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Project Planning (High Level)
Chapter V
Project Planning (High Level) processes
1. Prepare for the Project
2. Develop the Project Initiation Plan
3. Confirm Approval to Proceed to Next Phase
1. Prepare for the project phase
Assign the Project Manager
Assign the Project Manager
Project ManagerProject Manager
Identify Initial Project Team
Identify Initial Project Team
Project TeamProject Team
Review Historical Information
Review Historical Information
Information Reviewed
Information Reviewed
Conduct Project Kick-off Meeting
Conduct Project Kick-off Meeting
Kick-off MeetingKick-off Meeting
Establish Project Repository
Establish Project Repository
Project RepositoryProject Repository
Task Task deliverables
Identifying Project Manager and Project Team Project Sponsor/Director
Project Manager
Appropriate Stakeholders
Project Team
assigns
Identify the names in the organization who could fill the roles required by project
Historical Info and Kick-off Meeting
• Strategic plan and/or business plan
• Project Charter, including the initial Business Case
• Project selection criteria
• Project knowledge and experience of the individuals on the Project Team, etc
Historical Information review
• Formally marks the beginning of the project
• Project Sponsor/Director assemble the entire Project Team to discuss his vision of the project, demonstrate support, and advocate project success
• Project Team members are introduced to each other
• Project Manager describes the approach of project’s tasks
Conduct project kick-off meeting
Establish Project Repository Project Charter and supporting documentation, including the
Business Case The Project Initiation Plan (PIP) Any working documents or informal documents defining Budget,
Scope, Schedule Project Plan (Detail) which includes the Project Schedules Project financials Project Scope changes and requests log Project status reports Team member progress reports and timesheets (if applicable) Issues log and details (open and resolved) Project acceptance log by deliverable Products Risk Plan if separate from the Project Initiation Plan Audit results if encountered Correspondence, including any pivotal or decision-making memos,
letters, email, etc. Meeting minutes
2. Develop Project Initiation Plan
Refine Business CaseRefine Business Case
Define Goals and Objectives
Define Goals and Objectives
Define Project ScopeDefine Project Scope
Develop High-Level Schedule
Develop High-Level Schedule
Identify and Document Stakeholders’ Involvement
Identify and Document Stakeholders’ Involvement
Task deliverables
Develop Communications Plan
Develop Communications Plan
Establish benefits and Budget
Establish benefits and Budget
Define Governance and Resourcing
Define Governance and Resourcing
Define Management Approach
Define Management Approach
Develop High Level Risk Plan
Develop High Level Risk Plan
Task
Produce Project Initiation Plan
Produce Project Initiation Plan
Executive SummaryExecutive Summary
Goals and Objectives Definition
Goals and Objectives Definition
Scope DefinitionScope Definition
WBS/High-Level Project Schedule
WBS/High-Level Project Schedule
Stakeholder Accountabilities
Stakeholder Accountabilities
Communication PlanCommunication Plan
Preliminary Budget /Benefits
Preliminary Budget /Benefits
Governance and Resourcing PlanGovernance and Resourcing Plan
Management PlansManagement Plans
High Level Risk PlanHigh Level Risk Plan
Project Initiation PlanProject Initiation Plan
Define Goals and Objectives
Provide a clear picture of what the project is trying to accomplish
You can use the S M A R T Objectives as a guideline in developing the project Objectives.
Specific: Explicit, clear, understandable ( for example, written from a business perspective)Measurable: Quantifiable (typically making reference to business metrics, quantity, quality, cost, or time)Attainable: Reachable, within capabilitiesRealistic: Relevant, right approachTime-bound: Specific time period
Define Goals and Objectives
How to define a critical success factor ?
Complete the following sentence: "The project will be a success if _____________."
Define Project Scope
The Functional Scope Project Interdependencies The Data Scope The Technology Scope The Organizational Scope The Key Deliverables The Specific Objectives and Success Change Management
Define Project Scope
Scope – key issue in a major business concept called Triple Constraints:
– Budget
– Scope
– Schedule
Develop High-Level Schedule
…is a calendar-based representation of work that will be accomplished during a project
First step: Create Work Breakdown Structure (WBS) - graphical representation of task associated to the project
Second step: A preliminary list of the roles and skills required to perform the necessary work
Third step: Project Manager develops High-Level Project Schedule (using a scheduling tool, for example, Microsoft Project) – The High-Level Schedule will include the Key Tasks and
Deliverables that were developed during this planning stage and the Milestones of the Project.
Work Breakdown Structure (WBS)
Element Number
WBS ElementsActivity, Task, or Sub-
Task Definition of Activity, Task, or
Sub-Task (Description)
Responsible Person or
Group
Estimated (E) or Actual (A) Cost (Cross reference
to budget)
Project Phase(Cross reference
to schedule)
1
2
3
Identify Stakeholders Involvement
Stakeholder Analysis and Management is a critical part of every project
Key stakeholders are identified during the Project Planning (High Level) and documented in the Project Initiation Plan and is reviewed again during Project Planning (Detail Level)
Failure to address stakeholder issues is a major cause of project failures.
Develop a Communication Plan…Describes the means by which project communications will
occur. The communication process must be bi-directional. Rules to settle: What the communication is and its purpose and who it goes to How often and how quickly information needs to be disseminated By what method the Project Manager and Stakeholders prefer to
receive information (via phone, email, paper) The communication mechanism currently used in the
organization, and how it might be leveraged or improved The effectiveness of communications in past projects and whether
specific improvements were recommended
A great way to communicate with the Project Sponsor and/or Project Director and the Customer Representatives is to conduct a status meeting
Establish Benefits and Budget
Document the project benefits in order to gain support of all the stakeholders – Example: Increase in revenue, avoid revenue loss,
reduce costs, avoid cost increases, improved service, protect or increase market share
Project Manager calculates the preliminary budget that will be required to complete project activities.– All aspects of the project, including the cost of
human resources, equipment, travel, materials, consultants, and supplies, should be incorporated.
Define Management Approaches
Mode of Accomplishment
Issues Management
Change Management
Risk Management
Procurement Plan
Reporting
Risk Management
Risk Management along project life cycle: Project Initiation: stakeholders will be
informed of the risk management process
Project Planning (Detail Level): a detailed risk plan will be developed, including the identification and assessment of risks and the planning of strategies to minimize or avoid the risks
Project end: evaluate the success of the risk management plan
Develop High Level Risk Plan
Identify Risks
Quantify and Document Risk
Produce Project Initiation Plan
Identify Risks
A list of risks is documented in the Project Initiation Plan, and as the scope, schedule, budget, and resource plan are refined during Project Planning (Detail Level), it is updated to reflect further risks identified.
The project should be analyzed for risk in areas such as:• culture of the performing organization• anticipated impact on the performing organization of
the resulting product or service• the level to which the end result is defined (the more
complete the definition, the lower the possibility of risk)• technology used on the project (proven vs. new)• relationships among team members• impact on work units and number of people affected
Quantify and Document Risk
Risk mitigation strategies may include:Procurement
Performance Bond or Penalties
Resource Management
Use of Best Practices / Lessons Learned
Quantify and Document Risk
Management Techniques for Risk Response planning can include four types of responses:
Avoidance
Transference
Mitigation
Acceptance
Produce Project Initiation Plan (PIP)
•the refined business case (refined from the Charter), •overall goal, •specific objectives, •success criteria, •scope definition, •high level schedule, •stakeholder accountabilities, •a communication plan,• benefits and budget, •governance and resourcing, •the management approaches and a high level risk plan.
At this point, PIP consist of:
Produce Project Initiation Plan (PIP)The Project Initiation Plan is used to:Provide a foundation for the projects with the overall scope and objectivesPresent a preliminary budget for the Project
Gain confidence of the funding source to be able to proceed to Detail PlanningGuide Project Planning (Detail Level)
Document project planning (High level) assumptionsFacilitate communication among internal and external Stakeholders and understand accountabilities
Define key management reviews as to content, extent and timing
3. Confirm Approval to Proceed
Submit Project Initiation Plan for Approval
Submit Project Initiation Plan for Approval
Submitted PIP Submitted PIP
Gain Approval to Proceed Gain Approval to Proceed Signed Approval Form
Signed Approval Form
Task Task deliverables
Confirm Approval to Proceed
Project Manager should submit PIP to the Executive Sponsor, Project Sponsor and/or Project Director, Customer Representatives, any funding sources, etc
Project Manager along with the Project team should then schedule one or more meetings to present the Project Initiation Plan for review and discussion.
Project Initiation Plan is signed, indicating approval to proceed to Project Planning (Detail Level).
Measurement of success
Do you have a committed, interested and influential Project Sponsor and/or Project Director attached to the project?
Did you verify that your Project Initiation Plan reflects the vision of the areas of the performing Organization affected by/involved in the project?Did you identify specific benefits the product or service developed by your project will bring to the Customer?
Do you have a clear structure for the project repository?
Has your scope statement been reviewed and accepted by Customer Representatives who will benefit from your project?
In your high-level Project Schedule, do you know if the effort shares allocated to various project phases correlate to industry-accepted norms?Did you review the impact your project costs will have on upcoming fiscal year budgets with the Finance office?Have your staff and materials acquisition plans been reviewed with the performing organization who will be paying for the staff and products being acquired? Has the Project Sponsor and / or Project Director reviewed your high level Risk Plan?Are your internal and external Stakeholders satisfied with the frequency and content of communications you are providing consistent with your Communications Plan) as evidenced by a lack of complaints?Have you proactively sought to gauge Stakeholders’ satisfaction level? Do you have an approval form signed by your Project Sponsor and/or Project Director authorizing you to proceed to Project Planning, or to halt the project?
Have you provided sufficient information in your Project Initiation Plan to allow the Project Sponsor and/or Project Director to take the necessary action?
Yes / No
Prepare for the Project
Develop Project Initiation Plan
Confirm Approval to Proceed
Process Measurements of Success
Risks and Ways to avoid pitfalls
Process Task Why is it important?
Prepare for the Project
Identify Project SponsorA project without a Project Sponsor is like a ship without a
rudder: no matter how sleek the hull or how tall the masts, it just can't get anywhere useful.
Conduct Kick-off MeetingTo continue with a ship metaphor, it’s important to get
everybody on board before setting sail!
Develop Project Initiation Plan
Develop High-Level Schedule
Can't sail the seven seas without a map!
Identify and Document Risks Identifying and documenting risks is like putting up
lighthouses. Fewer wrecks.
Develop Communications Plan
Frequent and comprehensive communications is one of the key project success factors.
Confirm Approval to Proceed
Gain Approval SignatureJust how far out on the plank are you willing to walk? We
thought so...
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