01/ Plan Time, Cost, and Resources
Initial planning consists of:
Developing the scope statement
Selecting the planning team
Creating the work breakdown structure
Identifying the activities needed to complete those deliverables
Sequencing the activities in a logical way
Estimating the resources needed
Estimating the time needed
Estimating the costs
Developing the schedule
Developing the budget
Gaining formal approval to begin
02/ Change in priorities, delays
Plans for re-plan!
How often to re-plan
How to manage the information that is needed for this re-planning
How to control changes to the plan
How to communicate these changes
How and when to involve stakeholders
03/ Output of this phase
Project plan and associated plans
04/ Plan to describe
execution, management, and control of the project
Project Change Management
05/ Plan establishes
Scope of Effort
Defines and Refines objectives
Develops a course of action to attain objectives
06/ No Planning Vs Too much planning
paralysis by analysis
Lack of planning can make hindrance in making valid estimates. At the same time too much planning can slowdown the development. Sometimes the project team may find it unrealistic if they are based on unfounded assumptions
07/ Rolling Wave Planning
Plan project in series of waves adding details as one knows more. Progressive elaboration - where work package requirements become more refined and detailed over time, and is particularly useful in projects of high uncertainty
08/ Decisions to be made
to get formal approval
How detailed to make the plan
How far ahead to plan
How to involve stakeholders in planning
How to keep the planning process streamlined
How to manage the data that is being fed back into the planning process
How to determine the quality and reliability of this information
How often to re-plan
How to administer changes to the plan
How to minimize the effect of changes on work in progress
09/ Working version to team
plan should pass these tests
Does it include all known major project tasks?
Is it in sufficient detail to generate work packages?
Are all activities in their chronological sequence?
Are the task interdependencies clear?
Is it easy to understand?
Does it make clear to everyone involved what they are expected to do?
Can everyone see what is being done in the next few weeks?
Does it have broad acceptance amongst the stakeholders?
Is it flexible and able to take account of changes?
Are the milestones shown?
Are the duration estimates achievable?
Are urgent and high-priority tasks clearly highlighted?
Can it be used to check day-to-day progress?
Does it take account of the available resources?
10/ Project Management Plan
Manage Monitor Implement
Comprehensive and important document
A/ Executive Summary
Overview of approach
Provides an overview of the management approach to the whole project. This is where you state who makes up the project team, along with their skills, role and level of authority. You also need to describe which departments, divisions and suppliers will provide the project's required resources. This also needs to state at a high-level any constraints or limitations associated with these resources.
B/ Project Scope
What and for Whom
details exactly what your project is, whom you need to communicate with to gain approval and sign-off for your project to. The objective of this section is to ensure that everyone involved has been thoroughly communicated with and has a comprehensive understanding of what your project means to them and the organization. Within this section you will document and collate the 'end users' requirements and gain agreement for what they expect as a final product. The project charter provides a broad overview to which you need to add a stakeholder register and once the scope is verified demonstrates their acceptance of the project deliverables.
C/ Time Frame
When to deliver
provides the feasible delivery dates for each phase of your project and the final completion date. The milestones of your project are described in this section along with any known constraints. Controlling this area will be critical to the success of your project in a timely and cost effective manner.
D/ Cost management
is the section where you provide detailed figures on all the estimated costs of your project. As project manager you will outline how you will manage, report and control the projects budget so that it achieves the promised return on the organization's investment. A common technique used in this area is Earned Value Management (EVM) where your forecast of expenditure is compared to the projects actual costs.
E/ Quality Plan
defines the quality standards the project must meet and how you will mange the compliance of deliverables. When a project fails to meet its quality requirements there are serious repercussions on the delivery and acceptance of the project, so it is a key area to define appropriately.
F/ Human resource
defines the core people, plus their skills and expertise that is required for your project. These core individuals will be committed to the project for its entirety and details of other resources required throughout the project are described in this section. You will outline how you will acquire, develop and manage all your project resources.
G/ Change Management
Who has authority
is a critical aspect of your project because this is where you define 'who' has the authority to approve change requests and how those change requests will be managed and approved. As more and more organizations become project based entities it is likely that you will need to liaise with a 'Change Control Board' or 'CCB' that manages, records and monitors this aspect of projects.
forms the foundation of how you as project manager will identify and manage the various working relationships needed for your project. An essential aspect is to identify your stakeholders and their level of interest in the project so that you can properly manage their expectations. You will also define how (email, memo, meetings etc.) and when you will communicate with them to ensure they are kept informed of progress.
I/ Risk Plan
Identify, assess, manage
within this section of your project plan you describe how you will identify, assess and manage risks. For each risk you will assign a level of seriousness, probability and likely impact of each risk, which will be documented in your Risk Breakdown Structure (RBS). As your project progresses the risk register and planned responses will be updated, as risks are no longer relevant and new ones occur.
J/ Supplier Management
products, services, resources
identifies the products, services and resources that need to be acquired or purchased from outside of the project team. It will include the timeframe for each resource and the quoting and management processes attached to this procurement.