Introduction
Managing a project consists of executing defined activities to achieve project objectives. These project activities or processes are more or less similar for almost all projects. But depending on the project, stress on each process will be determined by the Project Manager and the project team.
Before we go deep into project management process group, let see the general definition of project management and process.
Project management is an integrative endeavor; decision and actions taken in one knowledge area at a certain time usually affect-offs among the project’s scope, time, and cost.
A process is a set of interrelated actions & activities performed to achieve a pre-specified product, result, or service. Each process is characterized by its inputs, the tools & techniques that can be applied, and the resulting outputs. i
Project management processes are grouped into 5 different categories called as Process Groups. They are : Initiating, Planning, Executing, Monitoring & controlling and Closing. These process groups provide guidance in applying appropriate project management knowledge and skills during the project.
The Risk and the Solution
Initiating processes
Those processes involve defining new project or new phase of an existing project by obtaining authorization to start the project.
The major risk in those processes is the business need for the project is not clearly defined. It can lead the project to failure that is the scariest things for the project team.
It is not easy to overcome this risks unless the organization has many experts. Top management can help in mentoring and coaching in defining the business need for a project. This can ensure that the business need is clearly defined.
Planning processes
Those processes include devising and maintaining a workable scheme to ensure the project addresses the company’s needs. Project plans define each knowledge area as it relates to the project at that point in time.
The major risk in those processes is the project plan which is the output of planning processes is not flexible to cope with the changes factors. It will be very troublesome for the project team if the project plan cannot cope with the changes. If it is really happen, they have to decide whether want to continue the project in a very difficult way or close the project because of the failure.
In overcoming this risk, project team must often revise project plans during each phase of the project life cycle. They have to make sure that the project plan is flexible enough to face any changes condition.
Executing process
Those processes include coordinating people and other resources to carry out the project plan and produce the deliverables of the project or phase.
The major risk in those processes is to coordinate people is not easy. For example if the project team has 50 people, the project manager has to coordinate all of them and he/she should know that different people have their own characteristics.
This risk can be overcomed by making sure that the project manager has the general management skills like leadership, communication and political skills. With all these skills, the project manager can coordinate his or her subordinate better and he or she can also prevent the turnover among the project team.
Controlling processes
Those processes ensure that the project team meets the project objective. The project manager and staff monitor and measure progress against the project plan and take corrective action when necessary.
The major risk in those processes is the requirement of the stakeholders change and the project team try to negotiate with the stakeholder but they always end up with failure.
Project team have to maintain a good rapport with their stakeholder and they should give report of the project to their stakeholder regularly. This will ensure that the project team and the stakeholder have the same understanding of what product the project will produce and the stakeholder know what are the projec team doing. It is also can be very helpful when it come to acceptance testing. This will surely help to overcome the major risk.
Closing processes
Those processes include formalizing acceptance of the phase or project and ending it efficiently. Administrative activities are often involved in this process group, such as archiving project files, documenting lessons learned, and receiving formal acceptance of the delivered work as part of the phase or project.
The major risk in those processes is the final documentation lack of evidence. It can create difficulty for the project team to review it for the future need. It may also will not be review for any enhancement regarding the quite similar project.
Project team must ensure that the users have tested and approved the quality of the deliverable and record all of it in the documentation. They must also put any necessary source to become the evidence for the final documentation and future review. This will surely help to overcome the major risk.
References
1. Kathy Schwalbe, Information Technology Project Management, Third edition.
2. Paul Roberts, Effective Project Management, Kogan page limited, 2011.
3. http://princessnisa86.blogspot.com/2009/08/chapter-3the-project-management-process.html
4. http://leadershipchamps.wordpress.com/2008/03/03/project-management-process-groups/
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