Concepts
Project Management Processes and Typical Activities
As a part of preparations for the Certified Associate in Project Management (CAPM) exam, it’s essential to understand the
different process groups and the typical activities associated with each. In Project Management, processes are classified
into five major groups: Initiating, Planning, Executing, Monitoring and Controlling, and Closing. Here we will discuss each
process group and some of the typical activities associated with them.
1. Initiating Process Group
The Initiating Process Group involves activities necessary to define a new project or a new phase of an existing project.
This involves obtaining authorization to start the project or phase.
Typical Activities in the Initiating Process Group
- Project Charter Development: This is where the project’s scope, objectives, and the people involved are defined.
- Identify Stakeholders: Identify those who can affect or be affected by the project and understanding their needs
and expectations.
2. Planning Process Group
The Planning Process Group involves activities used to establish the total scope of the effort, define and refine
objectives, and develop the course of action required to achieve those objectives.
Typical Activities in the Planning Process Group
- Develop Project Management Plan: This includes defining the project’s approach, including how it will be executed
and controlled. - Define and Sequence Activities: This involves identifying the specific tasks and determining their logical sequence.
- Estimating Costs: Estimate the monetary resources needed to complete the project tasks.
3. Executing Process Group
The Executing Process Group consists of the activities used to complete the work defined in the Project Management Plan
to meet the project’s specifications.
Typical Activities in the Executing Process Group
- Direct and Manage Project Work: Implementing the plan and performing project activities according to it.
- Quality Assurance: Testing and checking the project’s deliverables to ensure they meet the planned quality standards.
- Develop Project Team: Recruiting, hiring, training, and managing the project members.
4. Monitoring & Controlling Process Group
The Monitoring & Controlling Process Group covers activities used to track, review, and regulate the project’s progress
and performance, identify any areas where changes to the plan are necessary, and initiate the corresponding changes.
Typical Activities in Monitoring & Controlling Process Group
- Monitoring Project Work: Tracking the actual progress against the plan.
- Integrated Change Control: Managing and dealing with any changes to the project plan.
- Controlling Quality: Monitoring and controlling the quality of the project’s deliverables.
5. Closing Process Group
The Closing Process Group consists of activities used to finalize all activities across all Process Groups, formally close
the project or phase, and hand over the completed deliverables to the sponsor or customer.
Typical Activities in the Closing Process Group
- Finalizing all Activities: Completing outstanding procurement, financial documentation, etc.
- Handing over Project Deliverables: Transferring the goods or services to the customer.
- Conducting Post-Project Review: Analyzing successes and lessons learned for future projects.
In sum, these typical activities within each process group are crucial for successful project management and are integral
parts of the CAPM exam curriculum. Understanding the specifics of each step can help aspiring project managers to manage
their projects systematically and strategically.
Answer the Questions in Comment Section
True or False: Developing a project charter is an activity typically performed in the Initiating Process.
- True
- False
Answer: True
Explanation: Developing the project charter is indeed a key activity within the Initiating process. It officially signals the start of the project, establishes project authority and sets project boundaries.
Which of the following activities typically occurs in the Planning Process?
- a) Identifying Stakeholders
- b) Develop Project Management Plan
- c) Close Project or Phase
- d) Perform Integrated Change Control
Answer: b) Develop Project Management Plan
Explanation: In the Planning process, the project management plan is created, which defines how the project will be executed, monitored, controlled and closed.
True or False: A typical activity of the Executing Process is the development of the project schedule.
- True
- False
Answer: False
Explanation: The project schedule is typically developed during the Planning process, not the Executing process. In the Executing process, the work defined in the project management plan is implemented.
In which process is the activity ‘Monitor and Control Project Work’ typically done?
- a) Monitoring and Controlling process
- b) Planning process
- c) Executing process
- d) Initiation process
Answer: a) Monitoring and Controlling process
Explanation: The Monitoring and Controlling process involves tracking, reviewing, and controlling the progress and performance of the project.
True or False: Validate Scope is an activity that occurs in the Closing Process.
- True
- False
Answer: False
Explanation: Validate Scope is part of the Monitoring and Controlling Process group. The Closing Process involves activities like finalizing all project activities and formally closing the project
In the CAPM exam, which process typically involves the activity ‘Perform Qualitative Risk Analysis’?
- a) Planning Process
- b) Executing Process
- c) Monitoring and Controlling Process
- d) Closing Process
Answer: a) Planning Process
Explanation: Performing qualitative risk analysis helps to prioritize risks based on their potential impact on project objectives, and is conducted during the Planning process.
True or False: The executing process generally does not involve any communication with stakeholders.
- True
- False
Answer: False
Explanation: A key part of the executing process is communicating with stakeholders, typically as part of the project performance reporting activities.
Which of the following actions is a typical activity within the closing process?
- a) Finalizing all activities
- b) Developing a project management plan
- c) Identifying stakeholders
- d) Creating project documents
Answer: a) Finalizing all activities
Explanation: The closing process includes finalizing all project activities, documenting lessons learned, and formally closing the project.
True or False: Acquiring project resources is done in the initiating process.
- True
- False
Answer: False
Explanation: Acquiring project resources is done in the executing process, not the initiating process. The initiating process involves activities such as developing a project charter and identifying stakeholders.
Which of these is a typical activity taking place in the initiating process?
- a) Collecting project performance information
- b) Making changes to the project plan
- c) Identifying key stakeholders
- d) All of the above
Answer: c) Identifying key stakeholders
Explanation: In the initiating process, key activities involve developing a project charter and identifying key stakeholders.
Activity ‘Plan Procurements’ takes place in which process group?
- a) Initiating
- b) Planning
- c) Execution
- d) Monitoring and Controlling
Answer: b) Planning
Explanation: Plan Procurements is part of the Planning process group, where the team determines which project needs can best be met by procuring products, services, or results.
True or False: Validate Scope is an activity that occurs in the Initiation Process.
- True
- False
Answer: False
Explanation: Validate Scope, which refers to formalizing acceptance of the project deliverables, is actually a part of the Monitoring and Controlling Process group.
Can someone give examples of typical activities within the initiating process?
Sure! Typical activities include developing project charter and identifying stakeholders.
Don’t forget about the initial project feasibility analysis.
What about the planning process? What are some common activities?
In the planning process, you develop a project management plan, define scope, and create a WBS.
Risk management planning is also crucial during the planning stage.
I always find collecting requirements a major activity in the planning phase.
Absolutely, gathering requirements sets the foundation for the scope.
Nice blog post, very informative!
Can anyone list some typical activities in the executing process?
Executing often involves managing project work, quality assurance, and team development.
Monitoring and controlling seem complex. What are typical activities here?
You might do performance measurement and reporting, risk monitoring, and scope verification.
Also, managing changes is a significant part of this process.
I appreciate the detailed information on the planning process.
Any examples of typical activities in the closing process?
Closing involves handing over deliverables, releasing project resources, and obtaining formal acceptance.