You were assigned to manage a project in your company.
You believe the PMI methodology is the best fit to help you manage this project. However, your boss does not know a lot about the PMI methodology.
Assume you are drafting an email to your boss to explainwhat the benefits of the 5 PMI’s processes groups areon managing a project.
Use the material attached and write any other additional information you feel it’s necessary to support your plan.
Your boss isa busy man, so you will need to be concise and effective on presenting and supporting your idea.
Here is the main idea of your email:
A good process in place will be on our way to a winning project.
You know your boss does not want to implement any methodology that creates a rigid framework, inflexibility, and make it so complex to manage the project, making people wasting time micromanaging the activities and processes. So, you want to keep it simple but at the same time have a plan in place so that the people know what they need to do in order to successfully do their work. To show him that you want to keep it simple, you are going to let him know that you are not going to use the 49 processes for the 10 knowledge area. You will send him later a schematic you are preparing to show what processes you will be using for the 9 knowledge areas you are planning for.
Using the PMI recommendation to tailor the material in the PMBOK Guide to meet the needs of your project, explain to him that you are not be planning for procurement, as your company has a department already handling this process.
Tailoring: Determining the appropriate combinations of processes, inputs, tools, techniques, outputs, and life cycle phases to manage a project)
Here is the material that you have prepare to use on your email:
Initiating Process – We will need a project charter coming from our Direct contenting the information:
Define the scope and the Project’s Purpose
Identify the stakeholders for new the project or phase
Provide the known constraints and assumptions, including time and budget
After the Project charter is released, the engineering team then starts to prepare the documentation.
Still, in this initiating group, It’s important to have a kick-off meeting provided by the engineering team right after the Engineering documentation is released to explain the details of the scope as well as where that documentation will be stored, which will allow us to make a better plan based on a detailed scope of the product.
Planning Process Group – Project management will be the heading of this process with the help of the project team responsible for each process
The planning process is vital to ensure that everybody knows how we will execute the work in the project.
Since we are creating these plans/ documents before the work begins, plus this is the first plan we are creating, there will be some items needing to be updated throughout the project’s life. Updates may come from change request or form discoveries made while executing the plans.
This incremental changes to the project management plan are called Progressive Elaboration, which is the iterative process of increasing the level of detail in a project management plan as more information, and more accurate estimates are available (A Guide to the Project Management Body of Knowledge, (PMBOK Guide) – Sixth Edition, Project Management Institute Inc., 2017)
Executing Process Group – Construction Manager will be the heading of this process with the help of the project team responsible for each work activity
Executing the project by following the project management plan ensures that all the work gets done, and the project team knows what exactly they are working on to complete the work and meeting the stakeholders’ needs.
Monitoring and Controlling Process Group – Project management will be the heading of this process with the information coming from the project team
The Monitoring and Controlling the Project tracks reviews and regulates the process and performance of the project.
Monitoring plan vs. actual against the project management plan and baselines helps provide a view into how the project performs. The goal is to keep tabs on its overall health and submit a project change request to get the project back on track. Monitoring and Controlling a project allows you to reduce or control overhead, rework, scheduling delays, or complete a project’s failure.
Closing Process Group – Project management will be the heading of this process with the information coming from the project team
Formally close a project or phase is a critical process. It ensures all work is completed, lessons learned are done, project documents have been archived, and all contract has been closed.
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