A project plan is an all-encompassing document that is used as the basis for controlling and executing a project. In defining a project, we ensure that we agree on what we will do and who will be involved. In planning a project, we focus on how the work will be done.This involves both how the deliverables will be developed and how the project will be managed.Thus, project planning involves the traditional areas of work tasks, resources, schedule, and costs, and it also sets the stage for managing project changes, project communications, project quality, project risks, project procurement activities, and the project team. Each of these factors directly impact stakeholder expectations and our ability to successfully control and execute the project.
Unfortunately, there are many misconceptions about project planning, and often it is performed incompletely or incorrectly. In the coming posts we will review the key principles of project planning, how to properly plan a project, the key planning questions that must be answered and agreed upon, the “must-have” elements of your Project Plan document, and the success criteria for the project planning process.
Let's look at key project planning principles:
Purpose—The purpose of project planning is to develop a plan that enables the project to be executed and controlled, as shown in figure below:
Multiple passes required—Project planning is not a one-time activity performed at the beginning of a project. For starters, it generally takes several iterations to get to a comprehensive plan given the multitude of inputs that must be integrated and the number of stakeholders that need to agree on the plan. In addition, as things happen and we learn more, plans will need to be adjusted and details ironed out as the project moves along.
A project plan is NOT a Microsoft Project file—Before we go any further, let’s make sure we are clear on a few key terms. A project plan is not a project schedule or a Work Breakdown Structure (WBS).
Project control- The planning exercise and the planning team must have control over one of the traditional project success factors (scope, time,cost, or performance). Senior management can set all but one of these factors, but at least one must be left to the project.
Proactive project management- Effective planning enables a proactive project management approach. Before the execution of the project gets underway, we ask the questions and determine the approaches we will take to manage the project and stakeholder expectations regarding project
communications, stakeholder responsibilities, quality management, risks, responses to specific performance variances, procurement management, and project team management. Change control, communications, risk, and quality project management are excellent examples of proactive project management.
Stay down from the mountain - Project planning is not the time for the top-down, Mount Olympus approach to management. Project planning is the time for questions, facilitation, interaction, and feedback.
Specifically, you need to conduct a stakeholder analysis on all your management and customer stakeholders to validate the project definition elements, understand their expectations and communication needs, and review procedures for dealing with critical issues, risks, change requests,
and performance variances.
In addition, the team members who will be doing the work should be heavily involved in defining and estimating the details of the work to be performed.
Unfortunately, there are many misconceptions about project planning, and often it is performed incompletely or incorrectly. In the coming posts we will review the key principles of project planning, how to properly plan a project, the key planning questions that must be answered and agreed upon, the “must-have” elements of your Project Plan document, and the success criteria for the project planning process.
Let's look at key project planning principles:
Purpose—The purpose of project planning is to develop a plan that enables the project to be executed and controlled, as shown in figure below:
A project plan is NOT a Microsoft Project file—Before we go any further, let’s make sure we are clear on a few key terms. A project plan is not a project schedule or a Work Breakdown Structure (WBS).
Project control- The planning exercise and the planning team must have control over one of the traditional project success factors (scope, time,cost, or performance). Senior management can set all but one of these factors, but at least one must be left to the project.
Proactive project management- Effective planning enables a proactive project management approach. Before the execution of the project gets underway, we ask the questions and determine the approaches we will take to manage the project and stakeholder expectations regarding project
communications, stakeholder responsibilities, quality management, risks, responses to specific performance variances, procurement management, and project team management. Change control, communications, risk, and quality project management are excellent examples of proactive project management.
Stay down from the mountain - Project planning is not the time for the top-down, Mount Olympus approach to management. Project planning is the time for questions, facilitation, interaction, and feedback.
Specifically, you need to conduct a stakeholder analysis on all your management and customer stakeholders to validate the project definition elements, understand their expectations and communication needs, and review procedures for dealing with critical issues, risks, change requests,
and performance variances.
In addition, the team members who will be doing the work should be heavily involved in defining and estimating the details of the work to be performed.
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