Advanced Project Management

Project Planning PhaseGhazala Amin

Project Management Processes

» PM processes are divided into five phases or process groups

InitiatingProcesses

ClosingProcesses

ControllingProcesses Executing

Processes

PlanningProcesses

Professional Responsibility

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PM Framework and IntegrationProject Life CycleTeam Development

Managing Project Human Resources

Project Initiation Planning Executing/Control Closeout

Project Organizing Project

Scheduling

WBSControl

Meetings

Project Monitoring

Project Closeout

Change and Risk Management

Contract and Customer Relationship Management

Process Groups

Act

iviti

es

05/04/23 4

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Project Planning

• The purpose of Project Planning is to;• establish and• maintain • plans that define project activities.

Majority of Project Manager’s time is spent to effectively plan the project activities.

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When Project Planning is not done well….

• Poor estimates lead to cost and schedule over runs.• Inability to discover deviations from undocumented

plans• Resources are not available or applied when needed.• Inability to meet commitments• PROJECTS FAIL

2004-2005 by Carnegie Mellon University Introduction to CMMI V 1.1

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When Project Planning is not done well….

• Why Should we care? Because• Customers don’t trust suppliers who waste their resources (i.e.

loss of future business)• No lessons learned for future projects means making the same

mistakes on multiple projects.• Unhappy customers, employees, stockholders (short life for the

business)“IF YOU FAIL TO PLAN, THEN YOU PLAN TO FAIL”

2004-2005 by Carnegie Mellon University Introduction to CMMI V 1.1

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Project Planning Goals

• Establish Estimates• Estimates of project planning parameters are established and

maintained.• Develop a Project Plan

• A project plan is established and maintained as basis for managing the project.

• Obtain Commitment to the Plan• Commitments from relevant stakeholders are established and

maintained.2004-2005 by Carnegie Mellon University Introduction to CMMI V 1.1

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Project Planning Context

2004-2005 by Carnegie Mellon University Introduction to CMMI V 1.1

Establish Estimates

Obtain Commitment to the plan

Develop a Project PlanPlanning Data

Project Plan

PM&C

Relevant Stakeholders

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Project Planning – Establishing Estimates

2004-2005 by Carnegie Mellon University Introduction to CMMI V 1.1

Estimate the Project Scope

Establish Estimates of the Work

products and Tasks

Define Project Life Cycle

Determine EstimateOf Effort and Cost

Planning Data

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Project Planning Context

2004-2005 by Carnegie Mellon University Introduction to CMMI V 1.1

Establish Estimates

Obtain Commitment to the plan

Develop a Project PlanPlanning Data

Project Plan

PM&C

Relevant Stakeholders

12

Project Planning – Develop Project Plan

2004-2005 by Carnegie Mellon University Introduction to CMMI V 1.1

Establish the Budget

and Schedule

Identify Project Risks

Plan Stakeholder Involvement

Establish theProject Plan

Project Plan

Plan for Project

ResourcesPlan for Data Management

Plan for Needed

knowledgeAnd skills

Planning Data

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Project Plan» Formal, approved document used to manage and

control project execution. Includes….� Project Charter� WBS - Task and resource assignment� Major milestones and baseline target delivery dates� Project Communication Plan� Responsibility Assignment Matrix� Risk Management document� Issues Management Document� Change Management Document� Milestone Chart� Project Status Plan template� Quality Assurance Document� Lessons Learned …..

The above documents need to be in place to be ready to execute, manage and track project performance

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Project Planning Context

2004-2005 by Carnegie Mellon University Introduction to CMMI V 1.1

Establish Estimates

Obtain Commitment to the plan

Develop a Project PlanPlanning Data

Project Plan

PM&C

Relevant Stakeholders

15

Project Planning – Obtaining Plan Commitment

2004-2005 by Carnegie Mellon University Introduction to CMMI V 1.1

Review Plans Affecting the

Project

Project Plan

Obtain Plan Commitment

Reconcile Work and

Resource Level

Relevant Stakeholders

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Relevant Stakeholder-Sponsor• Sponsor

– An individual or an organization who has the authority to perform, delegate, or ensure completion of the following project commitments:

• Formalization of an agreement with the project delivery organization.

• Approval to proceed with the start of the project or of a project phase.

• Spending for the cost/price of the project as specified in the agreement.

• The sponsor may be internal or external to the project delivery team’s organization.

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Relevant Stakeholder-Sponsor• Sponsor Agreement Management

– The processes necessary to build the agreement;– Present it to the sponsor– Negotiate the changes– And at the end of the project or phase, close out the

agreement.

Phase end reviews should be used to help the sponsor determine if the project should continue to next phase

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Project Planning

• The purpose of good Project Planning is to ensure;

• All detailed plans for managing the project are defined• Formal commitments are established• Team is ready to execute !!!•

Effective project planning = readiness for performance.

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Project Planning Checkpoint

• As a project manager you must;• Validate financial commitment to the business• Set expectation with client and project sponsor• Recognize that this is hard go/no go decision• Have your project team committed to the plan• Be ready to be accountable for the project execution

Project Planning is crucial point in the project life cycle when you decide if the project is ready to commit to future execution tasks

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How does an estimate become a budget

• Validate estimate with the project team• Review assumptions, hours, risks etc.

• Validate estimate with the sponsors, financial executive, quality assurance team ..

• Business rationale, timings and cost estimates, any cost buffers or contingency reserves, profit contribution…

• Baseline the budget• Report monthly status .

• Plan what the senior management would like to see

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Remember !!

• Project Managers are responsible for;• Cost• Project Profit• Project team efficiency• Project expenses• Quality control• …………….

At the end of the project planning process, your business executives decide if your project can/should target meeting specific business objectives .

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Few Causes of troubled projects (Planning Phase)

• Failure to set and manage customer expectations• Customer unprepared to take on project responsibilities• Lack of common understanding of requirements• Poor quality proposals• Lack of information in charter• Unclear organization roles and responsibilities• Failure to plan and manage project risks• Lack of defined quality control mechanisms• Inaccurate and uncommitted project estimates …..