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Project Planning Process Ajcon IT.com Ltd.
Agenda Items <ul><li>Introduction </li></ul><ul><li>Planning Process </li></ul><ul><li>Planning Steps </li></ul><ul><li>To...
Training Goals <ul><li>Understand: </li></ul><ul><ul><li>What planning is/is not </li></ul></ul><ul><ul><li>Where and when...
Project Approach Project  Management Approach (Participatory) Project Manager   (Control with Fear) v.s.
What it is and is not <ul><li>It is the work plan,  not  the work </li></ul><ul><li>It is a  definition  of needed work an...
Where Planning Fits Level of Activity Start Finish Time Initiate Execute Close Monitoring and Control Plan
Planning Process Overview Planning Core Work  Plans Facilitating Control Plans Integrated Project Plan
Planning Objectives <ul><li>Agreements on: </li></ul><ul><ul><li>Scope </li></ul></ul><ul><ul><li>Objectives </li></ul></u...
Importance / Lessons <ul><li>Straying from original goals </li></ul><ul><li>Inadequate resourcing  </li></ul><ul><li>Repet...
Input to Planning <ul><li>Business Case </li></ul><ul><li>Project Charter  </li></ul><ul><li>Historical Information  </li>...
Process Flexibility <ul><li>On most projects: </li></ul><ul><ul><li>Planning steps are the same </li></ul></ul><ul><ul><li...
Formality is based on Complexities TC = 3  BC = 5 Result - Potential High Complexity (TC) (BC)
Planning Diagram, Integrated Project Plan template
4.  Develop Project Scope <ul><li>All the work, and only the work required </li></ul><ul><li>Scope Statement - agreement o...
4. Change Management Management of changes to the primary objectives and major deliverables milestones. <ul><li>.  Change ...
5.  Define and Sequence Activities <ul><li>Develop a Work Breakdown Structure(WBS) </li></ul><ul><ul><li>define  work pack...
Examples WBS’s Hierarchy Diagram Format Table of Contents Format List Format
Examples of Sequencing
6.  Estimate Duration, Determine Resource Needs <ul><li>Obtain initial estimate of likely duration for activity </li></ul>...
7.  Determine How Quality will be Managed How will quality assurance and control be conducted? <ul><li>Identify Quality St...
8.  Determine Communication Needs <ul><li>The plan should determine: </li></ul><ul><ul><li>who needs what information  </l...
9.  Develop Schedule Determining start and finish dates for tasks and assigning resources May Jun Jul Aug Sep Oct Nov
Define - Then Schedule Define Scope Define WBS Define Resources Define Deliverables Define Dependents
Terminology - This is a schedule or Gantt chart,  not  a WBS,  not  the Project Plan
12. Determine What to Procure & When <ul><li>Procurement planning determines: </li></ul><ul><ul><li>whether, what, and how...
14.  Identify Risk &    Create  Risk Response Plan <ul><li>Risk planning involves: </li></ul><ul><ul><li>identifying risks...
15.  Integrate the Plans Previous steps are reiterated to create a coherent plan. <ul><li>for example: </li></ul><ul><li>i...
Output From Planning <ul><li>Updated Project Charter </li></ul><ul><li>Project Plan </li></ul><ul><li>Project Schedule </l...
Core Values to Project Management                                                                                         ...
Additional Questions Ashish Mittal C.O.O. Ajcon IT.com Ltd.
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Process of Project Planning

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Process of Project Planning

  1. 1. Project Planning Process Ajcon IT.com Ltd.
  2. 2. Agenda Items <ul><li>Introduction </li></ul><ul><li>Planning Process </li></ul><ul><li>Planning Steps </li></ul><ul><li>Tools & Techniques </li></ul><ul><li>Evaluation </li></ul>
  3. 3. Training Goals <ul><li>Understand: </li></ul><ul><ul><li>What planning is/is not </li></ul></ul><ul><ul><li>Where and when to start </li></ul></ul><ul><ul><li>To adapt or tailor planning </li></ul></ul><ul><ul><li>Shortening the planning time </li></ul></ul><ul><ul><li>What the project plan represents </li></ul></ul><ul><ul><li>Process and supporting materials </li></ul></ul>
  4. 4. Project Approach Project Management Approach (Participatory) Project Manager (Control with Fear) v.s.
  5. 5. What it is and is not <ul><li>It is the work plan, not the work </li></ul><ul><li>It is a definition of needed work and resources </li></ul><ul><li>Devising and maintaining a workable scheme to accomplish the business need that the project was undertaken to address </li></ul>.
  6. 6. Where Planning Fits Level of Activity Start Finish Time Initiate Execute Close Monitoring and Control Plan
  7. 7. Planning Process Overview Planning Core Work Plans Facilitating Control Plans Integrated Project Plan
  8. 8. Planning Objectives <ul><li>Agreements on: </li></ul><ul><ul><li>Scope </li></ul></ul><ul><ul><li>Objectives </li></ul></ul><ul><ul><li>Work activities </li></ul></ul><ul><ul><li>Estimates </li></ul></ul><ul><ul><li>Resources required </li></ul></ul><ul><ul><li>Roles & responsibilities </li></ul></ul><ul><ul><li>How to change & update the plan </li></ul></ul>
  9. 9. Importance / Lessons <ul><li>Straying from original goals </li></ul><ul><li>Inadequate resourcing </li></ul><ul><li>Repetitive meetings - on what needs done </li></ul><ul><li>Frustration - poorly defined, communicated, and coordinated work activities </li></ul><ul><li>Issues not understood or related </li></ul><ul><li>Decisions repetitively re-opened or re-addressed </li></ul>
  10. 10. Input to Planning <ul><li>Business Case </li></ul><ul><li>Project Charter </li></ul><ul><li>Historical Information </li></ul><ul><li>Organization’s Policies </li></ul><ul><li>Assumptions </li></ul><ul><li>Constraints </li></ul>
  11. 11. Process Flexibility <ul><li>On most projects: </li></ul><ul><ul><li>Planning steps are the same </li></ul></ul><ul><ul><li>The time spent and outcomes are flexible </li></ul></ul>Complex Project Simple Project High Formality Loose Formality
  12. 12. Formality is based on Complexities TC = 3 BC = 5 Result - Potential High Complexity (TC) (BC)
  13. 13. Planning Diagram, Integrated Project Plan template
  14. 14. 4. Develop Project Scope <ul><li>All the work, and only the work required </li></ul><ul><li>Scope Statement - agreement of what is and is not. Includes: </li></ul><ul><ul><li>primary objectives (products/deliverables) </li></ul></ul><ul><ul><li>major deliverable milestones </li></ul></ul><ul><ul><li>assumptions </li></ul></ul><ul><ul><li>constraints </li></ul></ul><ul><ul><li>completion criteria </li></ul></ul>Work
  15. 15. 4. Change Management Management of changes to the primary objectives and major deliverables milestones. <ul><li>. Change acceptance/expectations </li></ul><ul><li>. How changes will be evaluated </li></ul><ul><li>. How change will be managed </li></ul>The plan should include agreements of:
  16. 16. 5. Define and Sequence Activities <ul><li>Develop a Work Breakdown Structure(WBS) </li></ul><ul><ul><li>define work packages to manage, create and deliver the solution </li></ul></ul><ul><li>Determine Dependencies (Sequencing) </li></ul><ul><ul><li>determine the order of work activities or dependencies </li></ul></ul>
  17. 17. Examples WBS’s Hierarchy Diagram Format Table of Contents Format List Format
  18. 18. Examples of Sequencing
  19. 19. 6. Estimate Duration, Determine Resource Needs <ul><li>Obtain initial estimate of likely duration for activity </li></ul>does not take into account the number of people expected to perform the task. <ul><li>For each activity </li></ul><ul><ul><li>determine skills and resources </li></ul></ul>
  20. 20. 7. Determine How Quality will be Managed How will quality assurance and control be conducted? <ul><li>Identify Quality Standards </li></ul><ul><li>Quality Assurance </li></ul><ul><li>Quality Control </li></ul>How? What? Check Sometimes performed by a 3rd Party
  21. 21. 8. Determine Communication Needs <ul><li>The plan should determine: </li></ul><ul><ul><li>who needs what information </li></ul></ul><ul><ul><li>when will they need it </li></ul></ul><ul><ul><li>how will it be given to them </li></ul></ul><ul><ul><li>by whom </li></ul></ul><ul><li>And determine how to: </li></ul><ul><ul><li>store, update, and disseminate information </li></ul></ul><ul><ul><li>close, file and archive information </li></ul></ul><ul><ul><li>update the comm. plan </li></ul></ul>
  22. 22. 9. Develop Schedule Determining start and finish dates for tasks and assigning resources May Jun Jul Aug Sep Oct Nov
  23. 23. Define - Then Schedule Define Scope Define WBS Define Resources Define Deliverables Define Dependents
  24. 24. Terminology - This is a schedule or Gantt chart, not a WBS, not the Project Plan
  25. 25. 12. Determine What to Procure & When <ul><li>Procurement planning determines: </li></ul><ul><ul><li>whether, what, and how much, </li></ul></ul><ul><ul><li>how and when, </li></ul></ul><ul><ul><li>how to manage solicitations, selection, contract administration, and closeout </li></ul></ul><ul><li>Procurement documents: </li></ul><ul><ul><li>SOW - Statement of Work </li></ul></ul><ul><ul><li>RFP - Request for Proposal </li></ul></ul><ul><ul><li>Evaluation Criteria </li></ul></ul>Actual solicitation is part of execution
  26. 26. 14. Identify Risk & Create Risk Response Plan <ul><li>Risk planning involves: </li></ul><ul><ul><li>identifying risks w/high effect and impact </li></ul></ul><ul><ul><li>planning for risk mitigation or contingency </li></ul></ul><ul><li>Common sources of risk: </li></ul><ul><ul><li>Changes in requirements </li></ul></ul><ul><ul><li>Design errors and omissions </li></ul></ul><ul><ul><li>Roles and responsibilities misunderstood </li></ul></ul><ul><ul><li>Poor estimates or unsupported estimates </li></ul></ul><ul><ul><li>Insufficiently skilled staff </li></ul></ul><ul><ul><li>Impossible timeframes </li></ul></ul>
  27. 27. 15. Integrate the Plans Previous steps are reiterated to create a coherent plan. <ul><li>for example: </li></ul><ul><li>initial draft - reflects generic skills and duration </li></ul><ul><li>final plan - reflects specific resources and dates </li></ul>
  28. 28. Output From Planning <ul><li>Updated Project Charter </li></ul><ul><li>Project Plan </li></ul><ul><li>Project Schedule </li></ul><ul><li>Supporting Detail </li></ul>
  29. 29. Core Values to Project Management                                                                                                              Professionalism Responsibility Stewardship Integrity Respect
  30. 30. Additional Questions Ashish Mittal C.O.O. Ajcon IT.com Ltd.
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