pmbok 5th planning process group part three

Planning

Process Group

Project Management Processes PMBOK 5th edition

Hossam Maghrabi, PMP

Planning Process Group Project Boundaries

Project Quality Management,

1. Includes the processes and activities of the performing organization that determine

quality policies, objectives, and responsibilities.

2. Implement the organization’s quality management system Using policies and

procedures, within the project’s context,.

3. Supports continuous process improvement activities as undertaken on behalf of the

performing organization.

4. Works to ensure that the project requirements, including product requirements, are met

and validated.

The basic approach to project quality management as described in this section is intended to be

compatible with International Organization for Standardization (ISO) quality standards.

Planning Process Group& Project Quality Management

Failure to meet the quality requirements can have serious, negative consequences for

any or all of the project’s stakeholders.

Ex. Meeting customer requirements by overworking the project team may result in decreased profits and

increased project risks, employee attrition, errors, or rework.

Meeting project schedule objectives by rushing planned quality inspections may result in undetected

errors, decreased profits, and increased post-implementation risks

Quality Measures & Techniques

are specific to the type of deliverables being produced by the project.

Ex. The project quality management of software deliverables may use different approaches and measures

from those used when building a nuclear power plant.

Modern Quality Management Approaches

Achieving ISO Compatibility

By seek to minimize variation and to deliver results that meet defined

requirements.

Modern Quality Management focuses on,

1. Customer Satisfaction.

2. Prevention Over Inspection.

3. Continuous Improvement.

4. Management Responsibility.

5. Cost Of Quality (COQ).

Plan Quality ManagementData Flow Diagram

The process of identifying quality

requirements and/or standards for the

project and its deliverables, and

documenting how the project will

demonstrate compliance with relevant

quality requirements.

It provides guidance and direction on how

quality will be managed and validated

throughout the project.

Plan Quality Management:Inputs

1. Project Management Plan

1. Scope baseline - Project Scope Statement, Work Breakdown Structure(WBS), WBS dictionary -.

2. Schedule baseline.

3. Cost baseline.

4. Other management plans (Contribute to the overall project quality).

2. Stakeholder Register

3. Risk Register

4. Requirements Documentation

5. Enterprise Environmental Factors (EEF).

6. Organizational Process Assets (OPA).

Plan Quality Management: Tools & Techniques (T&T)

1. Cost-Benefit Analysis, Compares the cost of the quality step to the expected

benefit (Less Rework, Higher Productivity, Lower Costs, Increased Stakeholder

Satisfaction, & Increased Profitability).

3. Seven Basic Quality Tools - 7QC Tools ,

1. Cause-and-effect diagrams

2. Flowcharts

3. Check-Sheets

4. Pareto diagrams

5. Histograms

6. Control charts

7. Scatter diagrams

The seven basic quality tools are used within the context of the PDCA Cycle to

solve quality-related problems.

Plan Quality Management - T&T3 - Seven Basic Quality Tools - 7QC Tools

1. Cause-and-effect diagram - Fishbone or Ishikawa diagrams -

The problem statement is placed at

the head of the Fishbone as a starting

point for describing the problem.

The causes are found by looking at the

problem statement and asking “why”

until the actionable root cause has

been identified or until the reasonable

possibilities on each fishbone have

been exhausted.

The cause and effect diagram is useful

1. Break preconceived notions about

problems.

2. Spur critical thinking.

3. Create ‘aha moments’ by seeing

how causes interact.

4. Encourage the whole team to

participate in continuous

improvement.

2. Flowchart - Process Maps -

Flowcharts show the activities,

decision points, branching loops,

parallel paths, and the overall order

of processing by mapping the

operational details of procedures that

exist within a horizontal value chain

of a SIPOC model.

Flowcharts may prove useful in

understanding and estimating the cost

of quality in a process, by using the

workflow branching logic and

associated relative frequencies to

estimate expected monetary value for

the conformance and nonconformance

work required to deliver the expected

conforming output.

3. Check-Sheet - Tally Sheets or Check-List -

Check-Sheets are used to organize facts in a manner that will facilitate the effective collection of useful data about a potential

quality problem.

Check-Sheets are especially useful for gathering attributes data while performing inspections to identify defects.

Ex. Data about the frequencies or consequences of defects collected in check-sheets are often displayed using Pareto diagrams.

4. Pareto Diagram - A special form of vertical bar chart used to identify the vital few

sources that are responsible for causing most of a problem’s effects.

A Pareto chart combines

elements of a line chart and bar

graph, where individual values

are shown as bars in descending

numerical order - frequencies -,

and the line represents the

cumulative -consequences- total

of these values.

The Pareto Chart is a simple to

use and powerful graphic to

identify where the majority of

problems in a process are

originating . Using a Pareto

Chart early in problem solving

is an effective strategy to

decrease project complexity.

20% of the people cause 80% of the problems

5. Histogram - A special form of bar chart used to describe the central tendency, dispersion, and

shape (frequency distribution) of a statistical distribution (A set of continuous data).

Unlike the control chart, the histogram does not consider the influence of time

on the variation that exists within a distribution.

6. Control Chart - A graphic display of process data over time and against established

control limits, which has a centerline that assists in detecting a trend of plotted values toward

either control limit.

- Control Limits. The area composed of three standard deviations on either side of the centerline or

mean of a normal distribution of data plotted, which reflects the expected variation in the data.

- Specification Limits. The area, on either side of the centerline, or mean, of data plotted that meets

the customer’s requirements for a product or service. This area may be greater than or less than the area

defined by the control limits.

7. Scatter Diagram - Correlation Chart - displays the data set as a collection of points in

Cartesian coordinates; each of them is determined by the values of two variables

Scatter Diagrams are used for identifying potential linear and nonlinear relationships between variables and how a change in one

variable affects another.

Scatter Diagrams are used to depict the relationships of price and quality rating, and to show the absence or presence of correlation

between two variables and its degree. The correlation can be positive, negative, or null, its type can be easy defined with only a glance on

the position of points on the Scatter Chart.

- DOE is a statistical method for identifying which factors may

influence specific variables of a product or process under

development or in production. DOF used during the Plan Quality

Management process to determine the number and type of tests and their

impact on cost of quality. DOE also plays a role in optimizing products

or processes.

One important aspect of this technique is that it provides a statistical

framework for systematically changing all of the important factors, rather

than changing the factors one at a time.

For example, automotive designers use this technique to determine which

combination of suspension and tires will produce the most desirable ride

characteristics at a reasonable cost.

4. Benchmarking - involves comparing actual or planned project practices to those of

comparable projects to identify best practices, generate ideas for improvement, and provide a basis

for measuring performance.

- Benchmarked projects may exist within the performing organization or outside of it, or can be within the

same application area.

- Benchmarking allows for analogies from projects in a different application area to be made.

5. Design of Experiments (DOE) -

6. Statistical Sampling - involves choosing part of a population of interest for inspection.

Sample frequency and sizes should be determined during the Plan Quality Management process so

the cost of quality will include the number of tests, expected scrap, etc.

7. Meetings - Project teams may hold planning meetings to develop the quality management plan.

Attendees at these meetings may include the project manager; the project sponsor; selected project

team members; selected stakeholders; anyone with responsibility for Project Quality Management

activities namely Plan Quality Management, Perform Quality Assurance, or Control Quality; and

others as needed.

8. Additional Quality Planning Tools

Brainstorming- is a group creativity

technique by which efforts are made to

find a conclusion for a specific problem by

gathering a list of ideas spontaneously

contributed by its members. For more

information refer to Identify Risks: Tools and

Techniques / Information Gathering Techniques

Force field analysis- These are

diagrams of the forces for and against

change..

Nominal group technique- This

technique is used to allow ideas to be

brainstormed in small groups and then

reviewed by a larger group

( Involving problem identification, solution

generation, and decision making.)

Quality management and control tools- Affinity diagrams, Process decision program charts (PDPC),

Interrelationship digraphs, Tree diagrams, Prioritization matrices, Activity network diagrams and Matrix diagrams, for more

information please refer to Perform Quality Assurance: Tools and Techniques)

Plan Quality Management:Outputs

1. Quality Management Plan - Describes how the organization’s quality policies will

be implemented to meet the quality requirements set for the project.

The quality management plan should be reviewed early in the project to ensure that decisions are based

on accurate information & reductions in costs and in the frequency of schedule overruns that were caused

by rework.

2. Process Improvement Plan - Details the steps for analyzing project management

and product development processes to identify activities that enhance their value through taking in

consideration the following,

- Process boundaries. Describe the purpose of the process, the start and end of the process, its inputs and outputs,

the process owner, and the stakeholders of the process.

- Process configuration. Provides a graphic depiction of processes, with interfaces identified, used to facilitate

analysis.

- Process metrics. Along with control limits, allows analysis of process efficiency.

- Targets for improved performance. Guide the process improvement activities.

3. Project Documents Updates -Stakeholder register, Responsibility assignment matrix,

WBS and WBS Dictionary -

Plan Quality Management:Outputs

4. Quality Metrics - Specifically describes a project or product attribute and how the control

quality process will measure it.

- A measurement is an actual value.

- The tolerance defines the allowable variations to the metric. For example, if the quality objective

is to stay within the approved budget by ± 10%, the specific quality metric is used to measure the

cost of every deliverable and determine the percent variance from the approved budget for that

deliverable.

Quality metrics are used in the perform quality assurance and control quality processes which include,

on-time performance, cost control, defect frequency, failure rate, availability, reliability, and test coverage….

5. Quality Checklists - Checklist is a structured tool used to verify that a set of required steps

has been performed – Quality checklists should incorporate the acceptance criteria included in the

scope baseline.

Many organizations have standardized checklists also they available from professional associations or

commercial service providers.

As a result of the interactions between Project Human Resource Management processes & the processes in other

Knowledge Areas the additional planning may be required throughout the project. For example:

– After initial team members create a work breakdown structure, additional team members may need to be added to

the team.

– As additional team members are added to the team, their experience levels, or lack thereof, could decrease or

increase project risk, creating the need for additional risk planning.

– When activity durations are estimated, budgeted, scoped, or planned prior to identifying all project team members

and their competency levels, the activity durations may change.

Managing and leading the project team includes, but is not limited to:

1. Influencing the project team. Factors that may impact the project team like team environment, geographical locations

of team members, communications among stakeholders, internal and external politics, cultural issues,…….

2. Professional and ethical behavior.

Planning Process Group& Project Human Resource Management

Project Human Resource Management includes the processes that organize, manage, &

lead the project team.

The project team - A comprised of the people with assigned roles and responsibilities for completing

the project.

The project management team - A subset of the project team which responsible for the project

management and leadership activities such as initiating, planning, executing, monitoring, controlling, and

closing the various project phases. This group can also be referred to as the core, executive, or leadership

The project sponsor - A person who works with the project management team, typically assisting

with matters such as project funding, clarifying scope, monitoring progress, and influencing stakeholders in

both the requesting and performing organization for the project benefit.

The project’s staff - Project team members - May have varied skill sets, may be assigned full or

part-time, and may be added or removed from the team as the project progresses.

Although specific roles and responsibilities for the project team members are assigned, Participation

of team members during planning adds their expertise to the process and strengthens their

commitment to the project.

Plan Human Resource Management Data Flow Diagram

The process of identifying and

documenting Project roles,

responsibilities, required skills,

reporting relationships, and creating a

staffing management plan.

It establishes project organization

charts, and the staffing management

plan including the timetable for staff

acquisition and release.

Also identification of training needs,

team-building strategies, plans for

recognition and rewards programs,

compliance considerations, safety

issues, and the impact of the staffing

management plan on the organization.

Plan Human Resource Management:

Inputs

1. Project Management Plan – Includes,

- The project life cycle and the processes that will be applied to each phase,

- How work will be executed to accomplish the project objectives,

- A change management plan that documents how changes will be monitored and controlled,

- A configuration management plan that documents how configuration management will be

performed,

- How integrity of the project baselines will be maintained, and

- Needs and methods of communication among stakeholders.

2. Activity Resource Requirements to determine the human resource

needs for the project.

Note: The required project team members and their competencies are progressively elaborated as part of the

Plan Human Resource Management process.

1. Organization Charts and Position Descriptions- To document team member roles and responsibilities.

- Regardless of the method utilized, the objective is to ensure that each work package has an

unambiguous owner and that all team members have a clear understanding of their roles and

responsibilities.

Note:- Some project assignments are listed in subsidiary plans, such as the risk, quality, or

communications management plans.

Tools & Techniques (T&T)

3. Organizational Theory -provides information regarding the way in which people, teams, &

organizational units behave.

It is important to recognize that different organizational structures

have different individual response, individual performance, and

personal relationship characteristics.

2. Networking -Is the formal and informal interaction with others in an

organization, industry, or professional environment.

It is a constructive way to understand political and

interpersonal factors that will impact the effectiveness of

various staffing management options.

4. Expert Judgment.

1. List the preliminary requirements for the required skills.

2. Assess the roles required for the project based on standardized role descriptions

within the organization.

3. Determine the preliminary effort level and number of resources needed to meet

project objectives.

4. Determine reporting relationships needed based on the organizational culture.

5. Provide guidelines on lead time required for staffing, based on lessons learned

and market conditions.

6. Identify risks associated with staff acquisition, retention, and release plans.

7. Identify and recommend programs for complying with applicable government

and union contracts.

5. Meetings.

1. Human Resource Management Plan - Provides guidance on how project human

resources should be defined, staffed, managed, and eventually released. includes, but is not limited to,

i. Roles and responsibilities,

- Role - A defined function to be performed by a project team member, such as testing, filing, inspecting,

or coding. Role clarity concerning authority, responsibilities, and boundaries should also be documented.

- Authority - The right to apply project resources, expend funds, make decisions, or give approvals,,,,

.Team members operate best when their individual levels of authority match their individual

responsibilities.

- Responsibility - The assigned duties and work that a project team member is expected to perform in

order to complete the project’s activities.

- Competency - The skill and capacity required to complete assigned activities within the project

constraints. If project team members do not possess required competencies, performance can be

jeopardized. When such mismatches are identified, proactive responses such as training, hiring, schedule

changes, or scope changes are initiated.

ii. Project organization charts -

Outputs

A graphic display of project team members

& their reporting relationships.

1. Human Resource Management Plan.

III. Staffing management plan - A component of the human resource management plan that

describes, when and how project team members will be acquired, how long they will be needed

and how human resource requirements will be met.

The plan is updated continually during the project to direct ongoing team member acquisition and

development actions. Items to consider in the plan include,

1. - Staff acquisition - Answer the number of questions that arise when planning the acquisition of project team.

2. Resource calendars - Calendars that identify the working days and shifts on which each specific resource is

available.

3. Staff release plan - Determining the method and timing of releasing team members benefits both the project

and team members.

4. Recognition and rewards - Clear criteria for rewards, promote and reinforce desired behaviors.

5. Training needs - To obtain required competencies & certifications.

6. Compliance - Strategies for complying with human resource policies.

7. Safety - Policies and procedures that protect team members.

Outputs

Includes the processes that are required to ensure timely and appropriate planning, collection,

creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate

disposition of project information.

Effective communication creates a bridge between diverse stakeholders who may have different

cultural and organizational backgrounds, different levels of expertise, and different perspectives and

interests, which impact or have an influence upon the project execution or outcome.

Project managers spend most of their time communicating with team members and other project

stakeholders, whether they are internal (at all organizational levels) or external to the organization.

Planning Process Group& Plan Communications Management

The process of developing an

appropriate approach and plan

for project communications based

on stakeholder’s information

needs and requirements, and

available organizational assets.

identifies and documents the

approach to communicate most

effectively and efficiently with

stakeholders.

Effective communication means that the information is provided in the right format, at the right

time, to the right audience, and with the right impact.

Efficient communication means providing only the information that is needed.

Plan Communication Management :

Inputs

1. Project Management Plan.

Provides information on how the project will be executed, monitored, controlled,

and closed.

2. Stakeholder Register.

Provides the information needed to plan the communication with project

stakeholders.

Since the structure of an organization will have a major effect on the project’s

communication requirements, So The Plan Communications Management is tightly

linked with enterprise environmental factors.

Lessons learned and historical information provide insights on both the decisions taken

regarding communications issues and the results of those decisions in previous similar

projects.

1. Communication Requirements Analysis –To determines the information needs of the project stakeholders by combining the type and format of

information needed with an analysis of the value of that information.

2. Communication Technology,The methods used to transfer information among project stakeholders may vary significantly.

Factors that can affect the choice of communication technology include,

Urgency of the need for information.

Availability of technology.

Ease of Use .

Project environment .

Sensitivity and confidentiality of the information .

- Considering the number of potential communication channels or paths

as an indicator of the complexity of a project’s communications.

- Determine and limit who will communicate with whom and who will

receive what information.

Plan Communication Management :Tools & Techniques (T&T)

3.Communication Models,Used to facilitate communications and the exchange of information . It vary

from project to project and also within different stages of the same project

Encode - Thoughts or ideas are translated (encoded) into language by the sender.

Decode - The message is translated by the receiver back into meaningful thoughts

or ideas.

Noise - Message may be influence by various factors (distance, unfamiliar

technology, inadequate infrastructure, cultural difference, and lack of background

information). These factors are collectively termed as noise.

Transmit Message. - This information is then sent by the sender using

communication channel (medium).

Acknowledge - Upon receipt of a message, the receiver may signal -

acknowledge) receipt of the message but this does not necessarily mean agreement

with or comprehension of the message).

Feedback/Response - When the received message has been decoded and

understood, the receiver encodes thoughts and ideas into a message and then

transmits this message to the original sender.

4. Communication Methods, used to share information among project stakeholders.

1. Interactive communication - Includes meetings, phone calls, instant messaging, video conferencing ).

- Most efficient way to ensure a common understanding by all participants

2. Push communication - Include letters, memos, reports, emails, faxes, voice mails, blogs, press releases,,,

- Ensures that the information is distributed but does not ensure that it actually reached or was understood

by the intended audience.

3. Pull communication - Include intranet sites, e-learning, lessons learned databases, knowledge repositories,,,

- Used for very large volumes of information for very large audiences and the recipients requires to access

the communication content.

The communication methods that are used for a project need to be discussed and agreed upon by the project

stakeholders based on communication requirements; cost and time constraints; and familiarity and availability

of the required tools and resources that may be applicable to the communications process.

5. Meetings - To determine the most appropriate way to update and communicate project

information

– Most project meetings are more formal with a prearranged time, place, and agenda. Typical meetings begin with

a defined list of issues to be discussed, which are circulated in advance with minutes and other information

documented specifically for the meeting. This information is then disseminated to other appropriate stakeholders

on an as-needed basis.

Plan Communication Management :Tools & Techniques (T&T)

1. Communications Management Plan, Describes how project communications will be

planned, structured, monitored, and controlled.

The plan contains,

Stakeholder communication requirements;

Information to be communicated, including language, format, content, and level of detail;

Reason for the distribution of that information;

Time frame and frequency for the distribution of required information and receipt of acknowledgment or response, if

applicable;

Person responsible for communicating the information;

Person responsible for authorizing release of confidential information;

Person or groups who will receive the information;

Methods or technologies used to convey the information, such as memos, e-mail, and/or press releases;

Resources allocated for communication activities, including time and budget;

Escalation process identifying time frames and the management chain (names) for escalation of issues that cannot be resolved

at a lower staff level;

Method for updating and refining the communications management plan as the project progresses and develops;

Glossary of common terminology;

Flow charts of the information flow in the project, workflows with possible sequence of authorization, list of reports, and

meeting plans, etc.; and

Communication constraints.

2. Project Documents Updates ( Project schedule, Stakeholder register ,,)

Plan Communication Management:Outputs

Planning Process Group& Project Procurement Management

Includes the processes necessary to purchase or acquire products, services, or results needed from

outside the project team. The organization can be either the buyer or seller of the products, services,

or results of a project.

Include the contract management and change control processes required to develop and administer

contracts or purchase orders issued by authorized project team members.

Include controlling any contract issued by an outside organization (the buyer) that is acquiring

deliverables from the project in the performing organization (the seller), and administering

contractual obligations placed on the project team by the contract.

Contract - Also called an agreement, an understanding, a subcontract, or a purchase order -

o A contract represents a mutually binding agreement that, obligates the seller to provide something of

value (e.g., specified products, services, or results) and obligates the buyer to provide monetary or other

valuable compensation.

o A procurement contract includes terms and conditions, and may incorporate other items that the

buyer specifies as to what the seller is to perform or provide.

o The legally binding nature of a contract or agreement usually means it will be subjected to a

more extensive approval process to ensure that the contract language describes the products, services, or

results that will satisfy the identified project need.

Project management team & ContractIt is the project management team’s responsibility to make certain that all procurements meet the specific

needs of the project while adhering to organizational procurement policies. They may seek support in early

phases from specialists in contracting, purchasing, law, and technical disciplines. Such involvement can be

mandated by an organization’s policies.

Project risks & Contract.By actively managing the agreement life cycle and carefully wording the terms and conditions of a

procurement, some identifiable project risks may be shared or transferred to a seller. Contract /Agreement

is one method of allocating the responsibility for managing or sharing potential risks.

In this contest we assume that the buyer of an item for the project is assigned to the project team and the seller is

organizationally external to the project team & a formal contractual relationship will be developed and exists

between the buyer and the seller.

Project Procurement Management is discussed within the perspective of the buyer-seller relationship.

The buyer-seller relationship may exist at many levels on same project &

between organizations internal and external to the acquiring organization.

Depending on the buyer’s position in the

project acquisition cycle, the buyer may be

called a client, customer, prime contractor,

contractor, acquiring

The seller can be viewed during the

contract life cycle first as a bidder, then as

the selected source, and then as the

contracted supplier or vendor.

The seller will typically manage the work as a project if the acquisition is not just for shelf material,

goods, or common products. In such cases,

Terms and conditions of the contract become

key inputs to many of the seller’s

management processes.

The contract can actually contain the inputs -Major

Deliverables, Key Milestones, Cost Objectives- or it can limit the

project team’s options-Buyer approval of staffing decisions is

often required on design projects-.

This process,

• Determines whether to acquire

outside support, and if so, what

to acquire, how to acquire it,

how much is needed, and when

to acquire it.

• Evaluating potential sellers

• Evaluating the risks involved

with each make-or-buy analysis

• Reviewing the type of contract

planned to be used with respect

to avoiding or mitigating risks.

Decisions made in this process can

influence the project schedule and

are integrated with Develop

Schedule, Estimate Activity

Resources, and make-or-buy

analysis.

Plan Procurement Management :

Inputs

1. Project Management Plan - Project scope statement, WBS, WBS dictionary .

2. Requirements Documentation.

3. Risk Register.

4. Activity Resource Requirements- Contain information on specific needs such as people, equipment, or

location .

5. Project Schedule - Contains information on required timelines or mandated deliverable dates .

6. Activity Cost Estimates - To evaluate the reasonableness of the bids or proposals received from potential

sellers .

7. Stakeholder Register.

8. Enterprise Environmental Factors - Marketplace conditions and their available Products, services ,

Suppliers, including past performance or reputation …….

9. Organization Process Assets- Formal procurement policies, procedures, and guidelines ,

Procurement Management systems, An established multi-tier supplier system of

prequalified sellers …..

Plan Procurement Management:

Inputs

1. Make-or-Buy Analysis, Determine whether particular work can best be accomplished by

the project team or should be purchased from outside sources.

- Budget constraints may influence make-or-buy decisions.

- A make-or-buy analysis should consider all related costs—both direct costs as well as indirect support

costs.

- Available contract types are also considered during the buy analysis.

The risk sharing between the buyer and seller determines the suitable contract types, while the specific

contract terms and conditions formalize the degree of risk being assumed by the buyer and seller.

2. Expert Judgment,- To assess the inputs to and outputs from this process.

- To develop or modify the criteria that will be used to evaluate seller proposals.

3. Market Research,

- To examination of industry and specific vendor capabilities.

4. Meetings, Research alone may not provide specific information to formulate a procurement strategy. By

collaborating / meeting with potential bidders, the organization purchasing the material or service may benefit

while the supplier can influence a mutually beneficial approach or product.

Plan Procurement Management:Tools & Techniques (T&T)

1. Procurement Management Plan - It describes how the procurement processes will be

managed from developing procurement documents through contract closure. It can include guidance

- Types of contracts to be used.

- Risk management issues.

- Any constraints and assumptions that could affect planned procurements;

- Procurement metrics to be used to manage contracts and evaluate sellers.

- Identifying prequalified sellers, if any, to be used;

- Establishing the form and format to be used for the procurement/contract statements of work;

- Establishing the direction to be provided to the sellers on developing and maintaining a work

breakdown structure (WBS);

- Identifying requirements for performance bonds or insurance contracts to mitigate some forms of

project risk;

- Setting the scheduled dates in each contract for the contract deliverables and coordinating with the

schedule development and control processes;

- Handling the make-or-buy decisions and linking them into the Estimate Activity Resources and

Develop Schedule processes;

Plan Procurement Management:Outputs

2. Make-or-Buy Decisions - A make-or-buy analysis results in a decision of whether

particular work can best be accomplished by the project team or needs to be purchased from outside

sources.

If the decision is to make the item, then the procurement plan may define processes and

agreements internal to the organization.

The buy decision drives a similar process of reaching agreement with a supplier for the product

or services.

3. Procurement Statement of Work - describes the procurement item in sufficient

detail to allow prospective sellers to determine if they are capable of providing the products, services,

or results.

- The SOW for procurement is developed from the project scope baseline.

- Each individual procurement item requires a SOW; however, multiple products or services can

be grouped as one procurement item within a single SOW.

- The procurement SOW can be revised and refined as required until incorporated into a signed

agreement.

4. Procurement documents -Used to solicit proposals from prospective sellers and facilitate easy evaluation of the responses. It include

a description of the desired form of the response, and should be consistent with the value of, and risks

associated with, the planned procurement.

- Types of procurement documents include,

RFI - Request For Information, IFB - Invitation For Bid, RFP - Request For Proposal ,

RFQ -Request For Quotation ,

Tender Notice, Invitation For Negotiation, and Invitation for seller’s initial response.

- Terms such as Bid, Tender, or Quotation are generally used when the seller selection decision

will be based on price, while a term such as Proposal is generally used when other

considerations, such as technical capability or technical approach are paramount.

5. Change Requests - A decision that involves procuring goods, services, or resources

typically requires a change request. Other decisions during procurement planning can also create the

need for additional change requests.

6. Project Documents Updates - Requirements documentation, Requirements traceability

matrix, and Risk register.

7. Source Selection Criteria - Such Criteria are developed and used to rate or score seller

proposals, and can be objective or subjective. It is often included as a part of the procurement

documents.

Some possible source selection criteria are,

Planning Process Group& Plan Stakeholder Management

Identifies how the project will

affect stakeholders, which then

allows the project manager to

develop various ways to effectively

engage stakeholders in the project,

to manage their expectations, and

to ultimately achieving the project

objectives.

Stakeholder management

Is about creation and maintenance

of relationships between the

project team and stakeholders,

with the aim to satisfy their

respective needs and requirements

within project boundaries.

It’s more than improving

communications and requires

more than managing a team.

within project boundaries.

Plan Stakeholder Management :

Inputs

1. Project Management Plan- All created project plans.

2. Stakeholder Register- Provides the information needed to plan appropriate ways to engage

project stakeholders.

3. Enterprise Environmental Factors (EEF) –The management of stakeholders should be adapted to the project environment. Of these,

organizational culture, structure, and political climate are of particular importance, because they help

in determining the best options to support a better adaptive process for managing stakeholders.

4. Organizational Process Assets (OPA).Lessons learned database and historical information are of particular importance, because they

provide insights on previous stakeholder management plans and their effectiveness.

1. Expert Judgment - Can be obtained through individual consultations (one-on-one meetings,

interviews, etc.) or through a panel format (focus groups, surveys, etc.).

The project manager should apply expert judgment to decide upon the level of engagement required

at each stage of the project from each stakeholder. For example, at the beginning of a project, it may be

necessary for senior stakeholders to be highly engaged in order to clear away any obstacles to success. Once these

have been successfully removed, it may be sufficient for senior stakeholders to change their level of engagement

from leading to supportive, and other stakeholders, such as end users, may become more important.

2. Meetings,To define the required engagement levels of all stakeholder.

3. Analytical Techniques,Identify gaps between the current and desired stakeholder engagement levels. Then actions and

communications required to close these gaps can be identified by the project team using expert

judgment.

Plan Stakeholder Management :Tools & Techniques (T&T)

1. Stakeholder Management Plan,Identifies the management strategies required to effectively engage stakeholders.

– In addition to the data gathered in the stakeholder register, the stakeholder management plan often provides:

• Desired and current engagement levels of key stakeholders;

• Scope and impact of change to stakeholders;

• Identified interrelationships and potential overlap between stakeholders;

• Stakeholder communication requirements for the current project phase;

• Information to be distributed to stakeholders, including language, format, content, and level of detail;

• Reason for the distribution of that information and the expected impact to stakeholder engagement;

• Time frame and frequency for the distribution of required information to stakeholders; and

• Method for updating and refining the stakeholder management plan as the project progresses and

develops.

Project managers should be aware of the sensitive nature of the stakeholder management plan and

take appropriate precautions.

1. Project Documents Updates - Project schedule, Stakeholder register ,,.

Plan Stakeholder Management :Outputs

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