Project Management Planning-Planning Process & Project Plan, Project Management, Project Management

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Project Management Planning
Introduction
Planning is the Seed for Success
Without a project plan, project success will be difficult. Team members would have limited understanding
of expectations, activities may not be properly defined, and resource requirements may not be understood.
This section provides an overview of planning and focuses on the project plan elements.
Responsibilities
The responsibilities for project planning are summarized below:

Project Managers are responsible for developing the project plan for a specific project. It is
an activity, which requires training, focus and appropriate management and communication
skills.

State organizations are responsible for developing internal procedures to ensure that the
planning process is completed consistently with the state organization’s business plan. IT
projects must be well thought out, support the key stakeholder goals, and include processes
that allow the project to be tracked and controlled until completion.

State organizations are also responsible for assigning the Project Manager and ensuring
that there are adequate resources assigned to managing a project. Direct project
management costs should not be rolled into overhead costs. Management is a full time job
for most projects.
Terminology
As with all the sections of this methodology, a full glossary of terms is provided in Appendix A: Glossary;
however, a sub-set of terms relative to this section includes:
Activity
is a task or series of tasks performed over a defined period of time.
Budget
refers to an estimate of funds and/or resources planned to cover a program or project.
Configuration Management
are processes including procedures and tools to control project
deliverable(s) in terms of release and revision. A system of procedures that monitors emerging
project scope against the scope baseline. Requires documentation and management approval on any
change to the baseline.
Project Plan
is a management summary document that gives the essentials of a specific project in
terms of its objectives, justification, and how the objectives are to be achieved. It describes how major
activities of the project management function are to be accomplished, and describes methods of
overall project control. The project plan evolves through successive stages of the planning process.
Quality
is a composite of attributes (including performance features and characteristics) of the
product and process required to satisfy the need for which the project is undertaken.
Resource
is something that lies ready for use or that can be drawn upon for aid or to take care of a
need.
Resource Planning
is the identification of resource components required to complete the project.
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 Project Management Planning
Introduction
Requirements
is a description of product functions that collectively will satisfy the overall business
goal.
Risk
is any factor that potentially can jeopardize the successful completion of a project.
Risk Management
is the art and science of identifying, analyzing, and responding to risk factors
throughout the life of a project.
Stakeholders
are individuals or organizational entities whose stake in the project is sufficient for
them to play a role in affecting the outcome of the project.
Work Breakdown Structure
is a division of tasks that define, organize, and display the work to be
accomplished to achieve the specified product or services.
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Project Management Planning
Planning Process & Project Plan
What is Project Planning?
Project planning defines the project activities and describes how the activities will be accomplished. The
purpose of project planning is to define each task, estimate the time and resources required, and provide a
framework for management review and control. The project planning activities and goals include defining:

The specific work to be performed

Estimates to be documented for tracking, and controlling the project

Commitments that are planned, and agreed to by stakeholders

Project assumptions and constraints

The size of the project in terms of dollars and resources

Project schedule

Project risks
Repetition of these major activities is necessary to establish the project plan. Typically, several iterations
of the planning process are required.
The Planning Process
The planning processes discussed in this document are conducted to ensure successful completion of
project deliverables. The planning process includes a group of techniques that provides the detailed list of
activities that are to be completed, and how the work will get done, by whom, when, and for how much. In
summary, the project plan provides the specifics of:

WHAT (Objective, scope, and statement of work)

HOW (Approach, work breakdown structures)

WHO (Project organization and resource schedule)

WHEN (Schedule and milestones)

WHERE (Facilities required)

WHAT-IF (Contingency Plans is the event of Risk Events)
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 Project Management Planning
Planning Process & Project Plan
Overview of Planning Process
Project Summary
Project Charter
Project Structure
Phase/Act/Task
Deliverables
Phase/Act/Task
Del
Estim
Diagram Network
Schedule
Resource Plan
Approval
DOC
ATP
Importance of the Project Plan
A project plan is a formal, written document that is used to prepare for, manage and control a project.
The project plan forms the basis for all management efforts associated with a project. It is a document
that is also expected to change over time. The information associated with the plan evolves as the project
moves through its various stages and is to be updated as new information unfolds about the project in the
Execution Phase.
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 Project Management Planning
Planning Process & Project Plan
Steps in the Planning Process
The planning process consists of the following basic tasks:

Define the problem, the goal(s), the objectives and the success factors for this specific
project

Develop the Project Schedule
Define the tasks to be performed
Establish the general sequence and create the WBS
Define the organization used to execute project
Estimate task duration
Estimate resources for each task
Identify all deliverables associated with project
Identify precise and measurable milestones
Document task relationships
Define critical path
Establish start and end dates for each task
Define and create the schedule

Define a budget for performing the tasks.

Identify the known risks and suggested approaches to prevent or mitigate.

Define the process used for ensuring quality.

Define the process used for configuration management and project requirements.
Overview of Project Scheduling
Following the definition of project activities, the activities are associated with time to create a project
schedule. The project schedule provides a graphical representation of predicted tasks, milestones,
dependencies, resource requirements, task duration, and deadlines. The project’s schedule interrelates all
tasks on a common time scale. The project schedule should be detailed enough to show each WBS task
to be performed, the title of the persons responsible for completing the task, the start and end date of each
task, and the expected duration of the task.
Like the development of each of the project plan components, developing a schedule is an iterative
process. Milestones may suggest additional tasks, tasks may require additional resources, and task
completion may be measured by additional milestones. For large, complex projects, detailed sub-
schedules may be required to show an adequate level of detail.
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