Project Planning II

What is project planning?
Project Planning process

Dimensions of project plan development
Project Planning & Scheduling

CHAPTER II: Basics of Project Planning
Kurabachew Menber (PhD)
CPU College
April, 2022
Kurabachew M. PMGT642
Table of Contents
1 What is project planning?

Introduction
Project Planning Steps
Elements of Project Plan
2 Project Planning process

Core Process
Facilitating Process
3 Dimensions of project plan development

Inputs
Tools and techniques
Output
What is project planning? Introduction
Project Planning process Project Planning Steps
Dimensions of project plan development Elements of Project Plan
What is Project Planning?
A project plan is "A formal, approved document

used to guide both project execution and
project control.
The primary uses of the project plan are to:
document planning assumptions and
decisions,
facilitate communication among stakeholders,
and
document approved scope, cost, and schedule
baselines.
A project plan may be summary or detailed.

It is a statement of how and when a project’s objectives are to be
achieved, by showing the major products, milestones, activities and
resources required on the project
Before commencement of any project, the first
thing that we need to do is project planning.
A project plan expresses the objectives &
requirements of the project in terms of:
1 Project Scope
2 Project Schedule
3 Resource Requirement
4 Project cost estimation
5 Project Quality and
6 Project Risk Management

Uses of project plan
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
Purpose of project planning
Directing:
Objectives, Goals, Special influences,
Constraints on the project Scope
Identifying:
Actions, Risks, Responsibilities
Guiding:
Identification of required activities,
Establishing workable procedures
Preparing:
Flexibility to adapt to changes, Retain the
qualities of integrity and durability
Discussion Questions
1 What Are the main Reasons for failure of many of projects in
our Country?
2 What are the Barriers for Good Planning In Ethiopia ?
Why Projects fail
Poor/No Planning
Poor project and program management discipline
Lack of executive-level support
Wrong team members
Poor communication
No measures for evaluating the success of the
project
No risk management
Inability to manage change
Barriers to good planning

1 Prevailing paradigms(belief about what the
world is like),
It is not necessarily what they say they believe but what they really
believe that counts
.
People do not walk their talk!
2 The nature of human beings.
People don’t plan because they find the
activity itself is painful.
Two pain curves in a project over time.
In Curve 1, people resist the pain that planning causes

In curve 2, there is a lot of pain early on, but it diminishes over
time, and the total area under the curve is less than that under
curve 1.
The basic planning steps are as follows.

1 Define the problem to be solved by the project.
2 Develop a mission statement, followed by statements

of major objectives.
3 Develop a project strategy that will meet all project
objectives.
4 Write a scope statement to define project boundaries
(what will and will not be done).
5 Develop a Work Breakdown Structure (WBS).
6 Using the WBS, estimate activity durations, resource

requirements, and costs .
7 Prepare the project master schedule and budget.
8 Decide on the project organization structure:
whether matrix or hierarchical (if you are free to
choose).
9 Create the project plan.
10 Get the plan signed off by all project stakeholders.
The Basic Elements of a Project Plan are:

1 Project Scope Planning
2 Delivery Schedule Planning
3 Project Resources Planning
4 Project Cost Planning
5 Project Quality Planning
6 Supporting Plans
1 Risk Managment Plan
2 Communication Plan
3 Procurment Plan
1. Project Scope Planning

Any project is expected to provide its stakeholders with
certain outcome,
which is commonly termed as project deliverables
Project scope is about outlining the project
deliverables
Based on project scope, project planner(s) create(s) work
break down structure (WBS).
WBS is a breakdown/ decomposition of project work into
distinct work items at higher level.
The project scope is generally constrained, with respect to
following aspects
Time
Quality
Resources
2.Delivery Schedule Planning
Once project scope is determined and work breakdown

structure (WBS) is created, the next step is to create
delivery timeline.
For each of the deliverable work item identified in the
work breakdown structure (WBS),
project planner needs to identify list of activities need
to perform.
Activities are basis for estimation, scheduling, execution,
and monitoring and controlling of the project work.
For each of these activities he/she needs to figure

out
How long will it take to complete each
activity (days, weeks)?
What kind of resource(s) – required for its
completion (skill set, experience, etc.)?
Based on the estimate of efforts required to carry out

each activity, one can sum up to get duration required for
each deliverable.
A milestone marks a significant event in the project.
Generally, project sponsors would refer to list of
milestones to trace project delivery in respect of timeline
& cost overrun.
The visual representation of project schedule can be
viewed through a Gantt chart.
Five steps to create delivery schedule

1 Define Tasks/ Activities
2 Tasks/ Activities Sequencing
3 Resources Requirement Estimation
4 Task Durations Estimation
5 Schedule Development
3. Project Resources Planning
Project resource is about the people to be involved in the

project, materials and equipment required for successful
completion of the project
Mainly resource planning tends to revolve about
people/staffing management: Human Resource Plan
From Human Resource Plan one expect:
Roles & responsibilities assignment
Organogram establishment for the project
Staffing management plan:
describes staffing & training requirement,
resource aqusation and calendars, release plan,
rewards & recognitions, etc
4.Project Cost Planning
It helps to baseline the overall project budget in terms of

money
From Project Cost plan, we expect,
Cost estimates per activity
Discription of Factors concidered in Cost Estimates
(Assumptions, Constrients, Parameteres used and
level of confidence we used)
5.Project Quality Planning

To create project quality plan, project planner need to
identify the quality requirements of the project
Project quality plan should highlights:
Quality Process & Policies
Cost-Benefit Analysis of quality assurance and control
process alterntives
Cost of Quality
Conformance cost (Prevention costs, appraisal
cost)
Non-Conformance cost (internal failure cost,
external fail. cost)
Quality Metrics
Quality Checklist
Control Charts
6.Supporting Plans
1 Risk Management Plan:

Involves risk idenification, Risk assesesment, Risk
Response development and Risk managment
2 Communication Plan:
Involves Identifying Project Stakeholders and
Planning project communication.
3 Procurement Plan:
documents purchase policy illustrating purchase
process, buy/lease/rent decisions, vendor selection,
negotiation, financial concurrence, duration, legal
concurrence, etc.
Core Process
Core Process
1 Scope planning:
developing a written scope statement as a basis for
future project decisions
2 Scope definition:
subdividing the major project deliverables into smaller
and more manageable components
3 Activity definition:
identifying the specific activities that must be
performed to produce the various project deliverables
Core Process
Core Process
4 Activity sequencing:
identifying and documenting interactivity
dependencies
5 Activity duration estimating:
estimating the number of work period which will be
needed to complete individual activities
6 Schedule development:
analyzing activity sequences, activity durations and
resource requirements to create the project schedule
7 Resource planning :
determining what resources and what quantities
Core Process
Core Process
8 Cost estimating:
developing an approximation of the costs of the
resources
9 Cost budgeting:
allocating the overall cost estimate to individual work
items
10 Project plan development:
taking the results of other planning processes and
putting them into a consistent and coherent
document
Core Process
Facilitating process
1 Quality planning:
identifying which quality standards are relevant to the
project and determining how to satisfy them
2 Organizational planning:
identifying, documenting and assigning project roles,
responsibilities and reporting relationships
3 Staff acquisition:
getting the human resources needed assigned to and
working on the project
Core Process
4 Communication planning :
determining the information and communication
needs of the stakeholders;
who needs what information,
when will they need it, and
how it will be given to them
5 Risk identification:
determining which risks are likely to affect the project
and documenting the characteristics of each
6 Risk quantification :
evaluating risks and risks interactions to assess the
range of possible project outcome
Core Process
7 Risk response development:

defining enhancement steps for opportunities and
responses to threat
8 Procurement planning:
determining what to procure and when
9 Solicitation planning:
documenting product requirements and identifying
potential sources
What is project planning? Inputs
Project Planning process Tools and techniques
Dimensions of project plan development Output
Inputs
The main Inputs to project plan development

includes:
Other planning outputs :
includes all of the outputs derived from the core
and facilitating processes as well as the work
breakdown structure and supporting details
Historical information :
includes all available historical information to
assist in verifying assumptions and assessing
alternatives that are identified as part of this
process
Organizational policies :
formal and informal policies that includes but are not
limited to:
Quality management
Personnel administration
Financial controls
Constraints:
factors that will limit the project management team’s
options
Assumptions:
factors that are considered as true, real or certain but
involves risk
Tools and techniques for project plan

development incorporates:
1 Project planning methodology:
Structured approach used to guide the project team
during development of the project plan
2 Stakeholder skills and knowledge:
Tapping stakeholders or other professionals for their
contributions in the project
3 PMIS:
Gather, integrate, and disseminate inputs of the other
project
Project plan
A formal, approved documents used to guide
both project execution and project control
Supporting detail

Project Planning II

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What is project planning?

Project Planning process

Project Planning & Scheduling

Kurabachew Menber (PhD)

1 What is project planning?

2 Project Planning process

3 Dimensions of project plan development

What is Project Planning?

A project plan is "A formal, approved document

A project plan may be summary or detailed.

4 Project cost estimation

5 Project Quality and

6 Project Risk Management

Uses of project plan

Guide project execution

Purpose of project planning

Why Projects fail

Barriers to good planning

Two pain curves in a project over time.

In Curve 1, people resist the pain that planning causes

The basic planning steps are as follows.

2 Develop a mission statement, followed by statements

6 Using the WBS, estimate activity durations, resource

The Basic Elements of a Project Plan are:

1. Project Scope Planning

2.Delivery Schedule Planning

Once project scope is determined and work breakdown

For each of these activities he/she needs to figure

Based on the estimate of efforts required to carry out

Five steps to create delivery schedule

3. Project Resources Planning

Project resource is about the people to be involved in the

4.Project Cost Planning

It helps to baseline the overall project budget in terms of

5.Project Quality Planning

1 Risk Management Plan:

7 Risk response development:

The main Inputs to project plan development

Tools and techniques for project plan

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