as I promised, in this blog post I will explain Project Process Groups (according to PMI), and Knowledge Areas, and how suitable MS PROJECT 2010 is for those Process Groups and Knowledge Areas!

Project Process Groups are: Initiating, Planning, Executing, Monitor & Controlling and Closing.

In Initiating process group, you will make a decision which Project (or Projects) will you take. You should Develop Business Case, and after that, if you will decide to go on with the Project, you should Develop Project Charter. You have to reveal Assumptions, Stakeholders Expectations, Goals, Constraint, Global Risks etc. From my point of view, MS PROJECT 2010 is not suitable for this Process Group. Of course, you can use MS PROJECT 2010 as a central repository and you can put Project Charter and other documents in it.

Planning process group is crucial for successful Project. You need to plan EVERYTHING: Scope, Time, Costs, Quality, Human Resource, Communication, Risk and Procurement! MS PROJECT 2010 is VERY HELPFULL, and you should use it while you are planning your Project, but you CAN NOT DO EVERYTHING WITH IT! (For example: how will you plan the quality with MS PROJECT 2010?)

You can find in many books that MS PROJECT 2010 is very helpful in this Execution process group, and I think that is CORRECT. For example you can print To do lists, you can Mailing the task lists, etc.

In Monitor and Controlling process group you will: Monitor and control Project work, Perform Integrated Change Control, Verify Scope, Control Schedule, Control Costs, Control Quality, Report Performance, Monitor and Control Risks, etc. MS PROJECT 2010 is, again, very helpful here!

In Closing process group you can use MS PROJECT 2010 to Capture actual task duration Metrics, Capture Successful task Sequencing, and save a project as template, for further similar projects.

There are nine Knowledge Areas.

Integration Management

  • MS PROJECT 2010 is excellent for Develop Project Management Plan and Monitor and Control Project work
  • MS PROJECT 2010 is good for Change Management plan (you can track all changes, but for whole change request process MS PROJECT 2010 is not enough)
  • With MS PROJECT 2010 you can not  Develop Project Charter

Scope Management

  • MS PROJECT 2010 is excellent for Define Scope, Define WBS, and Control Scope
  • With MS PROJECT 2010 you can not Collect Requirements

Time Management

  • MS PROJECT 2010 is excellent for Sequence Activities, Develop Schedule , and Control Schedule
  • You can not Define Activities with  MS PROJECT 2010. It means  that MS PROJECT 2010 can not tell you which tasks you should have in your Project to meat the Project Objectives. However, if you have a template you can write the activities in a template and then simply import them to MS PROJECT 2010 . If you had a similar project and you have a template, then you can use it as a help when you are defining activities. The same thing is with Estimate Activity Resources, and Estimate Activity Durations.

Cost Management

  • MS PROJECT 2010 is excellent Excellent for Determine Budget, and Control Costs.
  • Cost estimation is complex job and MS PROJECT 2010 is good as a help.

Quality Management

  • Generally, MS PROJECT 2010 does not cover Quality management

Human Resource Management

  • MS PROJECT 2010 is good for Develop Human Resource Plan, Manage Project Team, but not for Acquire Project Team Process

Communication Management:

  • MS PROJECT 2010 is excellent for Distribute Information, and Report Performance
  • MS PROJECT 2010 is good for Plan Communication, and Manage Stakeholders expectation
  • You can not use MS PROJECT 2010 for Identify Stakeholders Process

Risk Management

  • MS PROJECT 2010 is Good for Plan Risk Management, Identify Risks (some of them, not all), and Monitor and Control Risks (not all of them)
  • Generally you can not Perform Qualitative and Quantitative Risk Analysis with MS PROJECT 2010

Procurement Management

  • MS PROJECT 2010 is, generally, excellent if you import the WBS from the Vendor

A lot of my colleagues told me that: „When I change something in MS PROJECT 2010, the whole schedule and resource and cost is ‘crashed’ and everything seems wrong”.


MS PROJECT 2010 is strong and powerful tool, it can do a lot, but it can’t do everything, and it is is not a replacement for a proper project management.

If you don’t how to use it, do not use it, before you learn it!

Do not put data in MS PROJECT „for fun”. If you don’t have a reliable data, don’t put them in MS PROJECT 2010. If you do, you will have: „garbage in – garbage out”


Best Regards


About Nenad Trajkovski

Location: Zagreb, Croatia Occupation: Project Manager Interests: Project Management and MS PROJECT He was born in Zagreb, Croatia at 1963. After completing his college he started working on projects in different business areas (banking, manufacturing, automotive industry, distribution, oil companies, etc.) developing and implementing ERP systems into different companies. He has got a lot of experience working with people in different business processes and also possesses great knowledge in information technologies and financial services. Today he works as a business consultant, adn Project Manager in PERPETUUM MOBILE d.o.o. Zagreb. He is a regular lecturer for Project Management in MS Innovation Center in Varaždin, Logosoft Sarajevo in Bosnia and Herzegovina and SEAVUS GROUP in Skopje Macedonia. He was named the best lecturer of WINDAYS 2008 while his lecture was also voted as the best. In addition, he was in TOP 10 lecturers at the MS SINERGY 2009 and MS VISIA 2009, 2010. Shares first place as the best lecturer of KulenDays 2009 and 2010 and PMI Conference 2009 in Zagreb. He is also a regular lecturer in the MS Community. He is a Certified Accountant and a PMP (Project Manager Professional) and a PMI-RMP (Risk Manager Professional), MCP, MCT, and Microsoft Certified Technical Specialist - Microsoft Project 2010. From 01.01.2012 awarded with MVP (Microsoft Most Valuable Proffesional - Microsoft Project)!
This entry was posted in MICROSOFT PROJECT, Microsoft PRoject 2010, MS PROJECT 2010, PMI, PRoject Management and tagged , , . Bookmark the permalink.


  1. Robert says:


    Thank you for your reply. I have just seen it now as it got dumped to spam. We have moved on from the situation and we are creating a new schedule, with no embedments. We have also created a parallel schedule in ASTA PowerProject. I am grateful for your help and that of others on the forum.



  2. Robert Canavan says:


    I have come to help out on a project in Poland, (from Ireland). There is an existing programme / schedule being used which is giving us this problem. I am working in Microsoft professional 2010. The schedule is a mian schedule with 5 additional embedded schedules in it, (which may be causing some of the problems). I am surprised at your last comment. Was there much other data in the 10,000 piece schedule, eg logic linking, resource loadings, progress mark ups, colour coding etc. Would that make a big difference?

    Thanks for your time and your help.



    p.s. I will be out for a while now but will check back later tonight. Thanks again.

    • Nenad Trajkovski says:


      I didn’t make a project with 10.000 tasks and link them. I just check with 10.000 records. I took a template form a web with cca. 900 tasks and then I did “copy – paste” until I didn’t reach 10.000 Records. I just wanted to see if MS PROJECT will “crash” with 10.000 records and it did not.

      I really do not know what is going on, and why do you have a problem.
      If you need me for any further assistance, please do not hesitate to contact me.



  3. Robert Canavan says:


    Do you know how many activities can be input before microsoft project is unable to handle the quantity of data. We have a project with approx 5500 activities and logic linking, but it seems to be losing data as new data is input. For example when colour coding cells, as I move down through the project and assign colour markers they appear to be assigned but once complete, when I return to the top of the project the colour has disappeared. I would appreciate your opinion.



    • Nenad Trajkovski says:

      Dear Robert,

      frankly, I don’t know. I can try to put more than 5500 activities and see what will happens. Bur, befor that, Please let me know which Version of MS Project do you use.



    • Nenad Trajkovski says:


      I just put more than 10.000 tasks in MS PROJECT 2010 and everything seems OK!

      Give me some more information please, and I will check what is going on!

  4. Nenad Trajkovski says:

    I dont understand! 🙂

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