Process group - Execution

Now that you have initiated the project, and planned meticulously you reach the execution phase.

This is the phase, if the project manager has done a good job, he/she will spend very less time. However during execution phase the project manager starts executing all plans. The project manager ensure the continuous improvement methodology is kicked in. Sees if the quality assurance has kicked in. If the quality assurance has not been  implemented the said project will not work as per standards.

Project during this phase gets busy in acquiring and releasing the resources. Which resource needs to be assigned what work. Which work is finished. He needs to track all those details.

During this phase he needs to keep team motivated. Team building activities, awards at the same time needs to mentor those who are not performing well. Project manager needs to see if stakeholder vision is being met.

Incase there is any change which is requested a normal change request process is initiated.   

Process Group - Planning as per PMBok5

When we think about planning. What comes to our mind.

Planning is the way to look the roadmap and meticulously document what it takes to deliver.  So when I say "What it takes to deliver" it means it needs to understand all knowledge areas (Integration, scope, hr, procurement etc..) What understanding what it takes to deliver the project manager has also to think  What roles and responsibility will it require.

So for example in scenario IT: A project needs to build to ensure hrms works perfectly well in the organization.  The feasibility study was done and it was decided to implement a commercial off the shelf product. Now the project manager needs to decide who are the business stake holders, who would be responsible for delivery who would be responsible for qa and who would be resposible for user acceptance test and who would be responsible for go live. To ensure all this he needs to have a chart with timeline and ensuring all responsible persons are available at correct time. Remember the project has yet not started its just the preparation phase.

Planning is also about understanding risk. As everything is on paper, any project will evolve once it starts getting delivered. Thats the time when you would have changes or iterations. A project manager needs to plan well in advance for the same. 

Process group - Initiation as per PMBOK in PMP

Lets first see what are the process groups

There are five process flows

a) Initiation
b) Planning
c) Execution
d) Monitoring and Control
e) Closing

Initiation:
When does a project get initiated ?

Let me give a few scenario
a) In an IT industry does the project get initiated when it comes on the table of  manager with all specs and he and his team has to develop the project.
b) In Construction company, does the point of initiation comes when the labour is asked to construct the building post the approval of blue print.

To both of the above scenario's the answer is "No" The project initiation starts a lot before. The first step to start the project is to select the project manager. The project manager has first to understand "What does business require holistically". When I say holistically, I mean to say he should be able to get the big picture. The project may be done in two ways. One do what is asked for and another is to address the issue which strategically management is trying to solve post completion of the project.

This would require the project manager to understand company's strategic objective. Based on strategic objectives, if the doing a project is feasible or not feasible. If its feasible develop measurable goals. Project manager is not going to deliver the project all on his own. So he needs to identify stake-holders.

Once the stake holders are identified the project manager needs to take care of company reputation.

Scenario:The company has a reputation of delivering a vernier calliper with 0.00001% defect. Company has got a big order to be delivered in two weeks. However as per standard process it takes four weeks to complete the order. Management has come with an alternative plant to achieve the goal. However they have identified that it may risk the accuracy of the product. Should the project manager give a go ahead.

The answer is certainly no. This will cause a lot of issues if this known risks comes into affect and company will spend more on damage control. And surely the project manager will be accused of delivering a bad product.

Next post read about Planning