Process groups

There are five process groups used to organise and describe the work of the project. These are interrelated and dependent on one another.

They are:

• Initiating
• planning
• executing
• Monitoring and controlling
• closing

For a project with several phases each of these process groups will be used in each phase starting of course, with initiating.

Initiating.

This process groups gives approval for the organisations resources to start work on the project. The products all deliverables from this process group include the project charter and preliminary project Scope statement. These feed directly into the planning process group.

Planning.

This process group is responsible for creating the project management plan, and will include alternative options for the way forward, and will be based upon the best option. The project management plan is a living document, and as such will need to be updated throughout the project.

The planning activity include budgeting, defining tasks, agreeing the Scope, developing the schedule, identifying risks and their actions, acquiring resources, and much more.

Executing.

This is the process group where the project manager implements their plan. It will require the project manager to monitor manage and control the resources, and ensure that the project is on track to deliver the project objectives. Since this process is where most of the work takes place, it is the most expensive and time-consuming within any project.

Closing.

The closing process is there to ensure a controlled shut down of the project. It ensures that the end deliverables are accepted, that they support environment is in place, that any lessons learned are passed on, documentation is archived, and resources are returned.

One of the most important activities in closing a project is to ensure that the endproduct has the capability of realising the business benefits contained within the project is this case.

To help in this regard, it can be useful for the project manager to facilitate a final planning meeting with key stakeholders and operational staff, and produce a plan containing the necessary resources and timing for tracking benefits up to their final and full realisation.

It is important that the reader understand that these process groups are not undertaken one time only for every project, rather, that iterative and used within the various phases.