Project management process groups

The PMBOK Guide® structures project management knowledge in 5 process groups. Process groups can overlap in time, but they are usually are represented in sequence:

  • Initiating Process Group: The performing organization discuss if the project is worth it. If so, then the project sponsor authorizes the project and sign a document named project charter.
  • Planning Process Group: The project management team elaborates the project management plan to guide project execution and control. This is a stable document that does not change too much. However, many predictive projects practice progressive elaboration, that is, the plan improved as new information is acquired.
  • Executing Process Group + Monitoring and Controlling Process Group: These two process groups interrelate each other to execute the project according to plan and monitor if project performance is as expected or take corrective actions otherwise.
  • Closing Process Group: Once all deliverables have been accepted by the client, formal closure is communicated, and product transition is developed.

Initiation Process Group

The PMBOK Guide® describes 2 initiating processes:

  • Develop Project Charter: Developing a document that formally authorizes the existence of a project and provides the project manager with the authority to apply organizational resources to project activities.
  • Identify Stakeholders: Identifying project stakeholders regularly and analyzing and documenting relevant information regarding their interests, involvement, interdependencies, influence, and potential impact on project success.

Organization experts collaborate to agree on the rationale behind the project initiation. If the project is authorized, a formal document named project charter, containing the main organizational topics concerning the project, is signed by the project sponsor, meaning that organization is committed to get the project done, funds are allocated and resources are preassigned. It is a recommended good practice to have a project manager working in this phase, even before the project is approved, to help produce this document, making sure the right experts collaborate, and a solid rationale is written. A good project charter should include a description of the responsibility, and authority level of the project manager.

Other initiation activity, in parallel with the go/no-go decision making, and no less important, is to elaborate a stakeholder register. Good project managers start managing as soon as possible, writing down the relevant information about stakeholders: their position regarding the project, power, interests, knowledge, accessibility, concerns, high level requirements, etc.

Project initiation data are easy to access in PMPeople. Tab INITIATION is automatically opened when the project state is “initiating”. Project Managers can update the project basic data, the expected project benefits summary, the project charter, the extended project team, and the stakeholder register:

Planning Process Group

Project planning data are easy to access in PMPeople. Tab PLAN is automatically opened when the project state is “planning”. Project Managers can access project planning data:

  • Plan project scope baseline at PLAN > Plan Scope.
  • Plan project schedule baseline at PLAN > Plan Schedule. Scheduling tools can be integrated at INITIATION > Project Data > Connect.
  • Plan project tasks at PLAN > Plan Tasks.
  • Plan project cost baseline at PLAN > Plan Cost.
  • Plan project finance requirements at PLAN > Plan finance.
  • Plan project resources at PLAN > Plan Resources.
  • Project communication documents can be accessed through the integrated file sharing tool. Instant messaging tools can also be integrated at INITIATION > Project Data > Connect. Project review dates can be scheduled at PLAN > Plan Review Dates.
  • Manage project risks at LOGS > Risk Register.
  • Plan project procurement at PROCUREMENT > Plan Procurement.
  • Plan stakeholder engagement at INITIATION > Stakeholder Register.

PMPeople does not prevent the project management team to produce a formal planning, quite useful in predictive projects. However, it helps people interact on plans in an agile way, using the web and the mobile application. It enhances progressive elaboration and rolling wave planning. Formal documents can always be accessed through the file sharing tool, but they are not needed from the very beginning: there is a long way to go before project plans are final. PMPeople can optimize project planning through some use cases explained below.

Executing and Controlling Process Groups

Project execution and control data are easy to access in PMPeople. Tab CONTROL is automatically opened when the project state is “executing”. Project Managers can access project executing and control data:

  • Project Health Checks.
  • Status Reports.
  • Scope control data.
  • Schedule control data.
  • Cost control data.
  • Finance control data.
  • Task control data.
  • Human Resources control data.

Regarding risks, issues and changes, project manager can access tab LOGS:

Closing Process Group

Project closing data are easy to access in PMPeople. Tab CLOSING is automatically opened when the project state is “closing”—no time/expense reporting allowed—or “archived”—no updating allowed. Project Managers can access project closing data:

  • Closure Report can be updated.
  • Lessons Learned Register can be updated.
Frequently Asked Questions
What are the 5 project management process groups in PMBOK?

The five process groups are Initiating, Planning, Executing, Monitoring & Controlling, and Closing. They provide a structural flow for managing any project, regardless of methodology.

Do process groups happen in sequence or can they overlap?

While typically shown in sequence, process groups often overlap. For example, monitoring and controlling occur throughout execution, and planning may continue during early execution (rolling wave planning).

How does PMPeople support the PMBOK process groups?

PMPeople organizes project data by process group—Initiation, Plan, Control, and Closing—automatically showing the right tools at each stage. It supports both predictive and agile approaches with real-time collaboration and progressive planning.