SCRUM in 10 minutes

 

AGILE is interesting. And SCRUM is one way of implementing it.

The Nine Knowledge Areas

These are the nine knowledge areas specified in the PMBOK Guide 4th Edition by PMI.

You have seen processes grouped by Process Groups in the previous entry. Now, processes are grouped by their Knowledge Areas.

Integration Management
Includes the processes needed to identify, define, combine, unify and coordinate the various processes and project activities within the Project Management Process Groups. This is one Knowledge Area which is the responsibility of the Project Manger alone.

Scope Management
Includes the processes required to ensure that the project includes all the work required, and ONLY the work required, to complete the project successfully.

Time Management
Includes the processes required to ensure the project (including all project activities) are completed within the agreed schedule.

Cost Management
Includes the processes required for estimating, budgeting and cost control while making sure the project is completed within the approved budget.

Quality Management
Includes the processes and activities of the performing organization that determine the quality policies, objectives and responsibilities so that the project will satisfy the needs of which it was undertaken. Continuous process improvement is the important aspect of this knowledge area.

Human Resource Management
Includes the processes that organize, manage and lead the project team. This involves defining roles and responsibilities, identifying resource availability as well as the professional (and personal) development of the team members.

Communication Management
Includes the processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and ultimate disposal of project information. Project Managers spend majority of their time communicating with various people, including stakeholders, contractors and project team members. As such it is important that information is being managed properly.

Risk Management
Includes the processes of conducting risk management planning, identification, analysis, response planning and monitoring and control of project risks. The objectives are to increase the probability and impact of opportunities and decreasing the probability and impact of threats.

Procurement Management
Includes the processes necessary to purchase or acquire products and/or services from parties outside from the project team; i.e.: contractors, vendors, etc.

 

The Project Management Process Groups and Knowledge Areas can be mapped in a tabular format, which shows the processes involved at each level.

The PMBOK Guide 4th Edition explains all the processes involved based on their knowledge areas. All processes have three things in common; they have inputs, tools and techniques, and outputs.

If you ask me do we have to memorise all the processes with their inputs, tools and techniques and outputs, well, the answer is YES! But don’t worry, as you go along the learning process, you will see that it comes easier as time goes by. Most importantly, we have to understand why it is so.

Project Management Process Groups

What are PROCESS GROUPS?

According to PMBOK Guide 4th Edition, a process is a set of interrelated actions and activities performed to achieve a pre-specified product, result or service. Each process is characterized by its inputs, tools and techniques, and outputs. These individual processes are grouped in to five categories known as Project Management Process Groups. They are:

• Initiating Process Group – defining new project or new phase by obtaining authorization to start work
• Planning Process Group – establishing the scope, refining the objectives and establish the course of actions to achieve those objectives
• Executing Process Group – the actual work being performed to achieve the objectives
• Monitor and Controlling Process Group – tracking, reviewing and regulating project progress as well as identifying areas for changes and improvements
• Closing Process Group – finalizing activities to formally close the project or phase

What is the relationship between Process Groups and Project/Phase Lifecycle?

Processes involved in managing a project are iterative and many are repetitive. Processes are presented as discrete elements with well-defined interface. If a project is divided into phases, the product from one phase becomes the input to the next phase. It becomes the checkpoint to continue to the next phase, should it complies with all the requirements in the current phase. When you enter a project phase, you begin with the initiating processes. You end the phase by executing the closing processes. Similarly, if the project is not divided into phases, you begin the project with the initiating processes and the project will end when you finish executing the closing processes.

Important points to remember:

• The process groups are NOT project phases.
• Project management processes apply globally and across industry groups.
• Project manager (with assistance of project team) is responsible to identify the appropriate processes to be applied and the appropriate degree of rigor of each.
• Successful project management includes actively managing interactions between processes to meet stakeholder/customer requirements.
• Processes are interrelated and iterative. They are linked by the outputs they produce.
• Projects exist within the organization, as such they require inputs from data from the organization.

Project will be successful when:

• Project team selects the appropriate processes required to meet the project objectives
• Project team uses a defined approach that can be adopted to meet requirements
• Project team complies with requirements to meet stakeholders need and expectation
• Project team balances the competing demands of scope, time, cost, quality, resources and risks to produce the specified product, service or result

Where To Start?

WHAT IS PMP CERTIFICATION?

PMP® stands for Project Management Professional®. It is awarded by the Project Management Institute (PMI). This credential is the most industry-recognized certification for project managers all around the world. Having this credential means that the person has the knowledge and competency to successfully lead and direct a project. Read more on PMP certification.

 

WHO IS PMI?

PMI, Project Management Institute, is a not-for-profit organisation that strife for standardization and best practices of project management. We can say, PMI (and their members) are advocates for the project management field. There are several certification offered by PMI, and PMP is one of them. Read more on PMI.

 

THE COST?

I will suggest you to become a PMI member if you’re really serious in being certified. Reason?

• The exam fee will be cheaper
• You get free electronic copy of the PMBOK Guide (just for you!)
• Books are cheaper (if you purchase through PMI Marketplace)
• Lots of useful resources in PMI website for members
• Opportunity to explore the project management world better

Of course, you can find out more on benefits for becoming a member here: Benefits of PMI Membership

PMP Exam Fee – for member: USD $405
PMP Exam Fee – for non-member: USD $550

PMI Membership: USD $129 to join and USD $119 for renewal. (Membership is annual) – This fee is for Individual membership.

 

PMP Credential Validity

The credential is for lifetime, as long as you maintain your certification by reporting 60 PDUs for every three-year cycle.

PDUs are Professional Development Units, where you report to PMI your project management related involvement for the three-year cycle. Failure to do so will cause your credential to be suspended for a year, where during that time, you are allowed to fulfill the PDU requirement. Thereafter, if you still fail to do so, your credential will be revoked and you have to sit for the exam to get certified again.

Read the PMP Handbook.

 

My Personal Take on PMP

Let me just answer one question straight about the certification exam. For me, it is a tough exam. It is my first certification exam so far, but I personally feel that it is tough. Majority of people that have taken the exam will vouch on this. It is tough for me because it is not straight forward in asking the question. Most of the questions are scenario based and you will not find “what is this” or “what is that” or “define this” questions a lot.

The way to go is to understand the concept behind the what. Try as much as you can to visualise the whys to the whats. It takes you longer to study, but if I can do it, so can you! Besides, being PMP certified is not about how much you remember of what you read, it is about how much you understand why things are the way they are. And another useful tip that any PMP prep trainer will tell you is to answer the questions while putting yourself in PMI’s shoes.

Remember that the PMBOK guide is about best practices and I believe standards defined by PMI. Therefore, when answering the questions, wear the PMI hat. All about doing the right thing at the right time. Basically, live in an ideal world.

In many cases in the REAL world, the steps and procedures specified in the PMBOK guide will be mashed up. Many times you have to adapt to the situation and environment you are in. You will not be able to manage projects by the book, especially not with a certain rigid standard in mind. Being a good project manager is all about being flexible and versatile. If there is anyone out there that comes out with another set of standards or procedures to manage a project and say they are better than PMI’s PMBOK Guide, they still cannot be 100% correct. Because again, situational differences.

But to answer questions in PMP exam, which is by PMI, live in an ideal world, more specifically, the PMI world; where PMBOK Guide is the ultimate guide for managing projects. This not in any means trying to be sarcastic, but just the plain truth on how you can begin to answer the questions in the exam. Correctly, hopefully.

I suggest you take a little time to understand the PMP Handbook before you move forward from here. This handbook will be your friend as long as you have anything to do with PMP.

It’s The Beginning

I recently cleared my Project Management Professional (PMP) certification exam. I feel as if one milestone has been achieved and although people would accused me for being a newbie, I feel a little smug about it. Not because I want to brag, it’s just a feel of self accomplishment. I am, suffice to say, proud of myself.

I start this blog today, 13th December 2010 which is equivalent to 7th Muharram 1432 in the Hijriah calendar with one purpose; to share my experiences and knowledge in project management. Obviously this will include details on PMP preparation and exam, in line with the Project Management Institute’s objectives. I will share what I can from my point of view. But please, no questions on what specific questions were asked in the exam. It wouldn’t be ethical for any PMI member or a PMP certified person to share this information. Besides, even if you know what questions that I was given, you will not be getting the same set of questions yourselves when you sit for the exam. More on this later, when I talk about the exam itself.

For today, let’s talk about me. I would like to share why I decided to get myself certified with this credential.

First and foremost, it is the fastest way to have another certificate added into my collection; although I must admit, the other most valuable is my undergraduate degree. Ha ha ha… and probably the White Belt Six Sigma certification (although this is very much a beginner’s achievement). Next, I want to set myself apart from the rest of the job seekers out there and rise above the competition. This second reason hopefully will make my third reason come true which is to earn a little bit more than what I am getting now. But after all that, I have to admit, it is more for the sense of accomplishment and self motivation.

You might think that I am just being coy, but that is the truth. I cannot describe the feeling when I read the congratulatory message once my exam scored is calculated, telling me that I have passed the exam and I am now certified. It’s a mixture of elation and excitement and sadness and relieved, all mashed together, which hours later resulting a smug smile and impromptu laughter. Well, at least, this is what happened to me. A real person, no drama.

So, if you’re here, reading this first post, after you googled “pmp” or “pmp exam” or “project management professional” or “pmp prep”, my guess is that you have every intention to sit for the exam, and you’re scurrying the Internet for more information. More guides. More reads. More practice. And I am here, to hopefully help you with that, besides sharing with you real life example.

When I took the exam, the main reference was PMBOK Guide 4th Edition. PMBOK stands for Project Management Body of Knowledge. This guide is published by PMI and is revised every few years. More on PMBOK Guide later.

I will do my best to update this blog as frequently as I can. And have no worry, all materials shared here will be factual and referenced. Otherwise, this blog will be pointless and meaningless in helping you to achieve what you plan. For now, take a deep breath, relax and enjoy the ride.