Analysis
Project Management is defined by a set of activity, tools and knowledge that is divided into several phases and processes. The methodologies provide guidelines to the manager that include budget and time limit of the project for conducting innovation and developing business process. The tools that are required for project management according to PMBOK are WBS structure, critical path analysis and Gantt chart. An organization develops business process by choosing appropriate tools and techniques of project management. Any size of organization can follow these methods.
This report aims at explaining various project management methods and making a comparison among them. Additionally, the report also focused on appropriate application process of those PM processes. The comparison between several project management methodologies is made by comparing the phases of project management in order. The stages in order are 1. Initiation- Initiation is the first project management process of an organization. The process identifies section that need innovation or development and creates the need for innovation and development needed. 2. Planning- The goals and objectives of the organization are set in this process as mentioned in PMBOK. 3. Executing- The third project management process includes setting coordination among project team members that will take part in the project management process for organization development and maintaining resources. 4. Controlling- The process of controlling is expected to start from planning stage and end in closing stage. 5. Monitoring- The fourth stage includes monitoring process of management. 6. Closing- The last part of project management is closing the project. This process is maintained based on the outcome of monitoring. The two parts of project management processes are facilitating process and enabling process.
The common methodology that is used to carry out project management process is Agile methodology that includes phases like initiation, planning, execution, monitoring and closing of project. According to some authors, Agile methodology is used to manage small projects that only includes schedule management, cost management, scope management and time management (Kerzner, 2013). As mentioned earlier that project management processes is divided into two parts namely Facilitating process that includes methods like stakeholder management, contract management, risk management, team management as well as information management and Enabling process that includes schedule management, scope management, cost management and quality management.
In PMBOK, it has been mentioned that the main project management processes are initiating, planning, executing, monitoring and closing of the project. All facilitating and enabling process follows the above processes as explained in PMBOK (PMBOK Guide, 2000).
Explanation of the project management processes
Figure 1: Project Management processes
Source: PMBOK Guide, 2000
Initiation: Initiation is the first project management process of an organization. The process identifies section that need innovation or development and creates the need for innovation and development needed. They also clarify the sections where innovation or development is needed.
Planning: The second project management process is planning. The goals and objectives of the organization are set in this process as mentioned in PMBOK. Additionally, the authorities require performing internal activities like scope identification, time management and budget building (Larson & Gray, 2013). These are considered as the internal activities along with goal setting.
Execution: The third project management process includes setting coordination among project team members that will take part in the project management process for organization development and maintaining resources. The resources are financial support, materials required for innovation, development, and workforce.
Monitoring: The fourth stage includes monitoring process of management. Appropriate tools for monitoring are used by project managers to access if the project is meeting its goals successfully.
Controlling: The process of controlling is expected to start from planning stage and end in closing stage. The activities of innovation and development should be maintained in a proper way in this process. The total cycle of controlling starts in planning process and ends at closing.
Closing: This process is maintained based on the outcome of monitoring. The project needs to be closed by authority for getting positive outcome.
Each project management process is different from the other. There are several differences between each inter phase process of Agile project management method. The differences are discussed below:
Figure 2. Initiation inter phase process
Source: PMBOK Guide, 2000
Project management focuses on scope in initiation process. The core process and facilitating process are included in the planning stage. Time and cost management is mainly focussed on in core process. The time of activities in project management is limited to 30 days (Schwalbe, 2015). The cost of each activity should be calculated by authority based on the activities for meeting the goals of the project without interruption. Agile methodology is used to manage small projects that only includes schedule management, cost management, scope management and time management (Kerzner, 2013). As stated by Fleming & Koppelman (2016), to understand the barriers of project, core process risk management is important. Another author argued that facilitating process included in planning process needs risk management. The planning inter phase process mainly focus on human resource activities and development quality to take forward the project into the next stage (PMBOK Guide, 2000).
Differences between processes of project management
Figure 3. Planning inter phase process
Source: PMBOK Guide, 2000
The execution process of agile methodology consists of two parts facilitation and integration process. The main difference between execution and planning process as mentioned by some authors is that planning stage consists of both core and facilitating process whereas execution stage consists of only facilitation process (Mir & Pinnington, 2014). However, Snyder (2017) argued that though execution focussed on only facilitation process, however, it also focussed on communication, quality of developmental activities and HR management that are included in the planning phase. The resources that are selected in the planning phase are used in execution process. However, agile methodology is followed by all of the above processes and inter phases.
Figure 4. Execution inter phase process
Source: PMBOK Guide, 2000
The process of controlling has similarities and differences with all other processes of project management except initiation process. The controlling process is directly connected with the phases of planning, execution, monitoring and closing of the project (Mahadevan, Kettinger & Meservy, 2015). The difference of controlling process with other process lies in inter phase process that includes cost, scope, quality, time and risk, which is again included in the facilitating process. This process mainly deals with measuring performance of selected activities and techniques that has been followed previously followed by controlling integrated changes. The PMBOK controlling process in facilitating phase verifies the scope first and then maintain schedule according to the requirement of fulfilment of scope. In the next phase, controlling process focusses on quality maintenance and budget. Controlling process is followed monitoring phase that is based on this process.
Figure 5. Controlling inter phase process
Source: PMBOK Guide, 2000
The progress of the agile method is monitored by authority in the monitoring process. The focus of monitoring process in on risk control and results of whole activity. If the authority choose monitoring process for controlling risk then they need to first identify the risks and analyse probability of new risks (Kerzner, 2013). Many authors argued that monitoring phase should only focus on positive and negative results (Mahadevan, Kettinger & Meservy, 2015).
This result will help the authority to jump to the next step. The statement can be supported by a proof that if the result reveals that the identified risks made interruption or created new risks, then project managers gets positive vibes after examining the outcomes and can perform the last closing processes of the project.
Figure 6. Closing inter phase process
Source: PMBOK Guide, 2000
The two inter phase processes that are included in the closing stage are communications and procurement. According to PMBOK, close of the contract that was built in initiation processes is referred to as procurement. Communication section deals with closure by administration by collecting information and finishing the project management.
Agile methodology is mainly followed by the described project management. The main advantages that is provided by agile methodology is flexibility and competitiveness. The authority fulfils the project management by using the easy schedule provided by this method that includes processes of planning, initiation, execution, controlling, monitoring and closing as mentioned in PMBOK (PMBOK Guide, 2000).
Agile is an adaptive process that facilitates the above-mentioned processes. Additionally, it provides a fixed schedule to authority for completing the project successfully. Agile process of project management is short-term based and is suitable for project with short time goals, processes between 30 days. It is also a cyclic process that makes it relevant for the projects. Due to the flexibility of authority, projects under agile project management can be split into small phases. The project management processes can be incremented in value within total time required for completion of project in agile methodology (Kerzner, 2013).
As stated by Mahadevan, Kettinger & Meservy (2015), agile method provides greater time management as compared to other methods like waterfall method where the period is adjusted by project scope make agile methodology suitable for these processes. However, in agile methodology, the scope of the project is adjusted by preserving project schedule. The advantages that are provided by agile project management are a structured Work breakdown structure (WBS) that will help the authority gain knowledge about the cost and time required for each activity. This will facilitate in designing every activity sequentially.
Conclusion:
From the above discussions, it can be concluded that project is boosted by the choice of appropriate project management methods. Agile methodology is the most common PM method that is used to build appropriate work breakdown structure that will help project managers to complete the project within stipulated time period. The actual processes that need to be followed is well mentioned in PMBOK, which provides knowledge of the process that each authority should follow in order for innovation and development of a new service or product. The inter phase processes of initiation, execution, planning, monitoring controlling and closing are all related to each other. Agile process of project management is short-term based and is suitable for project with short time goals, processes between 30 days. It is also a cyclic process that makes it relevant for the projects. However, few differences also exists between them. The controlling process is directly linked from the start of inter phase with initiation to the end of the project with closing process. Other project management methodologies also contain inter phases that controls various activities of the project such that the project is divided into small parts with short-term goals.
References:
Al-Azawi, R., Ayesh, A., & Obaidy, M. A. (2014, January). Towards agent-based agile approach for game development methodology. In Computer Applications and Information Systems (WCCAIS), 2014 World Congress on (pp. 1-6). IEEE.
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Fleming, Q. W., & Koppelman, J. M. (2016). Earned value project management. Project Management Institute.
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Larson, E. W., & Gray, C. (2013). Project Management: The Managerial Process with MS Project. London: McGraw-Hill.
Mahadevan, L., Kettinger, W. J., & Meservy, T. O. (2015). Running on Hybrid: Control Changes when Introducing an Agile Methodology in a Traditional” Waterfall” System Development Environment. CAIS, 36, 5.
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Patwardhan, A., Kidd, J., Urena, T., & Rajgopalan, A. (2016). Embracing Agile methodology during DevOps Developer Internship Program. arXiv preprint arXiv:1607.01893.
PMBOK Guide, (2000). A Guide to the Project Management Body of Knowledge. Project Management Institute. Retrieved from https://www.cs.bilkent.edu.tr/~cagatay/cs413/PMBOK.pdf
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Snyder, C. (2017). A project manager’s book of forms: A companion to the PMBOK guide. John Wiley & Sons.
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