Process Groups and Knowledge Areas

To manage Projects effectively those should be divided Phases and smallest possible sub phases. This iterative process should go up to the level where further division creates chaos rather than helping the project. In database terminology we call this as “Atomic” level.    

Projects can be managed easily by Phased approach. PMBOK defined and explained processes to manage these sub atomic processes. As per PMBOK 4th edition guide there are 44 processes and grouped in to 5 major Process Groups.5 Process groups are 
  1. Initiation
  2. Planning
  3. Executing
  4. Monitoring & Control
  5. Closing. 

Certain INPUTS are given to the process. Managers use said TOOLS available for that process to produce OUTPUTS.PMBOK guide also defines Knowledge Areas for the Project Managers. Managers will use these skills (Knowledge) to work on given INPUTS using TOOLS to produce OUTPUTS. Those are

  1. Project Integration Management 
  2. Project Scope Management 
  3. Project Cost Management 
  4. Project Time Management 
  5. Project Risk Management 
  6. Project Quality Management 
  7. Project HR Management
  8. Project Communication Management 
  9. Project Procurement Management

Effective Project Management requires knowledge and skills from following 5 areas 

  1. The Project Management Body of Knowledge (5 process groups and 9 knowledge areas)
  2. Application area knowledge, standards, and regulations
  3. Understanding the project environment
  4. General management knowledge and skills
  5. Interpersonal skills.

PMBOK 4th Edition: Process Chart-

    Initiation   Planning   Executing   Monitorin and Controlling   Closing  

4.1 Develop Project Charter
4.2 Develop Project Management Plan     4.3 Direct & Manage Project Execution
4.4 Monitor & Control Project Work
4.5 Perform Integrated Change Control  
4.6 Close Project or Phase 
Scope       5.1 Collect Requirements  5.2 Define Scope
5.3 Create Work Breakdown Structure (WBS)     

    5.4 Verify Scope 
5.5 Control Scope 
Time        6.1 Define Activities
6.2 Sequence Activities6.3 Estimate Activity Resources  6.4 Estimate Activity Durations  6.5 Develop Schedule  

     6.6 Control Schedule      
Cost        7.1 Estimate Costs7.2 Determine Budget    

     7.3 Control Costs      
Quality        8.1 Plan Quality    8.2 Perform Quality Assurance    8.3 Perform Quality Control       
HR        9.1 Develop Human Resources Plan     9.2 Acquire Project Team
9.3 Develop Project Team
  9.4 Manage Project Team  
Communications    10.1 Identify Stakeholders    10.2 Plan Communications   10.3 Distribute Information  10.4 Manage Stakeholder  Expectations  

10.5 Report Performance  
Risk        11.1 Plan Risk Management11.2 Identify Risks  11.3 Perform Qualitative Risk Analysis  11.4 Perform Quantitative Risk  


11.5 Plan Risk Responses  

11.6 Monitor and Control Risks    

Procurement        12.1 Plan Procurements    12.2 Conduct Procurements   12.3 Administer Procurements    12.4 Close Procurements  


Project documents: PMBOK suggest managers to produce at-least 3 major documents for each project

  1. Project Charter
  2. Project Scope Statement
  3. Project Management Plan. (Notice, MS Project Plan is just one section of the bigger document). It has components to represent knowledge areas listed above
    1. Scope Management Plan
    2. Schedule Management Plan
    3. Cost Management Plan
    4. Quality Management Plan
    5. Staffing Management Plan
    6. Communication Management Plan
    7. Risk Management Plan
    8. Procurement Management Plan