PM2 Phases Vs PMBoK Process Groups: "Shedding light onto the mystery"

One of the most common misconceptions which has created confusion to many PMBoK readers is that the 5 process groups described in PMI’s PMBoK constitute a project lifecycle. That is, many readers tend to think of the 5 process groups (Initiating, Planning, Executing, Monitoring & Controlling, Closing) as being equivalent to Phases.

This misconception has created a second one, that is, that the 4 PM2 Methodology phases (Initiating, Planning, Executing, Closing) correspond to the 5 PMBok Process groups.

However, both of these beliefs are incorrect. This article aims to shed some light on this topic, clarifying the misconceptions and further bridging the concepts of Project Phases and Processes Groups, as described in the PM2 Methodology PM2 guide v.3 and in the PMI PMBoK 6th ed.

The PMBoK Process Groups and Lifecycle

 In PMI's current PMBoK 6th edition (and most of the previous ones) we can identify the famous process grid. This is a table that creates intersections between knowledge areas and process groups and for each intersection, it provides us with the respective process(es). Here’s a small sample:

The first impression that a PMBoK reader gets (prior to the intervention of an instructor) when reaching the Project Management Process Group and Knowledge Area matrix, is that process groups are chronologically sequenced and that constitute the project lifecycle. And this applies to a very high percentage of readers.

However, the actual project lifecycle is presented on page 18 (PMBoK 6th ed) where it is defined as ‘’a series of phases that a project passes through from its start to its completion.’’ This generic project life cycle is presented in the below figure (page 30):

The PMBoK 6th ed (p.18) also defines a Process Group as “a logical grouping of project management inputs, tools and techniques, and outputs. The Project Management Process Groups include Initiating, Planning, Executing, Monitoring and Controlling, and Closing”.

It also defines a Phase as “a collection of logically related project activities that culminates in the completion of one or more deliverables”.

It is clear from the above that, according to PMI, Project Management Process Groups ARE NOT the same as Project Phases.

  The PM2 Methodology Phases

Note that PM2 is a Methodology, whereas the PMBoK is not self-defined as a Methodology but is rather positioned as a foundation for Project Management.

This PMBOK? Guide is a foundation upon which organizations can build methodologies, policies, procedures, rules, tools and techniques, and life cycle phases needed to practice project management (PMBoK 6th ed., p. 2)

A methodology is a system of practices, techniques, procedures, and rules used by those who work in a discipline. This definition makes it clear that this guide itself is not a methodology. (PMBoK 6th ed., p. 28)

In that sense, a methodology can take into consideration what is provided within the foundation (but not only) and work it into coherent blocs, described as clear steps (sequenced to the highest degree possible), in order to serve the project management needs of either an organization or a project.

In PM2, the high-level steps are called Phases.

The PM2 Phases (Initiating, Planning, Executing, Closing) take their name from the types of activities that are dominant in each phase (i.e. initiating type of activities are dominant in the Initiating Phase, etc.). Note that while phase-related activities peak in terms of effort during a specific phase, activities of this type are not excluded during any of the other phase(s) (e.g. planning type of activities are also repeated in the Executing Phase). 

Monitor & Control is not a PM2 Phase but a collection of recurring management activities which are executed throughout the project (during any of the 4 PM2 phases)

Learn more about the PM2 Phases in this article by Nicos Kourounakis

The authors of the PM2 methodology have chosen to name the PM2 phases, with the same English words that PMI has used to define the process groups.This was not done by mistake, or due to lack of imagination, but it was a rather deliberate decision, that was based on years of experience running projects within the European Commission. 

Note that the concept of the process groups does not appear within the PM2 methodology. This is not an omission but rather a deliberate approach.

This is the level on which the comparison should be made between PMI’s approach and what is described within the PM2 Guide.  

Even at the correct level of comparison, there is something in which we should pay great attention. PM2 project lifecycle extends beyond the PMI project lifecycle as described within the PMBoK, and that is because it also includes the ‘pre-project work’.

It is apparent that PM2 emphasizes the importance of ‘business justification’ for the successful evolution of the project. If one carefully reads the PM2 Guide, will easily realize that all activities are complementary, by gradually adding up to the achievement of a set of predefined project outcomes that are initially identified within the Project Initiation Request (something similar to the ‘Needs Assessment’ as described within the PMI world). 

Outcomes are the results of the use (implementation) of project outputs and allow the organisation to achieve the intended benefits of a project

The correct identification of the desired project outcomes is the cornerstone of the successful implementation of a project, when following the PM2 Methodology.

To sum it up

I want to believe that the above analysis has helped you agree with me that there are quite a few misconceptions in the PM Community that if not addressed and analyzed properly usually lead to futile exchanges and disinformation.

To bring everything together:

1.    PMBoK Process Groups are not Project Phases

2.    The proposed PMBoK generic life cycle includes the following 5 phases:

• Pre-Project Work
• Starting the Project
• Organizing and Preparing
• Carrying out the Work
• Completing the Project

3.    PM2 Project Phases do not relate to the PMBoK Process Groups

4. The PM2 project Phases are:

• Initiating
• Planning
• Executing
• Closing

Looking ahead

Will we be having the same discussions after PMBoK 7th ed. is released? PMI is changing the way it looks at processes and process groups. In the upcoming version of PMBoK (7th Edition) a fundamental change is happening: The Standard for Project Management is no longer based on the five process groups, but rather on a Value Delivering System and 12 Project Delivery Principles. It is claimed that it will engage a higher level of abstraction transitioning from processes to principles.

I believe that this will increase the need for project management methodologies. I.e. Organizations cannot manage projects by just following a standard. They will have to take all the useful information included therein, combine it with the prescriptions of the new PMBoK and then develop a methodology that will better serve their organizational needs.

But even when doing so, each time, they will have to tailor their methodology in order to better cover the organizational/project-specific needs.  

So why not save some time?  PM2 is a methodology with a proven track record, that can cover the needs of many organizations and for many different types of projects.   

Go for it!

Acknowledgments

I would like to thank both Nicos Kourounakis and José Luis Ferreira for their constructive feedback on this article.

Read more about PM2:

• The phases of the PM2 Methodology
• The PM2 Mindsets
• The PM2 Governance
• Download the free PM2 Guide 

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About the PM2 Alliance

The PM2Alliance is an international, not-for-profit organisation founded by PM2 practitioners. It brings together individuals from institutions, companies and academia to inspire dialogue, share resources, and address the field’s challenges while promoting the wider adoption of the PM2 Methodology for the advancement of Project Management Europe and for the public benefit.

The PM2 Alliance plays a crucial role in enabling the sharing of knowledge and experiences and fostering an appreciation of PM2 as a common, open and free methodology for Europe – and beyond. Through its network of affiliated corporate and individual members, it makes possible to conduct European wide communication and dissemination activities and events.

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About the PM2 Methodology

PM2 is a Project Management Methodology developed and supported by the European Commission. Its purpose is to enable project teams to manage their projects effectively and deliver solutions and benefits to their organisations, partners and stakeholders.

PM2 is lean and easy-to-use, but also it is open-source and free; It incorporates elements from a wide range of globally accepted project management and agile best practices, standards and methodologies and captures the experience the EU has gained from managing thousands of projects, organisational change initiatives, EU Programmes and Grants.

PM2 provides a Project Governance Model (i.e. roles & responsibilities), a Project Lifecycle (i.e. project phases), a set of Processes (i.e. project management activities), a set of Project Templates (and guidelines for documentation), a set of Mindsets (i.e. effective attitudes and behaviours).