Summary of “A Guide to the Project Management Body of Knowledge (PMBOK Guide)” by Project Management Institute (2017)

Summary of

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Summary of “A Guide to the Project Management Body of Knowledge (PMBOK Guide)” – 2017 Edition

Introduction

The “PMBOK Guide” by the Project Management Institute (PMI) is a globally acknowledged standard for project management, presenting a framework of processes, best practices, terminologies, and guidelines. The 2017 edition encompasses extensive knowledge areas essential for project managers to successfully deliver projects within scope, time, and budget constraints. This summary covers major points, concrete examples, and actionable advice based on the book.

1. Project Integration Management

Overview:

Project Integration Management ensures that project processes are coordinated. It includes developing project charters, managing project execution, and performing the integrated change control.

Key Processes:

  1. Develop Project Charter: Formalizing the project’s existence and providing the project manager with authority to allocate resources.

  2. Action: Schedule a kickoff meeting to develop a project charter involving key stakeholders.

  3. Develop Project Management Plan: Documenting how the project will be executed, monitored, and controlled.

  4. Action: Create a comprehensive project management plan using tools like Microsoft Project.

  5. Direct and Manage Project Work: Leading and performing the work defined in the project management plan.

  6. Action: Implement daily stand-up meetings to ensure team members understand and are executing project tasks.

Example:

A project to develop new software involves creating a project charter in consultation with stakeholders to ensure alignment on goals, budget, and high-level requirements.

2. Project Scope Management

Overview:

Project Scope Management involves ensuring that the project includes all the work required—and only the work required—to complete the project successfully.

Key Processes:

  1. Plan Scope Management: Creating a scope management plan documenting how the scope will be defined and validated.

  2. Action: Conduct workshops with stakeholders to gather detailed project requirements.

  3. Define Scope: Developing a detailed description of the project and product.

  4. Action: Utilize tools like Work Breakdown Structures (WBS) to break down deliverables into smaller components.

  5. Validate Scope: Formalizing acceptance of the completed project deliverables.

  6. Action: Organize review meetings with clients and stakeholders to formally accept project deliverables.

Example:

In a construction project to build a residential apartment complex, defining scope meticulously through architectural blueprints and validating scope through periodic site inspections ensures adherence to client expectations.

3. Project Schedule Management

Overview:

Project Schedule Management focuses on the processes required to manage the timely completion of the project.

Key Processes:

  1. Plan Schedule Management: Establishing policies and procedures for planning, developing, and managing a project schedule.

  2. Action: Develop a Gantt chart that outlines all tasks with start and end dates.

  3. Define Activities: Identifying and documenting specific actions to produce project deliverables.

  4. Action: Use project management software to list and categorize all project activities.

  5. Control Schedule: Monitoring the project status to update project progress and manage changes to the schedule baseline.

  6. Action: Implement Earned Value Management (EVM) to measure project performance and progress.

Example:

In a marketing campaign launch, defining activities such as content creation, media purchases, and review periods ensures the project is executed on schedule.

4. Project Cost Management

Overview:

Project Cost Management involves estimating, budgeting, and controlling costs, ensuring the project can be completed within approved budget.

Key Processes:

  1. Plan Cost Management: Outlining how project costs will be managed and controlled.

  2. Action: Develop a cost management plan that includes cost estimation methodologies and budget planning.

  3. Estimate Costs: Developing an approximation of monetary resources needed to complete project activities.

  4. Action: Use analogical and parametric estimating techniques to forecast project expenses based on historical data.

  5. Control Costs: Monitoring project costs to ensure all work is within the approved budget.

  6. Action: Regularly review expenditure reports and adjust the budget allocation as necessary.

Example:

A pharmaceutical research project might use analogical cost estimating by examining past similar projects to forecast the budget accurately.

5. Project Quality Management

Overview:

Project Quality Management ensures that the project will satisfy the needs for which it was undertaken through continuous quality improvements.

Key Processes:

  1. Plan Quality Management: Identifying quality requirements and/or standards for the project and its deliverables.

  2. Action: Develop a quality management plan that includes key performance indicators (KPIs) and quality checks.

  3. Manage Quality: Translating the quality management plan into executable quality activities.

  4. Action: Conduct regular internal audits and reviews to ensure adherence to quality standards.

  5. Control Quality: Monitoring and recording results of executing quality activities to assess performance.

  6. Action: Use control charts to analyze process variability and maintain process control.

Example:

An automotive manufacturing project might implement a Six Sigma methodology to identify defects and ensure the production meets high-quality standards.

6. Project Resource Management

Overview:

Project Resource Management involves processes to identify, acquire, and manage the resources needed for the successful completion of the project.

Key Processes:

  1. Plan Resource Management: Defining how to estimate, acquire, manage, and utilize physical and team resources.

  2. Action: Develop RACI (Responsible, Accountable, Consulted, and Informed) charts to define roles and responsibilities.

  3. Acquire Resources: Obtaining team members, facilities, equipment, materials, and other resources necessary to complete project work.

  4. Action: Use resource allocation tools and techniques to ensure optimal resource distribution.

  5. Control Resources: Monitoring planned versus actual resource usage and making necessary adjustments.

  6. Action: Implement time tracking and resource utilization reports to ensure resources are being used efficiently.

Example:

In an IT infrastructure upgrade project, clearly defined roles using RACI charts help in efficient team collaboration and resource utilization.

7. Project Communication Management

Overview:

Project Communication Management ensures timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, and monitoring of project information.

Key Processes:

  1. Plan Communications Management: Developing an appropriate approach and plan for project communications.

  2. Action: Create a communication plan that outlines the methods and frequency of communication with stakeholders.

  3. Manage Communications: Ensuring timely and appropriate collection, creation, and distribution of project information.

  4. Action: Use collaboration tools such as SharePoint or Slack to manage project communications effectively.

  5. Monitor Communications: Ensuring optimal information flow among stakeholders throughout the project lifecycle.

  6. Action: Implement feedback mechanisms like surveys to adjust communication strategies as needed.

Example:

In a public relations campaign, regular status updates via email and project management tools help keep stakeholders informed and aligned.

8. Project Risk Management

Overview:

Project Risk Management involves identifying, analyzing, and responding to project risks to minimize their impact on the project.

Key Processes:

  1. Plan Risk Management: Defining how to conduct risk management activities for a project.

  2. Action: Develop a risk management plan that includes risk identification, analysis, and response strategies.

  3. Identify Risks: Determining which risks may affect the project and documenting their characteristics.

  4. Action: Conduct brainstorming sessions or SWOT analyses to identify potential project risks.

  5. Control Risks: Implementing risk response plans, tracking identified risks, and evaluating their effectiveness.

  6. Action: Use a risk register to monitor and track all identified risks and their mitigation actions.

Example:

For an aerospace project, risk identification might include potential technical failures or regulatory changes, and a risk register would track all identified risks with corresponding mitigation actions.

9. Project Procurement Management

Overview:

Project Procurement Management involves processes to purchase or acquire products, services, or results needed from outside the project team.

Key Processes:

  1. Plan Procurement Management: Documenting project procurement decisions and specifying the approach.

  2. Action: Develop contracts and procurement statements of work (SOW) outlining deliverables and expectations.

  3. Conduct Procurements: Obtaining seller responses, selecting a seller, and awarding a contract.

  4. Action: Use a Request for Proposal (RFP) process to solicit bids from vendors.

  5. Control Procurements: Managing procurement relationships, monitoring contract performance, and making necessary changes.

  6. Action: Perform regular contract performance reviews and maintain open communication with vendors.

Example:

In a software development project, using an RFP to hire third-party developers ensures a transparent procurement process and alignment with project needs.

10. Project Stakeholder Management

Overview:

Project Stakeholder Management involves processes required to identify project stakeholders, understand their expectations, and manage their participation in the project.

Key Processes:

  1. Identify Stakeholders: Identifying all people or organizations impacted by the project and documenting relevant information.

  2. Action: Create a stakeholder register capturing essential information about all identified stakeholders.

  3. Plan Stakeholder Engagement: Developing strategies to effectively engage stakeholders.

  4. Action: Develop a stakeholder engagement plan that outlines how and when stakeholders will be involved.

  5. Manage Stakeholder Engagement: Managing stakeholder expectations through communication and proactive management.

  6. Action: Host regular meetings and provide updates to manage and align stakeholder expectations.

Example:

In a city infrastructure project, identifying stakeholders like residents, government officials, and local businesses ensures their needs and expectations are managed effectively through continuous engagement.

Conclusion

The PMBOK Guide provides a comprehensive framework to deliver projects successfully. Following its guidelines and applying the concrete examples for each knowledge area ensures that project managers can manage all aspects of a project efficiently, from scope and time to communication and risk management. Implementing the actionable advice and methodologies highlighted in the summary can significantly enhance the chances of project success.

Operations and Supply Chain ManagementProject Management