PLANNING STEPS

Because every project is UNIQUE, for the starters, the project team needs to answer questions about what has to be done, how it has to be done, by whom, in what order, for how much, and by when.

The formalized way to answer these questions is through the planning process. The process addresses the questions in roughly the following steps:

PLANNING STEPS

1. Project objectives, requirements, and scope are set (What, for how much, and by when?).

2. The specific work activities, tasks, or jobs to achieve objectives are broken down, defined, and listed.

3. A project organization is created specifying the departments, subcontractors, and

managers responsible for work activities. (Who?)

PLANNING STEPS 4. A schedule is prepared showing the timing of

work activities, deadlines. (When, in what order?)

5. A budget and resource plan is prepared showing the amount and timing of resources

(How much and when?)

6. A forecast is prepared of time, cost, and performance (How much time is needed, what will it cost, and when will the project be finished?)

THE PROJECT MASTER PLAN

• The overall plan is referred to as the project master plan or project summary plan.

• The project is initiated with the preparation of a formal, written master plan. The purpose

of this plan is to guide the project manager and team throughout the project life cycle; to tell them the followings:

THE PROJECT MASTER PLAN

1. what resources are needed ?

2. when, and how much they will cost?

3.and, later, to enable them to measure progress, determine when they are falling behind, and know what to do to catch up.

• This means that project planning begins during formulation of the project proposal.

Contents of Master Plans • The contents of master plans vary depending

on the size, complexity, and nature of the project. Typically, the plan has three major sections:

1. Management Summary. An overview description of the project oriented toward top-level management. It includes a brief description of the project, objectives, overall requirements, constraints, problem areas (and how they will be overcome), and the master schedule showing major events.

Contents of Master Plans

2. Management and Organization Section: includes:-

i. Project management and organization: Details how the project will be managed and identifies key personnel and authority relationships.

ii.Manpower: Estimates of workforce requirements in terms of skills, expertise, and strategies for locating and recruiting qualified people.

Contents of Master Plans

iii. Training and development: Summary of the executive development and personnel training necessary to support the project.

3. Technical Section. Overview of major project activities, timing, and cost. It includes

i. Statement of work and scope of work: Generalized description of major project activities and tasks, and results.

Contents of Master Plans

ii. Work breakdown: List of work packages and description of each.

iii. Responsibility assignments: List of personnel and responsibility for work packages.

iv. Project schedules: Generalized project and task schedules showing major events, Many include Gantt charts, project networks, and PERT/CPM diagrams.

Contents of Master Plans 1. Budget and financial support

2. Testing: Listing of things to be tested.

3. Change control plan

4. Quality plan.

5. Documentation: List of documents to be produced.

6. Implementation: Discussion and guidelines showing how the customer will convert to, or adopt, the results of the project.

7. Economic justification.

8. Areas of uncertainty and risk: Contingency plans for areas of greatest uncertainty.

Contents of Master Plans

• Depending on the client or type of project contract, some plans require additional,

special items not outlined here

Tools of Project Planning Much of the technical content of project plans is

derived from the basic tools described below:

1. Work breakdown structure and work packages—used to define the project work and break it down into specific tasks.

2. Responsibility matrix—used to define project organization, key individuals, and their responsibilities.

3. Events and milestones—used to identify critical points and major occurrences on the project schedule.

Tools of Project Planning

4. Gantt Charts—used to display the project master schedule and detailed task schedules. Additional planning tools such as networks, critical path analysis, PERT/CPM, cost estimating, budgeting, and forecasting.

Work Breakdown Structure

Once project objectives and requirements as outlined in the scope statement have been set, they must be translated into specific, well-defined elements of work. A list is needed telling the team what tasks, jobs, or activities must be done to accomplish the project.

The procedure for dividing the overall project into subelements is called the work breakdown structure (WBS) or work packages. Dividing the project into work packages makes it possible to prepare project schedules and cost estimates and to assign management and task responsibility.

A typical WBS might consist of the following five levels:

For a task to be well defined it must have the following properties:

1. Clear, comprehensive statement of work: The task is well-enough defined so the performing parties know exactly what must be done.

2. Resource requirements: The labor, skills, equipment, facilities, and materials for the task are identified.

3. Time: The time necessary to perform the task is estimated.

4. Cost: The costs for the required resources, management, and related expenses

5. Responsibility: The parties, individuals, or job titles responsible for performing the task and approving it are identified.

6. Outcomes: The deliverables, end-items, or results and associated requirements and specifications for the task are identified.

7. Inputs: The preconditions or predecessors necessary to begin the task are identified.

8. Quality Assurance: The entry, process, and exit conditions to which the task must conform are identified.

9. Other: Additional information is specified as necessary.

Result of Work Breakdown Analysis