Successful project management has a well-defined, structured, and standard approach to it. PMP process chart besides being just a tool it becomes a critical one for the project managers to have a clear roadmap of what processes should be involved in order to make a project effective. Irrespective of whether you want to prepare for the PMP exam for certification or are willing to use the charted tools in practical real-world projects, it is under instructive not to understand this chart.
The PMP process chart and its components are discussed in detail in this blog. Then we’ll take a look at how changes to the PMP exam domains are consistent with how the profession is evolving.
What Is the PMP Process Chart?
The PMP process chart is a visual framework that organizes the 49 processes of project management into five process groups and ten knowledge areas. These processes are the building blocks of project management and define the tasks that project managers must perform to ensure their projects are successful.
The chart is not just an academic tool; it’s a practical guide for navigating the complexities of managing scope, schedules, costs, risks, and more. Each process interacts with others, demonstrating the interconnected nature of project management tasks.
The Five Process Groups
The PMP process chart categorizes the 49 processes into five process groups. These groups represent the natural progression of activities in a project lifecycle:
1. Initiating
In this phase, project objectives are defined, and key stakeholders are identified. This group includes processes like Develop Project Charter and Identify Stakeholders, which lay the groundwork for the project.
2. Planning
The Planning group is where the roadmap for the project is developed. It involves processes like Plan Scope Management, Define Activities, and Plan Risk Responses, ensuring that every aspect of the project is thoughtfully prepared.
3. Executing
This group focuses on implementing the project plan. Key processes include Direct and Manage Project Work and Manage Team, which ensure resources are allocated effectively and deliverables are created.
4. Monitoring and Controlling
Processes like Control Schedule and Monitor Risks fall under this group, which tracks project performance and ensures alignment with the project plan.
5. Closing
The final group includes processes like Close Project or Phase, ensuring that all deliverables are completed, stakeholder satisfaction is assessed, and lessons learned are documented.
The Ten Knowledge Areas
The five process groups are supported by ten knowledge areas, which focus on specific aspects of project management. These areas provide the theoretical foundation for each process:
- Project Integration Management: Overarching coordination of project elements.
- Project Scope Management: Ensuring all required work is included.
- Project Schedule Management: Managing timelines and deadlines.
- Project Cost Management: Budgeting and financial control.
- Project Quality Management: Ensuring deliverables meet quality standards.
- Project Resource Management: Allocating and managing project resources.
- Project Communications Management: Effective communication strategies.
- Project Risk Management: Identifying and mitigating risks.
- Project Procurement Management: Managing contracts and procurements.
- Project Stakeholder Management: Engaging and managing stakeholders effectively.
Understanding the 49 Processes
The 49 PMP processes are distributed across five process groups, each representing a phase in the project lifecycle. These processes are essential for managing projects systematically and effectively. Below is a detailed look at the key processes in each group, with practical examples of how they are applied.
Initiating Process Group
The Initiating Group sets the foundation for the project by defining its objectives, identifying stakeholders, and securing approval.
- Develop Project Charter
The Project Charter formally authorizes the project and gives the project manager authority to lead it. It includes high-level details such as objectives, scope, stakeholders, and initial risks.
Example: A healthcare organization initiates a new software implementation project. The Project Charter outlines the project’s goal to improve patient record management and authorizes the project manager to allocate resources.
- Identify Stakeholders
This process identifies all individuals or groups affected by the project and documents their needs, expectations, and influence.
Example: In a construction project, stakeholders might include the property owner, city officials, suppliers, and local residents. Engaging them early helps avoid delays due to unaddressed concerns.
Planning Process Group
The Planning Group is the most comprehensive and ensures every detail of the project is planned before execution begins. This group involves creating plans for scope, schedule, costs, risks, quality, and more.
- Plan Scope Management
This process determines how the project scope will be defined, managed, and validated. A Scope Management Plan is created to ensure all required work (and only the required work) is included.
Example: For a marketing campaign, the plan ensures deliverables like promotional videos and email templates align with the agreed scope.
- Define Scope
Defines the detailed project boundaries, deliverables, and acceptance criteria.
Example: In an app development project, this process specifies features, platforms (iOS/Android), and expected user experience metrics.
- Plan Schedule Management
This process establishes how the project timeline will be developed and managed.
Example: For a product launch, a Gantt chart is created to map key milestones like prototyping, testing, and release.
- Plan Risk Management
Involves identifying potential risks and developing strategies to mitigate them.
Example: A construction project in a flood-prone area might include plans for temporary drainage systems during the rainy season.
Executing Process Group
The Executing Group involves carrying out the work outlined in the project plan and delivering the expected outcomes.
- Direct and Manage Project Work
In this process, the project manager oversees the day-to-day execution of tasks to produce deliverables.
Example: In an IT infrastructure upgrade, this includes managing server installations, data migration, and user training.
- Implement Risk Responses
This involves executing strategies to address identified risks.
Example: A software project identified a risk of data loss during migration, so the team implements a robust backup system before starting.
- Acquire Resources
Ensures the team has the tools, equipment, and personnel needed to complete the work.
Example: In a manufacturing project, this includes leasing specialized machinery and hiring skilled technicians.
Monitoring and Controlling Process Group
This group focuses on tracking project performance and making adjustments as needed to stay aligned with the project plan.
- Control Schedule
Compares actual progress against the planned schedule to identify delays and implement corrective actions.
Example: If a project milestone is missed due to resource shortages, the team might reallocate staff to expedite critical tasks.
- Monitor Risks
Tracks the status of identified risks and monitors new ones that may arise.
Example: In a financial services project, risk monitoring involves regular reviews of regulatory changes that could impact the deliverables.
- Validate Scope
Involves obtaining formal acceptance of completed deliverables from stakeholders.
Example: A website development project concludes with the client reviewing and signing off on all features, such as responsive design and SEO optimization.
Closing Process Group
The Closing Group ensures the project or phase is formally completed, deliverables are handed over, and documentation is finalized.
- Close Project or Phase
This process ensures all activities are completed, contractual obligations are fulfilled, and final reports are submitted.
Example: In a retail expansion project, the project manager closes the project by handing over operational manuals to store managers and conducting a post-project review.
The Importance of the PMP Process Chart
Understanding the PMP process chart is vital for several reasons:
- Exam Preparation: The chart is a cornerstone of the PMP exam, testing your ability to understand and apply the 49 processes effectively.
- Practical Application: It provides a structured approach to managing projects, ensuring that no aspect is overlooked.
- Consistency: By following a standardized framework, project managers can maintain consistency across projects.
- Integration: The chart shows how different processes interact, promoting a comprehensive understanding of project workflows.
Tips for Memorizing the PMP Process Chart
Memorizing the 49 processes and their alignment with process groups and knowledge areas can be challenging. Here are some tips to make it easier:
1. Understand the Relationships
Instead of memorizing processes in isolation, focus on understanding how they relate to each other and contribute to the project lifecycle.
2.Use Mnemonics
Create mnemonic devices to remember the order of processes. For example, for the Initiating group, use “Dogs Identify” to recall Develop Project Charter and Identify Stakeholders.
3.Create Visual Aids
Draw your own process chart or use a printed version to visualize the connections between process groups and knowledge areas.
4.Practice Regularly
Test yourself frequently by recalling the processes and their respective groups and knowledge areas.
5.Take Mock Exams
Practice exams help reinforce your understanding and highlight areas that need improvement.
Conclusion
The PMP process chart is a foundational element of project management, offering a structured framework for managing projects effectively. For aspiring PMP-certified professionals, mastering the chart is crucial, not only for exam success but also for practical application in diverse project scenarios.
By understanding the 49 processes, their alignment with process groups and knowledge areas, and their role in modern project management, you can enhance your ability to deliver successful projects. Use authorized training resources and focus on the new exam domains—People, Process, and Business Environment—to align your knowledge with the latest industry standards. Education Edge accommodates diverse learning needs with options for online, in-person, and hybrid training, empowering professionals to achieve their certification goals on their terms.
FAQs
1. How do I remember ITTOs for PMP?
Understanding Inputs, Tools, Techniques, and Outputs (ITTOs) involves focusing on their purpose within each process. Practice with real-world scenarios and create mind maps to visualize how ITTOs support each process.
2. How do you memorize the 49 PMP processes?
Use a combination of mnemonics, visual aids, and frequent practice to recall the processes. Understanding their context within the process groups and knowledge areas makes memorization more intuitive.
