PMI (PMI is Project Management Institute) Process Groups
The five PMBOK (Project Management Body of Knowledge) process groups are:
- Initiating Process Group – Processes required to launch a new project or a new project phase.
- Planning Process Group – Processes related to defining and planning the extent of the project, as well as planning how it will be executed.
- Executing Process Group – Processes related to the actual completion of project activities and tasks.
- Monitoring & Controlling Process Group – Processes covering everything related to tracking, monitoring, reporting on, and controlling project performance and progress.
- Closing Process Group – Processes required to finalize and complete a project or project phase.
1. Initiating
The initiating process group is generally when a project is formally approved and assigned a project manager. The group includes two primary processes:
- Developing the project charter
- Identifying the project stakeholders
Outcomes of this process group include the project charter document and the stakeholder register.
The stakeholder register lists who the project stakeholders are, what their stake in the project is, and what they expect in regard to frequency and form of communication.
The project charter should include the business case for the project (why it should be completed), as well as a high-level overview of the project’s scope, deliverables, and objectives.
Typically, a project charter will also include:
- Resources required
- Key stakeholders
- A high-level timeline with key milestones
- A high-level cost estimate
- Any known risks, issues, or dependencies
2. Planning
The planning group is the largest of the five process groups, consisting of 24 processes in total.
This group of processes is designed to help you plan your entire project in detail, from the scope, schedule, and budget, through to how you will manage the key stakeholders. The primary outcome of this stage is a Project Management Plan (PMP).
For larger projects, the PMP may have sub-plans to further outline some of the critical areas, such as the project schedule or quality management. For smaller projects, processes may simply be covered in separate subsections or fleshed out in an appendix.
The PMP is considered a “living document”, meaning it is updated and revised throughout the project as changes occur.
3. Executing
The executing group is where most of the action happens on a project. It is also where most of the budget is spent and where the actual project deliverables are produced.
This process group includes ten project management processes. It focuses on managing project activities and tasks to ensure progress is occurring, communications are happening, risk responses are being implemented, and stakeholders are being engaged.
The most significant role for the project manager during this phase is directing and managing the project work and managing project knowledge (requirements documentation, meeting minutes, lessons learned).
Other responsibilities typically include:
- Acquiring project resources
- Developing and managing the project team
- Managing communications
4. Monitoring & Controlling
The monitoring and controlling process group is the second largest, containing twelve project processes.
These processes happen throughout the entire project and are in place to ensure there is sufficient oversight. This also helps identify and mitigate any potential issues.
Inevitably, something unexpected will come up during the project life cycle. The processes in this group are designed to help you update the plan, modify your team’s activities, and get everything back on track.
One of the essential processes here is monitoring the project work, which requires tracking the overall project and its key aspects. This process is critical in limiting overages and project errors. Often, project management software is used to monitor and report on progress.
5. Closing
The closing process group only has one primary process: close out the project or phase.
This involves ensuring the customer has accepted all final phase or project deliverables. Documentation should also be completed and stored, and any loose ends of the project or phase should be tied up.
Choosing Your Methodologies with Wrike
There are many different ways to manage and organize a project.
- Traditional methodologies like Waterfall are designed to lay out every task in sequential order before execution begins. Initially, this was the methodology that the PMBOK processes were designed around, where the five process groups were often treated as sequential phases.
- Over time, it became clear that a structured approach does not work well for every project. Sometimes, a more agile methodology can work better.
Just as methods have grown and changed over time, so have the PMBOK processes. They have adapted to work with many mainstream project management methodologies. So, no matter what project methodology you select, you can still successfully incorporate the PMBOK process groups.
Selecting process management software that supports your project methodology of choice and also aligns with the five PMBOK process groups is essential for project success.
Fortunately, Wrike project management software is designed to help you incorporate the PMBOK process groups into your projects, whether you’re using Waterfall, Agile, or another methodology.
