Project Management MGT 30725 Indike Manthilake MBA Msc

Project Management MGT 30725 Indike Manthilake MBA, Msc, Bsc, CSM, PMI-ACP indikem@gmail. com

Lesson 3 – Project Planning Agenda Ø Importance of Project Planning Ø Project Management Plan

What is planning? Planning is the process of stating objectives and then determining the most effective activities or accomplishments necessary to reach the objectives.

Who makes the plans? Everybody must plan Project manager initiate the planning process Project manager coordinates planning activities into the overall project master plan

Characteristics of a project planner Flexible Creative Communicative Responsive Analytic

Planning process Devising and maintaining a workable scheme to accomplish the business need that the project was undertaken to address

Project plan Project Plan is a formal, approved document used to guide both project execution and project control

Importance of Project Planning § Guide project execution § Document project planning assumptions § Document project planning decisions § Facilitate communication § Define key management reviews § Provide a baseline for progress measurement and control

Importance of Project Planning Objectives Goals Directing Special influences Constraints on the project scope

Importance of Project Planning Actions Risks Responsibilities Identifying

Importance of Project Planning Identification of required activities Establishing workable procedures Guiding

Importance of Project Planning Flexibility to adapt to changes Preparing Retain the qualities of integrity and durability

Components of the Project Management Plan PROJECT OVERVIEW A brief description about the project (Ex: a house with Two bed room, one kitchen, and pantry. ) BUDGET Total cost of the whole project. COMPLETION DATE Total duration of the whole Project PROJECT SCOPE The scope needs to include a much more detailed scope than the charter. This detail should include what the project does and does not include. The more detail included in this section, the better the product. (Ex: A house with 2500 sqft, with 180 sqft (15 X 12) master bed room, 120 sqft (12 X 10)other room, flow done with Tiles, roof done with roof tiles etc.

Components of the Project Management Plan RELATED DOCUMENTS Reference any related documents that were used to define scope and assumptions – e. g. , RFQ, RFP, Proposal, market survey, historical information etc. DEFINITIONS AND ACRONYMS Descriptions of terminologies used in the project. (Ex : BOQ -Bill of quantities, BOM – Bill of materials, RFP – Request for proposal) STAKEHOLDER DETAILS Mention all important stakeholders. There can also be a reference to a detailed stakeholder list. (Ex: stake holders Register) MILESTONE LIST Provide a summary list of milestones. Milestone is a key progress indicator (Ex: Completion of Foundation, completion of roof, completion of Plumbing, completion of tiling)

Components of the Project Management Plan PROJECT APPROACH This section is where you outline the overall management approach for the project (Ex: Traditional, Prince 2, Agile, Lean) ALL MANAGEMENT PLANS Other related plans (Ex: Scope management Plan, Cost management plan, Schedule Management plan, Communication management plan etc. ) ALL BASELINES Scope, Time, Cost and Quality. WBS (Work Break down Structure) Breakdown of project work in to smaller manageable pieces of work

Components of the Project Management Plan PROJECT ASSUMPTIONS An assumption is any condition or situation that you and your project team are relying on in order to achieve objectives (Ex: Your bank loan applied to build the hose will approve, Water supply to the site will not be disturbed)

Components of the Project Management Plan RISK ASSESSMENT The initial Risk Assessment attempts to identify, characterize, prioritize and document a mitigation approach relative to those risks which can be identified prior to the start of the project. Risk Level L/M/H Likelihood of Event Mitigation Strategy Project Size Team Size at Peak H: Over 15 members Certainty Comprehensive communications plan, frequent meetings, tight project management oversight Number of Interfaces to Existing Systems Affected H: Over 3 Certainty Develop interface control document immediately M: Knowledgeable of user area only Likely Assigned Project Manager(s) to assess global implications Project Definition Narrow Knowledge Level of Users

Components of the Project Management Plan Risk Level L/M/H Likelihood of Event Unlikely Mitigation Strategy Project Scope Creep L: Scope generally defined, subject to revision Scope intially defined in project plan, reviewed monthly by three groups (Project Manager and Steering Committee) to prevent undetected scope creep Cost Estimates Unrealistic L: Thoroughly predicted Unlikely by industry experts using proven practices to 15% margin of error Included in project plan, subject to amendment as new details regarding project scope are revealed L: Understands value & supports project Unlikely Frequently seek feedback to ensure continued support Likely Use of Intranet project website, comprehensive Communications Plan Project Leadership Absence of Commitment Level/Attitude of Management Project Staffing Physical Location of M: Team is dispersed Team prevents among several sites effective management

Components of the Project Management Plan Risk Weak User Participation on Project Team Risk Level L/M/H Likelihood of Event Mitigation Strategy L: Users are part-time team members Unlikely User Group Participants coordinated by full time employee L: Well-defined Unlikely N/A Project Management Change Management Procedures undefined