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PMLOGY

Planning Process Group

Collect Requirements

Collect Requirements

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Collect Requirements

PMBOK Collect Requirements

In this process assigned person(s) needs to collect requirements from the stakeholders. All function, non-functional, technical, system, quality requirements are collected and documented. All those documents where requirements are documented are collectively called requirement documentation. Depending on availability of the stakeholders, technical nature of the project, clarity of scope and requirements, various techniques are used by the team for requirement collection and elicitation.

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Collect Requirements : Process Table

This table is based on PMBOK 5th Edition of PMI

PMBOK Process Summary Table

Create WBS

Create WBS

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A WBS (Work Breakdown Structure) is extremely important document of any project. This document helps customer, management and project manager in knowing the overall progress of the project. It is not possible to report the project progress like how much work has been done, how much money or time spent for what work, which component or part of the project has more quality issues etc, if WBS is missing. Create WBS process defines the WBS of the project, prepares a WBS dictionary which has unambiguous definition of each WBS elements. This is process where you should baseline your project scope. A WBS is hierarchical representation of the deliverables. There are many ways to structure a WBS. If you keep milestones at level one of the WBS hierarchy then it is called milestone driven WBS, similarly component driven WBS, phase driven WBS can be created. What WBS is best suited for your project it all depends upon your tracking and reporting needs and project organization structures.
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Create WBS: Process Table

Define Activities

Define Activities

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When you know what need to be delivered and customer agrees about the problem and proposed solution then you should make a detail execution plan. The first step in this journey of making a detail exeuction plan is to list the activities and define the activities which need to be done to produce those deliverables. Thus the purpose of this process is to know what what work need to be done by the team and partners. This process also does the listing of all project milestones and attributes of the activities.

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Define Activities:Process Table

Define Scope

Define Scope

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In this process technical team analyzes the requirements from the solution perspective. They need to come up with a clear and unambiguous list of deliverables, acceptance criteria, solution, design, architecture of the final system. What is possible or not possible, discussing and negotiating solution with technical team and customer is also done in this process. What is out of the scope is clearly marked out in the process and lot of documents get generated here. Collectively all these documents are called project scope statement. If the solution is really complex or project is large this may not be one time process in project life-cycle. There may be multiple phases or multiple iterations in each phase to prepare a project scope statement.
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Define Scope : Process Table

Determine Budget

Determine Budget

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Determine Budget: Process Table

Develop Project Management Plan

Develop Project Management Plan

PMBOK Develop Project Management Plan

PMBOK Develop Project Management Plan

The process of defining, preparing and coordinating all subsidiary plans and integrating them into a comprehensive project management plan.

Project Management Plan includes

  • Plans (Subsidiary) from 9 Knowledge Area (Requirements management plan, Process improvement plan, Change management plan, Configuration management plan etc)
  • All Baselines (Scope baseline, Schedule baseline, Cost baseline)
  • Tailored Process with detail (Project management processes applicable to the project)
  • Project Life cycle and project phases
  • How integrity of project baselines will be maintained
  • Project Areas where Reviews/ Audits need to be done and their frequency

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Develop Project Management Plan : Process Table

This table is based on PMBOK 5th Edition of PMI

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Develop Schedule

Develop Schedule

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Develop schedule is the last planning process of time management knowledge area. So it is the final stage of schedule development. The only purpose of this process is to make a project schedule which is doable and acceptable to all the relevant stakeholders. Thus schedule baseline is output of this process.
But you will notice that by this time in earlier 5 processes of time management namely Plan Schedule Management, Define Activities, Sequence Activities, Estimate Activity Resources, Estimate Activity Duration we have not done anything to optimize the overall project schedule. In today’s business environment time is the most critical and scarce resource so we should perform certain activities using some scheduling tools to analyze the robustness of the schedule, to optimize the resource, to optimize the cost and to optimize the time.
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Develop Schedule: Process Table

Estimate Activity Durations

Estimate Activity Durations

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Estimating the time required (in hours, days or weeks). It is suggested that you estimate duration in productive hours. If you are estimating in days or weeks then you should not include non-productive hours, weekly offs, availability of more people to complete the work earlier. For example, to fix a door in the building with the estimated resources (man, material, equipments) you estimated duration as 4 hours. Now for example if 4 people are required to complete the work then human efforts is 16 hours. It is not 2 days! Nor 1 hours with 16 people! Nor 6 days because work starts on 1-Jan-16 and first day only 2 hours’ work happens then 4 days off because of any reason (person will not be available, company off, lead time to complete the work etc) and remaining 2 hours’ work will be done on 6-Jan-16. So this estimation is neither effort, nor schedule, nor time/resource optimization. This is just about how much duration is required to complete the work with the estimated resources.
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Estimate Activity Durations: Process Table

Estimate Activity Resources

Estimate Activity Resources

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Estimating the type and number of resources required to perform the identified activities. You may be thinking why sequence activities process is earlier to this process. From our experience we know that activity’s sequence impact type and number of resources required. If two activities A & B, which are of similar type and can be completed by one resource, has must be done in parallel then you need two resources otherwise taking only one resources on the project could have helped us completing the work on time. This is the impact of determining sequence on resource estimation.
When you are estimating resources then do not look into your resource pool that how many people you have. But look into the nature of activity and determine how much minimum you need. You should not focus on time or resource optimization. Do not look into how many resources are required to complete the work in 2 days. Just estimate for this kind of activity what type of resources and how many are required to complete the activity.
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Estimate Activity Resources: Process Table

Estimate Cost

Estimate Cost

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This is the second process of the cost management knowledge area. The process of developing an approximation of the monetary resources needed to complete the project activities. Following activities should be done as a part of this process.

  • Cost of every activity is estimated by adding the cost of all the resources of an activity.
  • Based on the organization policy calculate the cost of overhead, indirect cost, labor cost, material cost, services cost etc.
  • Document the assumptions, which are basis of the estimation.
  • Estimate the contingency reserve for the project, each milestone, phase.

We know from our experience that the money which we pay for using resources on our project are paid at different time sometimes in advance of using resources, other times after using resources and other times it may be prorate basis. This is another important think we should keep in mind when we are estimating the resources cost. Although this is part of next process, Determine Budget, but until we put the resource cost at right place on the project timeline it will be wrong approximation when we sum-up the cost for budgeting purpose.

Sometimes project managers need to estimate the cost of capital. So if required estimate also this cost for your project.
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Estimate Cost: Process Table

Identify Risks

Identify Risks

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Identify Risks: Process Table

Perform Qualitative Risk Analysis

Perform Qualitative Risk Analysis

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Perform Qualitative Risk Analysis: Process Table

Perform Quantitative Risk Analysis

Perform Quantitative Risk Analysis

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Perform Quantitative Risk Analysis: Process Table

Plan Communications Management

Plan Communications Management

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Plan Communications Management: Process Table

Plan Cost Management

Plan Cost Management

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Plan cost management is the first process of cost management knowledge area. This processes documents the answer of following questions.

  • How the estimation of the planned activities will be performed?
  • How budget will be prepared?
  • What are the different types of cost should be part of cost baseline?
  • What will be the cost tolerance?
  • How to determine the budget to manage risks.
  • The scope of cost estimation, should we estimate the cost of entire project or of a part of the project?
  • What are tools, techniques, templates, reference estimation source required to estimation.
  • What are the metrics to report the cost performance of the project
  • How to monitor & control the cost (process, system, tools, people, trainings etc)
  • Accounting code allocated by finance department for billing to customer or to make payments to vendor partners

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Plan Cost Management: Process Table

Plan Human Resource Management

Plan Human Resource Management

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Plan Human Resource Management: Process Table

Plan Procurement Management

Plan Procurement Management

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Plan Procurement Management: Process Table

Plan Quality Management

Plan Quality Management

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Plan Quality Management: Process Table