Program Management Process Groups and Knowledge Areas

KnowledgeAreas

InitiationProcess

PlanningProcess

ExecutionProcess

MonitoringProcess

ClosingProcess

1. Program Integration Management

(8)

1.1 Initiate Program

1.2 Develop Program Management Plan1.3 Develop Program Infrastructure

1.4 Direct and Manage Program Execution1.5 Manage Program Resources

1.6 Monitor and Control Program Resources

1.7 Manage Program Issues

1.8 Close Program

2. Program ScopeManagement

(8)2.1 Plan Scope2.2 Define program Objective and Goal2.3. Determine Program Requirement2.4. Develop Program Architecture2.5 Create Program WBS

2.6 Manage Program Architecture2.7 Manage Program Interfaces

2.8 Monitor and Control Program Scope

3. Program Time Management

(2)

3.1 Develop Program Schedule

3.2 Monitor and Control Program Schedule

4. Program Cost Management5. Program Quality Management6. Program HR Management7. Program CommunicationManagement

7.1 Plan Communication 7.2 Distribute Information

7.3 Report Program Performance

8. Program Risk Management

(5)

8.1 Plan Program Risk8.2 Identify Program Risk8.3 Analyze Program Risk8.4 Plan Program Risk Responses

8.5 Monitor and Control Program Risk

9. Program Procurement Management

9.1 Plan Program Procurement

9.2 Conduct Program Procurement

9.3 Administer Program Procurement

9.4 Close Program Procurement

10. Program FinancialManagement

(5)

10.1 Establish Program Financial Framework

10.2 Develop Program Financial Plan10.3 Estimate Program Cost10.4 Estimate Program Budget

10.5 Monitor andControl Program Financials

11. Program Stakeholder Management

(4)

11.1 Plan Program Stakeholder 11.2 Identify Program Stakeholders

11.3 Engage Program Stakeholders

11.4 Manage Program Stakeholder Expectation

12. Program Governance

(8)

12.1 Plan and Establish Program Governance Structure12.2 Plan for Auditing12.3 Plan Program Quality

13.4 Approve Component Initiation

13.5 Provide Governance Oversight13.6 Manage Program Benefit13.7 Control Program Changes

13.8 Approve Component Transition

Program Integration Management

Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary OutputsINTEGRATION

Initiate Program

Developing the program charter that formally authorizes and initiates the program

1. Strategic Business directive2. Business Case3. Existing Organizational structure and Policies4. Existing Organizational Work.5. Existing Components

1. Expert Judgment2. Feasibility Studies3. Comparative Analysis 4. Cost Benefit Analysis

1. Assignment of Program Manager

2. Program Charter3. Program Roadmap4. Business case

(updated)

Develop Program Management Plan

The process of consolidating and coordinating allsubsidiary plans into a program management plan as well as updating the program roadmap.

1. Program Charter2. Program Roadmap3. Existing Organizational Work4. Best Practices Library

1. Expert Judgment2. MIS2. Tolerances3. Planning Techniques4. Procurement Processes

1. Program Management Plan

2. Program Roadmap (updated)

Develop Program Infrastructure

The process of identifying, assessing, and developing theinfrastructure required to support the program

1. Program Management Plan2. Organizational Policies and Guidelines3. Best Practices Library4. Program Roadmap

1. Expert Judgment2. Review meetings3. Component Analysis4. Capacity Planning

1. Core Team Assignments2. Program Resource Plan3. Program Infrastructure4. Program Management Processes

Direct and Manage Program Execution

The process of managing the execution of theprogram management plan to achieve program objectives

1. Program Management Plan2. Status Reports3. Change request4. Work Results5. Audit Reports6. Go/No Go Decision7. Program Roadmap

1. Expert Judgment2. MIS3. Program Office4. Contract Management/Decision Logs5. Decision Logs6. Impact Analysis 7. Tolerances

1. Approved Change request2. Component Initiation Request3. Component Transition Request4. Issues Register5. Program Roadmap (updated)

Manage Program Resources

The process of tracking, assessing, and adapting to the use of resources throughout the program’s lifecycle.

1. Program Management Plan2. Status Reports3. Resource Availability

1. Expert Judgment2. MIS3. Program Office

1. Program Resource Plan (updated)

Monitor and Control Program Resources

The process of monitoring and controllingthe program’s execution to meet performance objectives as defined in the program management plan

1. Program Management Plan2. Status Reports3. Resource Availability

1. Expert Judgment2. MIS3. EVM4. Review Meetings5. Program Performance Analysis

1. Status Report2. Forecast

Manage Program Issues

The process of addressing unplanned risks and events that mayimpact the program’s planned directives.

1. Program Management Plan2. Audit Report3. Risk Register4. Status Report5. Issues Register

1. Expert Judgment2. Issues Analysis

1. Approved Changed Request2. Issues register (updated)

Close Program The process of finalizing all activities across all of the program processgroups to formally close the program.

1. Program Management Plan2. Program Transition Plan3. Program Closure Recommendation

1. Expert Judgement2. MIS3. Contract Closure Procedure

1. Released Resources2. Final Reports3. Knowledge Transition4. Closed Program

Program Scope Management

Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary OutputsSCOPE

Plan Program Scope

The process of identifying and developing activities to produce deliverables andbenefits that meet the program goals and objectives

1. Business Case2. Program Charter

1. Expert Judgment2. MIS

1. Program Scope Statement

2. Program Scope Management Plan

Define Program Goals and Objectives

The process for establishing the overall goals andobjectives of the program and ultimately what is to be delivered..

1. Program Scope Statement2. Program Scope Management Plan

1. Expert Judgment2. Interviewing3. Focus Groups4. Customer Acceptance Review

1. Benefit Realization Plan2. Program Scope Statement (updated)

Develop Program Requirements

The process for development and formal identification ofthe program requirements and specifications to deliver the program goals and objectives

1. Program Scope Statement2. Change Request3. Business Case4. Program Roadmap

1. Expert Judgment2. Requirement Gathering3. Requirement Analysis4. Brainstorming5. Design Reviews6. Requirement Validation & Verification

1. Program Requirements Document2. Component Requirements Document

Develop Program Architecture

The process of defining the structure of the programscomponents and identifies the interrelationships between all of the program components

1. Program Requirements Document

1. Technical Knowledge 1. Program Architecture

Develop Program WBS

This subdivides the program into its constituent parts(components, deliverables, and activities).

1. Program Architecture Baseline2. Program Requirement Document3. Component Requirement Document

1. Expert Judgment2. WBS Templates3. Management Planning Process4. Task Responsibility Matrix5. System Configuration Tools

1. Program WBS2. WBS Matrix

Manage Program Architecture

The process for managing the relationships between all of the program components to ensure the program architecture remains up to date

1. Program Architecture Baseline2. Program Management Plan3. Change Request

1. Expert Judgment2. Change Impact Analysis

1. Program Architecture Baseline (updated)2. Approved Change Request3. Program Communication Plan(updated)

Manage Component Interfaces

The process for maintaining the adherence of program delivery and its constituent parts and managing interrelationships between the Program components

1. Program Architecture Baseline2. Program Management Plan3. Change Request4. Program Communication Plan5. Component Stakeholder Management Guideline

1. Expert Judgment2. Communication Methods3. Reviews4. Conflict Management Techniques

1. Approved Change Request2. Program Communication Plan (updated)3. Program Management Plan (updated)

Monitor and Control Program Scope

The process for ensuring the program’s scope iscontrolled to meet the agreed-upon goals and realize the agreed program objectives and benefits identified in the program charter.

1. Program Scope Statement2. Approved Change Request3. Component Closure Request4. Governance Plan5. Program Architecture Baseline6. Program Management Plan

1. Expert Judgment2. MIS3. Reviews4. Decision Making5. Audits

1. Approved Change Request2. Program Management Plan (updated)3. Program Scope Statement Plan (updated)4. Program Requirements (Updated)5. Program Document Repository (updated)

Program Time Management

Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary OutputsTIME

Develop Program Schedule

Schedule development is the process of defining the programcomponents needed to produce the program deliverables, to determine the order in which thecomponents must be executed, to estimate the amount of time required to accomplish eachcomponent and to identify the major Program level milestones during the performance period.

1. Program WBS2. Program Constraints3. Program Architecture4. Program Charter5. Contracts6. Risk Register

1. Schedule Management Tools2. Benefit Analysis3. Cash Flow Analysis

1. Program Master Schedule

2. Component Milestone

3. Program Schedule Management Plan

4. Program Charter (updated)

5. Risk Register

Monitor and Control Program Schedule

Schedule control is the process of ensuring theprogram produces the required deliverables and solutions on time

1. Program Master Schedule2. Component Status3. Risk Register4. Approved Change Request

1. Schedule Management Tools2. Program Metrics3. Earned Value Management

1. Program Master Schedule (updated)s2. Component Schedule (updated)3. Program Status

Program Communications Management

Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary OutputsCOMMUNICATIONS

Plan Communications

Determining the information and communications needs of theprogram stakeholders.

1. Program Charter2. Program Management Plan3. Governance Plan4. Program Stakeholder Management Plan5. Organizational Communication Strategy6. Program Scope Statement7. Program WBS8. Communications Requirements9. Stakeholder Register10. Program Master Schedule

1. MIS2. Communication Requirements Analysis3. Communication Method

1. Communications Management Plan

2. Communications Strategy

3. Communications Log

Distribute Information

Making needed information available to program stakeholders in atimely manner

1. Program Communication Plan2. Communications Messages3. Stakeholder Register4. Change Request Log5. Governance Decisions6. Component Charter7. Program Master Schedule8. Program WBS9. Communications Log10. Program Communication Strategy

1. Communication Skill2. Information Gathering and Retrieval System3. Information Distribution Methods4. Lessons Learnt

1. Status Report2. Lessons Learnt(updated)3. Program Communications Plan (updated)4. Communications Log (updated)

Report Program Performance

The Collecting and distributing performance information. Thisincludes status reporting, progress measurement, and forecasting.

1. Status Report2. Program Budget3. Program Management Plan4. Go/No Go Decision5. Variance Reports6. Performance Measurement7. Approved Change Request8. Risk Register9. Issues Register10. Benefits Realization Plan

1. Information Presentation Tool2. Status Gathering and Compilation3. Status Review Meetings4. Time Reporting System5. Cost Reporting System

1. Status Reports2. Forecasts3. Communication Messages4. Benefits Reports

Program Risk Management

Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary OutputsRISK

Plan Program Risk Management

Deciding how to approach, plan, andexecute the risk management activities for a program, including risks identified in theindividual program components.

1. Program Scope Statement2. Program Management Plan3. Program Architecture4. Program Stakeholder Management Plan5. Program Governance Structure6. Lessons Lernt

1. Planning Meetings and Analysis2. Lessons Learnt Review

1. Program Risk Management Plan

Identify Program Risks

Determining which risks might affect the programand documenting their characteristics.

1. Program Scope Document2. Program Risk Management Plan3. Component Risk Management Plan4. Program Management Plan5.Program Governance Structure6. Lessons Learnt Database7. Program Stakeholder Management Plan

1. Documentation Review2. Information Gathering Techniques3. Checklist Analysis4. Assumption Analysis5. Diagramming Techniques6. SWOT Analysis7. Lessons Learnt Review8. Scenario Analysis

1 Program Risk Register2. Root Cause of Risk

Analyze Program Risks

Prioritizing risks for further analysis or action by assessing and tabulating their probability of occurrence and impact, analyzing theeffect on the overall program and its components, and managing interdependencies.

1. Program Architecture2. Program Management Plan3. Risk Register4. Lessons Learnt Database5. Program Risk Manage ment Plan

1. Risk Data Quality Assessment2. Risk Probability and Impact assessment3. Root Cause of Risk4. Risk Categorization5. Risk Urgency Assessment6. Impact Assessment s of Interdependencies7. Data Gathering and Representation Techniques8. Quantitative Risk and Modeling Techniques9. Independent Reviewers

1. Program Risk Register (updated).

Plan Program Risk Responses

Developing options and actions to enhanceopportunities, and to reduce threats to program objectives

1. Program Risk Register2. Component Risk Register3. Program Risk Management Plan

1. Strategies for Negative Risk and Threats2. Strategies for Positive Risk and Threats3. Contingency Plan Preparation4. Risk Response Action Plan

1. Program Risk Register (updates)2. Contingency Reserve3. Contingency Plan4. Change Request

Monitor and Control Program Risks

Tacking identified risks, monitoringresidual risks, identifying new risks, executing risk response plans, and evaluatingtheir effectiveness throughout program life cycle.

1. Program Architecture2. Program Risk Management Plan3. Program Risk Status4. Program Status Reports5. Contingency Reserve6. Program Issue Register7. Contract Reviews

1. Review Meetings2. Risk Audits3. Lessons Learnt Review4. Monitor the Program Environment5. Monitor Legal Issues and Climate

1. Preventive Actions2. Program Register (updates)3. Program RiskManagement Plan (updates)4. Lessons Learnt Database (updated)

Program Procurement Management

Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary OutputsPROCUREMENT

Plan Program Procurement

Plan Program Procurement is the process of (a) determiningwhat to procure and when and (b) developing procurement strategies. This process precedes all other procurement efforts.

1. Market Environmental Factors2. Program Budget Allocation3. Component Scope Statement4. Program Charter

1. Competitive Analysis of Service Providers2. Procurement Planning3. Expert Judgement4. Assessment of Organisational Competencies5. Make or Buy Analysis

1. Program Budget Estimate (updated)2. Program Procurement Management Plan3. Contract Management Plan4. Qualified Seller List

Conduct Program Procurement

This is the process of how to conduct the procurementactivities for a program. It includes strategy, tools, methods, metrics gathering, reviews and updatemechanism, standard assessment parameters, and report requirements to be used by the program inconducting the procurement activities for the program.

1. Program Assets2. Subcontract Procurement plans3. Program Procurement Management Plan4. Program Management Plan5. Qualified Seller List6. Contract Management Plan7. Component Cost Schedules

1. Procurement Practices2. Bidder Conferences3. Distribution of Request for Proposals4. Develop Qualified Seller’s List5. Contract Negotiation6. Proposal Evaluation System7. Expert Judgment8. Contract Management Procedures9. Change Control Procedure10. Seller Selection

1 Selected Sellers2. Identified Internal Service Providers3. Request for Proposals4. Contract Management Plan (updated)5. Procurement Management Plan(updated)6, Contract7. Component Payment Schedules (Updated)

Administer Program Procurement

Administer Program Procurement is the process involved in managing the contracts during the program to ensure that the deliverables meet requirements, deadlines, cost, and quality established in the contract

1. Program Procurement nt Management Plan2. Program Budget Baseline3. Contract4. Approved Change Request5. Status Request6. Payment Approval Request7. Component Payment Request

1. Procurement Management System2. Engage and Monitor Suppliers3. Payment Control System4. Contract Performance Review5. Inspect ion and Audits6. Budget Management System

1. Program Budget Estimate (Updated)2. Procurement Management Plan (Updated)3. Contracts (updated)4. Program Budget (Updated)5. Performance Reports6. Payment Approvals7. Program Payment Schedules (updated)

Close Program Procurement

Cost Program Procurement are those processes that formally close out each contract on the program after ensuring that all deliverables have been satisfactorilycompleted, that all payments have been made, and that there are no outstanding contractual issues.

1. Program Management Plan2. Contracts3. Program Budget4. Performance Reports5. Component Closure Notification

1. Contract Closeout Procedure2. Supplier Performance Review3. Budget Allocation Reconciliation

1. Closeout Contracts2. Procurement Performance Reports3. Closed Budget Allocation

Program Financial Management

Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary OutputsFINANCIAL

Establish Program Financial Framework

Identifying the overall financial environmentfor the program and pinpointing the funds that are available according to identified milestones

1. Program Funding Goals2. Funding Source3. Funding Constraints4. Program Business Case

1. Financial Schedules2. Payment Methods3. Financial Analysis

1. Program Financial Frame work2. Business Case (updated)

Develop Program Financial Plan

Creating the processes for developing and managing theprogram budget and the payment schedules to the components.

1. Program Financial Framework2. Funding Constraints3. Program WBS4. Program Management Plan

1. Program Financial Analysis2. contract Management3. Analysis of Program Financial Cost

1. Program Financial Plan2. Program Payment Schedules3. Component Payment Schedules4. Program Operational Cost5. Program Financial Metrics

Estimate Program Costs

Developing the initial program cost estimates that will bepresented to the decision-makers for approval and further funding.

1. Program Architecture Baseline2. Contingency Reserves3. Program Management Plan4. Risk Register5. Contracts

1. Total Cost of Ownership Analysis2. Architecture/Cost trade-off Analysis3. Reserve Analysis4. Estimation Techniques5. Procurement Analysis6. Computer Cost Estimation Tools7. Expert Judgment

1. Program Cost Estimates2. Component Cost Estimates

Budget Program Costs

Developing the detailed budgets for the program and forthe components based on the estimates provided by the components.

1. Program Architecture2. Program Cost Estimates3. Program Management Plan4. Contracts5. Component Cost Estimates

1. Cost Analysis2. Reserve Analysis

1. Program Budget Baseline2. Program Payment Schedules3. Component Payment Schedules

Monitor and Control Program Financials

Influencing the factors that create costvariances, controlling those variances at the program level, and closing out the program andcomponent finances.

1. Program Financial Plan2. Program Management Plan3. Program Budget Baseline 4. Contracts5. Change Request

1. Cost Change Management System2. Contract Cost Management3. Status Reviews4. Cost Forecasting Techniques5. Program Operational Cost Analysis6. Earned Value Management (EVM)

1. Contract Payments2. Component Budget Closed3. Program Budget Closed (updated)4. Approve Change Request5. Estimate at Completion6. Program Management Plan (update)7. Corrective Actions

Program Stakeholder Management

Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary OutputsSTAKEHOLDER

Plan Program Stakeholder Management

Plan Stakeholder Management covers planninghow stakeholders will be identified, analyzed, engaged, and managed throughout the life of the program.

1. Strategic Plan2. Program Charter3. Program Sponsor Identification

1. MIS2. Stakeholder Analysis

1. Program Stakeholder Management Plan2. Component Stakeholder Guidelines3.

Identify Program Stakeholders

Identify Program Stakeholders addresses the systematicidentification and analysis of program stakeholders and creates the Stakeholder Register.

1. Contracts2. Request for Proposals3. Organizational Chart4. Program Stakeholder Management

1. Expert Judgement2. Organisational Analysis3. Brainstorming4. Stakeholder analysis5. Interviews6. Focus Groups7. Questionnaires and Surveys8. Program Impact Analysis9. Stakeholder Checklist

1. Stakeholder Register2. Stakeholder Inventory3. Program Stakeholder Management Plan4. Stakeholder Management Strategy

Engage Program Stakeholders

The process of engaging Program Stakeholders is wherethe program management team ensures that stakeholders are involved in the program.

1. Program Charter2. Program Stakeholder Management Plan3. Stakeholder Inventory4. Stakeholder Register5. Stakeholder Management strategy

1. Stakeholder Analysis2. Program Impact Analysis3. Stakeholder Impact and Issue Trading and Prioritization Tool

1. Stakeholder Metrics2. Stakeholder Management Strategy (updated)

Manage Stakeholder Expectations

Manage Program Stakeholder Expectations is theprocess of managing communications to satisfy the requirements of, and resolve issues with, program stakeholders

1. Stakeholder Management Plan2. Stakeholder Register3. Stakeholder Inventory4. Stakeholder Metrics5. Communications Management Plan

1. Negotiations2. Conflict Management3. Communication

1. Stakeholder Management (updated)2. Program Stakeholder Management (updated)3. Communications Management Plan (updated)

Program Governance

Knowledge Areas Major Processes Primary Inputs Tools & Techniques Primary OutputsGOVERNANCE

Plan and Establish Program Governance Structure.

The process of identifying governancegoals and defining the governance structure, roles and responsibilities.

1. Strategic Directive2. Program Management Plan3. Benefits Realization Plan4. Organizational Charts

1. PMIS2. Organisational Planning3. Program Management Office4. Issue Management5. Expert Management6. Best Practice Library

1. Governance Plan2. Audit Plan3. Issue Escalation Plan

Plan for Auditing

The process for ensuring the program is prepared for both external andinternal audits of program finances, processes and documents and demonstrates compliance withapproved organizational program management processes.

1. Notification Audit2. Audit Plan3. Program Management Processes

1. Audit Planning2. Written Deviations3. Document Repository

1. Program Management Plan (updated)2. Audit Plan (updated)

Plan Program Quality

The process of identifying quality standards applicable to the program, the processes and standards to be applied, and ensuring compliance to these standards.

1. Benefit Realization Plan2. Program Management Plan3. Organizational Quality Standards4. External Relations

1. Cost Benefit Analysis2. Bench Marking 3. Checklist4. Cost of Quality

1. Program Management Plan

Approve Component Initiation

The process of defining the decision-making structuresand processes enabling initiating and changing the program and/or components within the program

1. Program Management Plan2. Component Charters3. Component Initiation Request4. Component Initiation Criteria5. Audit Reports6. Program Roadmap

1. Reviews2. Expert Judgment

1. Go/No-Go Decision2. Change Request

Provide Governance Oversight

The process for providing governance and audit abilitythroughout the course of the program.

1. Governance Plan2. Gate Review Decision Request3. Program Performance Reports4. Issues Register5. Program Risk Register6. Program Management Plan

1. Reviews2. Benefit Realization Analysis

1. No/No-Go Decision2. Governance Decision Register3. Governance Plan (updated)4. Program Closure Recommendation

Manage Program Benefits

The process for ensuring governance of expected programbenefits is delivered consistently throughout the program life cycle.

1. Program Management Plan2. Program Charter3. Program Performance Reports4. Governance Plan

1. Reviews2. Benefit Realization Analysis

1. Benefit Realization Report2. Governance Plan (updated)3. Change Request

Control Program Changes

The process for ensuring the appropriate level of governance isapplied to decision making of proposed changes to the program plan.

1. Program Management Plan2. Change Request Log3. Change Request

1. Reviews2. Impact Analysis

1. Approved Rejected Change Request 2. Change Request Log (updated)3. Impact Assessment

Approve Component

The process for ensuring transition of knowledge,

1. Component Transition Request2. Benefits Realization Report

1. Reviews 1. Component Transition Decision2. Benefits Realization

Transition responsibilities and benefit realization from the program to ongoing operations.

Report (updated)3. Lessons Learned4. Program Management Plan (updated)