1.1.

Project planning process

1.1.1. Purpose
The following are the objectives of this process:
• Perform an alignment meeting to go over project scope of work, and required deliverables.
• Finalize the Project Schedule.
• Develop the Project Management Plan (PMP) – for medium and large projects only.
1.1.2. Triggers
• Project Charter Document.
• Awarding – External Projects.
1.1.3. Expected Duration
• This Process is expected to be finalized maximum within four working weeks.
1.1.4. Input, Tools & Techniques and Output
Input Tools and Techniques Output
• Project Charter • Meeting(s). • Approved Project
Document. • Project Management Schedule baseline.
• Project Contract Plan template. • Project Management
• Scheduling Tools (MS plan (PMP) which
Project 2010). includes SOW for
Medium and large
projects.

1.1.5. Workflow Description

Project Management - Planning Phase
Project Planning Process
Vendor / Contractor

Develop Project Develop Project Send PMP &/or Schedule Update PMP &
Management Plan Schedule for Review & Approval Schedule
PM

Duration: 5 Duration: 5 Duration: 1 Duration: 1

Project
Project Schedule
Management Plan

Yes
Conduct Kickoff File The PMP And/or
Conduct Preparatory Request Project Request Project Review PMP &/or
Project Manager

Meeting Schedule
Meeting PMP Management Plan Schedule Schedule With SME Comments End
Start Yes
Required? ? Duration: 1 Duration: 3
Duration: 1 Duration: 1 Duration: 1 Duration: 3
MoM Form

No
No
Management
Manager
Project

No Approval? Yes

Figure 1 - Process Workflow – Project Planning Process

1.1.5.1. Project Planning Process Details

A. Once the vendor / contractor is selected -for external projects only-, the project
manager gathers all the project’s official documents (project Request, PCD,
procurement documents and project contract) and conducts a preparatory
meeting with the SME and Vendor / contractor PM to agree on the project
approach, major milestones, project timeline, etc..,.
B. The PM decides if the project needs a PMP or project schedule. The PM send
COMPLETION CERTIFICATE PROCUREMENT OF CAPITAL
EQUIPEMENT (CCPCE) form to the vendor / contractor - applicable on capital
projects only, and request him to fill it with the delivered items serial numbers.
C. The vendor / contractor PM develops the PMP if required and the Project
schedule.

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D. The Vendor / contractor PM sends the Schedule and/or PMP to the Project
Manager.
E. The Project Manager and the SME review the submitted plans and provide their
comments to be reflected by the Vendor / contractor PM. In coordination with
Requesting Dept. Manager if required.
F. Project Management Manager reviews the PMP / Schedule, if not approved he
will return them back to the PM for update.
G. If approved, the Project Manager requests a kickoff meeting with the project
stakeholders to present the project scope approach as defined in the project
schedule and/or project management plan and address their concerns and
expectations.
The Project stakeholders are:
o Project Manager
o PMO Officer
o SME
o Vendor Project Manager
Note: for internal projects, the Vendor PM is replaced by the project
implementation manager
1.1.6. Responsibility Assignment Matrix (RAM):
Vendor / Project
Project
Responsibility Contractor Management
Manager
Project Manager Manager
Conduct preparatory meeting with
O
vendor / contractor
Develop Project Schedule and/or PMP O
Review Project Schedule and/or PMP O O
Approve PMP / Schedule O
Conduct Kickoff Meetings O
File the PMP and/or Schedule O
Table 1 – Project Planning Process (RAM)

1.1.7. Forms and Templates

File Name File Description
The purpose of the management plan is to
SE - ITC - PMO Project Management Plan provide a clear overview on how the project will
Form be implemented and controlled throughout
project lifecycle.
The benefit of the project schedule templates is to
track the progress of the project in an easy way and
SE - ITC – PMO Project Schedule Template
to know all projects’ tasks and its status with the
ability to assigned tasks to the project team.

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