decide what needs to be done and how to do it
• Executing – Do the actual work
• Monitoring & Controlling – Check if the work is going as planned and
make corrections
• Closing – Wrap up the project and review the results
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Project Management Process Groups (1 of 2)

• 💡 Think of it like planning a trip:

• You decide to go (Initiating)
• You plan your route and book hotels (Planning)
• You take the trip (Executing)
• You check your GPS and adjust plans as needed
(Monitoring & Controlling)
• You return home and reflect on the journey (Closing)

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Project Management Process Groups (2 of 2)

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 What Went Wrong?
• 💬 What Did Philip A. Pell Say About Project Management?
• Philip A. Pell, a certified project manager, said something important:
• “Good project management that follows clear steps and methods is the
#1 reason why a project succeeds — or fails.”

• Example: The U.S. IRS (Internal Revenue Service)

• The IRS had problems managing its old computer systems (IT
infrastructure).
• They didn’t plan well.
• They didn’t follow a strong project management method.
• As a result, many of their technology projects failed or had serious
issues.

• 🚨 The Lesson:
• Without clear planning, good methods, and repeatable steps, even
big organizations like the IRS can struggle with projects.
• ✅ Good project management makes a huge difference in whether a
project succeeds or fails.
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 Media Snapshot
• 🎬 Project Management Happens Everywhere — Even in Movies!
• It’s not just IT projects that follow project steps — making a movie follows the
same 5 project management process groups!

• 🎥 Example: How Making a Movie Follows the Process

• Initiating – Writing the script (screenwriting)
• Planning – Organizing the team, budget, and schedule (producing)
• Executing – Filming the scenes (acting and directing)
• Monitoring & Controlling – Checking and fixing during editing
• Closing – Releasing the movie to theaters

• 💡 Fun Fact:
• The “bonus features” on DVDs often show how a movie was made — step by
step.
They aren’t just for fun — they seriously explain the whole process of
filmmaking, like a real project!
• 📌 The Big Idea:
• No matter the field — IT, movies, construction, or events —
✅ Project managers follow clear steps to succeed.
Good processes
Information = better
Technology Project results.
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otherwise on a password-protected website for classroom use.
 Mapping the Process Groups to the Knowledge Areas
• How Project Activities Connect to Knowledge Areas
• Project managers use a guide called the PMBOK® Guide to help plan and manage
projects.
• It shows how the main project activities fit into:
• The 5 process groups (like planning, executing, etc.)
• The 10 knowledge areas (like time, cost, risk, etc.)

• 📚 Each Process Group Has Activities from Different Knowledge Areas

• 👉 Especially in the Planning stage, you’ll find many activities from almost every
knowledge area — like:
• Planning time
• Planning cost
• Planning risks
• Planning communication, and more

• 📊 What Does Table 3-1 Show?

• Table 3-1 gives a big-picture view of:
• All 49 project management activities
• Which process group they belong to
• Which knowledge area they fit under
• ✅ It helpsTechnology
Information project managers
Project stay
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Developing an IT Project Management Methodology

• 🏢 How Companies Manage IT Projects

• Many companies create their own ways of managing IT projects
called methodologies.

• 📖 What’s a Methodology?
• A methodology explains how to do the work step-by-step.
• A standard explains what needs to be done, but not exactly how.

• ⚙️Some Common Project Management Methodologies

• PRINCE2 — A method with clear rules and steps.
• Agile — A flexible, fast way to manage projects, often used in
software.
• Rational Unified Process (RUP) — A structured method focusing
on software development.
• Six Sigma — Focuses on improving quality and reducing mistakes.

• 🔑 The key is that each company picks or creates the methodology

that works best for their projects!
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 Global Issues
• 🌍 What Did Surveys Say About Project Management?
• In 2018, a big survey by PMI looked at how companies manage their
projects around the world.

• 📊 How Projects Were Managed

• 47% of projects used a predictive approach (planned ahead from start to
finish)
• 23% used agile (flexible and can change as needed)
• 23% used a mix of both (predictive + agile)
• 7% used other methods

• 🔍 Another Survey About Agile (2017)

• 94% of people said their companies use agile.
• But 60% said their teams were not fully using it yet.

• ⭐ Top 3 Benefits of Agile

• Better at handling changes when priorities shift
• Teams work more productively (get more done)
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• Better project
for use as permitted visibility
in a license — everyone
distributed with a certain product or service or knows
otherwise on a what’s happening
password-protected website for classroom use.
What Went Right?

• 📈 Why Good Project Management Matters

• Organizations that are good at project management
finish 89% of their projects successfully.
• But organizations without good project management
only finish 36% of their projects successfully.

• 💸 The Cost of Poor Project Management

• According to PMI, when projects are managed poorly, it
loses over $109 million for every $1 billion spent
on projects!

• 🔑 The Lesson:
• Good project management saves time, money, and helps
projects succeed!
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duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or
otherwise on a password-protected website for classroom use.
Case Study: JWD Consulting’s Project Management Intranet Site
(Predictive Approach)
• 📚 What This Case Study Shows
• This case study is an example of how to:
• Start (initiating)
• Plan
• Do the work (executing)
• Check and fix (controlling)
• Finish (closing)
an IT project.

• 📄 Get Help With Your Own Projects

• You can download templates to help create your own project
documents from the book’s website or the author’s site.

• 🔍 Remember:
• This case study gives a big picture of managing a project.
Later chapters will explain each part in more detail.
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 Project Pre-Initiation and Initiation
• 🚀 What Is Initiating a Project?
• Initiating means finding and starting a new project.

• ✅ Choosing the Right Projects

• Pick the right projects for the right reasons.
• Use strategic planning to help decide which projects are important.

• 🎯 What Is Strategic Planning? It shows the organization’s:

• Vision (big picture of the future)
• Mission (why the organization exists)
• Goals and objectives (what they want to achieve)
• Strategies (how they plan to get there)

• Why Is This Important for IT Projects?

• This planning helps create the foundation for making smart IT project
plans.
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 Pre-initiation Tasks
• Getting Ready Before Starting a Project
• Before a project officially begins, it’s important to prepare well.

• What Senior Managers Do Before Starting

• Decide the scope (what the project will cover)
• Set limits on time and cost (how long and how much money)
• Find the project sponsor (the person who supports and funds the
project)
• Choose the project manager (the person who will lead the project)
• Create a business case (a document explaining why the project is
needed)
• Meet with the project manager to talk about how the project will be
managed
• Decide if the project should be split into smaller projects to make it
easier to handle

• 💡 Why Is This Important?

• Good preparation helps the project start smoothly and succeed.
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Initiating (1 of 5)

Knowledge Area Initiating Process Initiating Process

Project Integration Develop project charter Project charter

Management Assumption log
Project Stakeholder Identify stakeholders Stakeholder register
Management Change requests
Project management plan
updates
Project documents updates

Source: PMBOK® Guide – Sixth Edition, 2017

Table 3-3 Project initiation knowledge areas,

processes,
and outputs

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otherwise on a password-protected website for classroom use.
Initiating (2 of 5)

Name Position Interna Project Role Contact Information

l/
Extern
al
Joe Fleming CEO Internal Sponsor [email protected]
om
Erica Bell PMO Director Internal Project [email protected]
Manager m
Michael Senior Consultant Internal Team Member michael_chen@jwdconsulting
Chen .com
Kim Business Analyst External Advisor [email protected]
Phuong
Table 3-4 Stakeholder
Louise Mills PR Director
Register
Internal Advisor [email protected]
om

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otherwise on a password-protected website for classroom use.
Initiating (3 of 5)

Name Level Level Potential Management Strategies

of of
Interest Influence
Joe High High Joe likes to stay on top of key projects and make
Fleming money. Have a lot of short, face-to-face meetings
and focus on achieving the financial benefits of the
project.
Louise Low High Louise has a lot of things on her plate, and she
Mills does
not seem excited about this project. She may be
looking at other job opportunities. Show her how
this project will help the company and her resume.

Table 3-5 Stakeholder Management Strategy

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Initiating (4 of 5)
• 📝 Creating the Project Charter
• The project charter is a document that officially starts the
project.
• It explains the project’s purpose, goals, and who is involved.
• (You can see an example in Table 3-6.)

• 🎉 Holding a Kick-Off Meeting

• A kick-off meeting is held at the very start of the project.
• It’s a chance for everyone involved (called stakeholders) to:
• Meet each other
• Talk about the project goals
• Plan what will happen next

• 💡 Why Are These Important?

• They help make sure everyone understands the project
and works together from the beginning.
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Initiating (5 of 5)

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 Project Planning (1 of 3)
• 🗺️Why Do We Plan a Project?
• The main reason for project planning is to guide the work when the
project is being done.

• 📚 Planning Happens in Every Knowledge Area

• Every part of project management includes some planning (you can see
examples in Table 3-7).

• 📝 Important Planning Documents in the JWD Project

• Team contract – Rules and agreements for the team
• Project scope statement – What the project will and won’t include
• Work Breakdown Structure (WBS) – Breaking the project into smaller
tasks
• Project schedule – A Gantt chart that shows all tasks, their order, and
resources
• List of prioritized risks – The most important risks to watch for (part
of a risk register)
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Project Planning (2 of 3)

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Project Planning (3 of 3)

Ran Potential Risk

king
1 Lack of inputs from internal consultants

2 Lack of inputs from client representatives

3 Security of new system

4 Outsourcing/purchasing for the article retrieval and Ask the

Expert features
5 Outsourcing/purchasing for processing online payment
transactions
6 Organizing the templates and examples in a useful fashion

7 Providing an efficient search feature

8 Getting good feedback from Michael Chen and other senior

consultants
9 Effectively promoting the new system

10 Realizing the benefits of the new system within one year

Table 3-10 List of Prioritized Risks
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Project Execution
• 🔨 What Happens During Project Execution?
• This is the part where most of the work happens and it
usually uses the most resources (time, people,
money).
• Project managers need to be good leaders to handle
many problems and challenges during this time.

• 📋 Important Things in Project Execution

• Table 3-11 shows the knowledge areas, what happens
during execution, and the results (outputs).
• Sponsors and customers mainly care about the final
products or services the project delivers.
• It’s also very important to record any changes and
update the project plans.
• A milestone report helps everyone focus on finishing
important
Information parts
Technology Project ofNinththe
Management, Edition.project onnot betime.
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Best Practice
• 🏆 Learning From Award-Winning Projects
• One great way to learn good project management is by
studying projects that won the PMI Project of the Year
award.

• 🌆 Example: Quartier International de Montreal (QIM)

• QIM is a big project to improve 66 acres in downtown
Montreal.
• It cost $90 million and took 5 years to finish.
• This project changed an unpopular area into a busy, popular
part of the city.
• It also helped create $770 million worth of new buildings
nearby!

• 💡 Why Is This Important?

• This shows how good project management can make a big
positive
Information difference
Technology in Edition.
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Project Monitoring and Controlling
• 📊 What Is Monitoring and Controlling?
• It means checking how the project is doing compared to the plan.
• If things are not going as planned, the team takes corrective actions
to fix problems.

• 🔄 When Does This Happen?

• Monitoring and controlling happen all the time during the project.
• It affects all other parts of the project work.

• 📝 What Do We Get From This?

• Performance reports (showing how the project is doing)
• Change requests (asking to change parts of the project)
• Updates to plans (to keep everything on track)

• 📖 You can see more details in Table 3-13!

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 Project Closing
• ✅ What Is Closing a Project?
• Closing means getting approval from stakeholders and
customers that the project’s work is finished and accepted.
• Even if a project doesn’t finish completely, it should still be
closed so we can learn from what happened.

• 📂 What Comes Out of Closing?

• Project files saved for future reference
• Lessons-learned reports to help improve future projects
• Sometimes a final report and presentation to share results

• 💡 Why Is Closing Important?

• It helps the team finish well and learn how to do better next
time.
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Case Study 2: JWD Consulting’s Project
Management Intranet Site (Agile Approach)

• 🔄 How Agile Project Teams Work

• Agile teams deliver software in small parts called
iterations instead of waiting to finish the whole project first.
• This means they can show progress and get feedback often.

• 🤔 Choosing Agile Isn’t a Quick Decision

• Teams usually think carefully before deciding to use agile for
a project.
• It’s not something they just decide on the spot.

• 💡 Why This Matters

• Using agile helps teams adapt and improve as they work,
but it takes planning to choose the right way to manage the
project.
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 Scrum Roles, Artifacts, and Ceremonies (1 of 5)
• 👥 Roles in an Agile Scrum Team

• Product Owner
• Responsible for making sure the project delivers business value.
• Decides what work to do first and keeps a list called the product
backlog.

• ScrumMaster
• Helps the team stay productive and removes any problems that slow
them down.
• Runs the daily Scrum meetings and helps everyone work well together.
• Scrum Team (Development Team)
• A group of 5 to 9 people with different skills.
• They organize their own work to finish what’s planned for each sprint
(usually 2–4 weeks).

• 💡 Why These Roles Matter

• Each role helps the team work smoothly and deliver the right things
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 Scrum Roles, Artifacts, and Ceremonies (2 of 5)
• 📦 What Are Scrum Artifacts?
• Artifacts are important tools or documents made by the team to help
with the project.

• 📝 Key Scrum Artifacts

• Product Backlog
A list of all the features or work needed, ordered by how important
they are for the business.
• Sprint Backlog
The top-priority items from the product backlog that the team plans
to finish in the current sprint.
• Burndown Chart
A chart that shows how much work is left to do each day during the
sprint.

• 💡 Why Are These Useful?

• They help the team stay organized, know what to work on next, and
track progress.
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 Scrum Roles, Artifacts, and Ceremonies (3 of 5)
• ⏰ Scrum Ceremonies (Meetings)
• Sprint Planning Session
The team meets to choose which work from the product
backlog they will finish in the upcoming sprint.
• Daily Scrum
A short daily meeting where the team talks about what they
did, what problems they have, and what they will do today.
• Sprint Review
A meeting where the team shows the product owner what they
finished during the sprint.
• Sprint Retrospective
The team meets to talk about how to improve their work and
the way they work, based on what happened in the sprint.

• 💡 Why Are These Meetings Important?

• They help the team stay organized, solve problems quickly, and
keep improving.
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Scrum Roles, Artifacts, and Ceremonies (4 of 5)

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Scrum Roles, Artifacts, and Ceremonies (5 of 5)
Process Scrum Activity
Group
Initiating
Determine roles

Decide how many sprints will compose each release and the scope of
software
to deliver
Planning

Create product backlog

Create sprint backlog

Create release backlog

Plan work each day in the daily Scrum

Document stumbling blocks in a list

Executing

Complete tasks each day during sprints

Produce a shippable product at the end of each sprint

Table 3-18 Unique Scrum activities by process
group
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 Project Pre-Initiation and Initiation
• 🔍 Main Differences in Pre-Initiation (Compared to the First
Case)

• Deciding Roles
Figuring out who will do what in the project.
• Choosing What Features to Include in Each Release
Deciding which parts of the software will be finished and
delivered in each release.
• Planning Number of Sprints
Deciding how many sprints are needed to finish each release.
• Planning Number of Releases
Deciding how many times the software will be released to users.

• 💡 Why This Matters

• This helps organize the work better and makes sure the team
delivers the right things at the right time.

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 Planning (1 of 3)
• 🤝 How Scrum Teams Work
• Scrum teams manage themselves and don’t usually need a
formal team charter.
• The ScrumMaster helps coach and support the team.

• 📋 How Work Is Organized

• Work is listed in the product backlog and sprint backlog.
• More details about the work are written in technical stories.

• 📊 Planning Work
• The team estimates how much work they can do in each sprint,
called their velocity or capacity.

• 💡 Why This Helps

• It keeps the team flexible and focused on getting the most
important work
Information Technology Project done
Management, in
Nintheach sprint.
Edition. © 2019 Cengage. May not be copied, scanned, or duplicated, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
Planning (2 of 3)

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Planning (3 of 3)
Product Backlog Sprint Backlog

1. User story templates, samples, and point 1. User story templates, samples, and point
person person
2. WBS templates, samples, and point 2. WBS templates, samples, and point
person person
3. Project schedule templates, samples, 3. Project schedule templates, samples,
and point person and point person
4. Ability to charge customers for some 4. Ability to charge customers for some
intranet products and services intranet products and services
5. Ability to collect user suggestions 5. Ability to collect user suggestions

6. Business case templates, samples, and

point person
7. Ask the Expert feature

8. Stakeholder management strategy

templates, samples, and point person
9. Risk register templates, samples, and
point person
10. Etc.

Table 3-19 Product and Sprint Backlogs

Information Technology Project Management, Ninth Edition. © 2019 Cengage. May not be copied, scanned, or
duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or
otherwise on a password-protected website for classroom use.
 Executing

• 🚀 Executing the Project

• This is where most time and money are spent.
• The team follows the plan to build the product.

• 🔄 Agile Way of Working

• The team builds and improves the product in small parts,
called iterations.
• After each part, users can try it and give feedback.

• Communication in Agile
• The team meets every day (in person or online) to talk about
what they’re doing and any problems.

• 💡 Why It Matters
• Frequent check-ins and feedback help the team stay on track
and make the product better, step by step.
Information Technology Project Management, Ninth Edition. © 2019 Cengage. May not be copied, scanned, or duplicated, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
 Monitoring and Controlling (1 of 2)
• 🔧 Tools for Monitoring and Controlling in Scrum
• These tools help the team track progress and fix problems during the project.

• 1. Daily Scrum
• A short meeting every morning.
• The team talks about:
• What they did yesterday
• What they will do today
• Any problems they’re facing

• ✅ 2. Sprint Review & Sprint Board

• At the end of the sprint, the team shows what they’ve finished.
• The Sprint Board shows the status of all tasks (To Do, Doing, Done).
• The ScrumMaster updates it to help the team stay organized.

• 📉 3. Burndown Chart (incomplete sentence, but I’ll finish it)

• A burndown chart shows how much work is left to do in the sprint.
• It helps the team see if they’re on track to finish on time.
Information Technology Project Management, Ninth Edition. © 2019 Cengage. May not be copied, scanned, or duplicated, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
Monitoring and Controlling (2 of 2)

Information Technology Project Management, Ninth Edition. © 2019 Cengage. May not be copied, scanned, or duplicated, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
 Closing
• 🔁 Sprint Retrospective
• After showing the work in the sprint review, the team holds
a sprint retrospective — a meeting to look back and
learn.

• 💬 Led by the ScrumMaster

• The ScrumMaster guides the team in thinking about:

• ❓Two Big Questions:

• What went well?
→ What should we keep doing?
• What can we do better?
→ How can we improve our work or teamwork?

• 🎯 Why It Matters
• This helps the team get better each sprint — both in
making the Project
Information Technology product
Management, and in©how
Ninth Edition. they
2019 Cengage. May notwork together.
be copied, scanned, or duplicated, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
Templates by Process Group

• Table 3-20 lists several templates used to prepare the

documents shown in this chapter and later chapters
• Download these and additional templates in one compressed
file from the Companion website for this text or from the
author’s website.

Information Technology Project Management, Ninth Edition. © 2019 Cengage. May not be copied, scanned, or duplicated, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
 Advice for Young Professionals
• 📄 Using Templates in Projects

• Most companies already have templates (pre-made formats)

for different documents.

• Ask your manager or teammates if they have any templates

you can use.

• If you don’t like the ones you find, you can search for better
ones or make your own.

• If you make a good one, share it with others — it might help

them too!

• Templates save time, but they only help if they’re filled

with good, clear information.
Information Technology Project Management, Ninth Edition. © 2019 Cengage. May not be copied, scanned, or duplicated, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
 Chapter Summary
• 🧩 Project Management Summary (Made Simple)
• There are 5 main steps in managing a project:
• Initiating – Starting the project
• Planning – Getting everything ready
• Executing – Doing the work
• Monitoring & Controlling – Checking progress and fixing issues
• Closing – Finishing the project
• These steps can be linked to 10 knowledge areas (like
scope, time, cost, etc.).
• Some companies create their own way of managing IT
projects.
• The JWD Consulting case study shows how to use these
5 steps with real project documents.
• A second version of the case shows how to manage the
same project using Scrum, which is a popular agile
method.
Information Technology Project Management, Ninth Edition. © 2019 Cengage. May not be copied, scanned, or duplicated, in whole or in part, except
for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.