How to prepare a project

management plan
Methods and their usability
The Concept Phase:
Project Cycle
The complete concept of the project
is developed.
The Analysis Phase:
The project’s specific objectives,
expected results, activities as well
as the analysis of the risks which
can affect its implementation are
defined.
The Termination Phase:
The initial assumptions are compared with
the project’s actual outcomes in order to
evaluate
the project results and impact and draw
recommendations for future actions.
The Planning Phase:
Stakeholders are identified as well as
the project’s beneficiaries and specific
target groups which will be addressed
by the project + the resources (financial
and human) the project requires should
be identified
The Implementation Phase:
The project becomes operational and
activities are executed.
The Evaluation Phase:
The implementation of the project’s
activities is monitored through indicators
that have been
developed during the planning phase. It is a
continuous process which might lead to
adjustments before a final evaluation, at the
termination phase.
Different Methods to approach the planning of
a project

Waterfall Scrum (Sprint) Critical Path Agile

Method Method Method

Waterfall Method
When to use ist:
• The end goal of your project is
clearly defined — and isn’t going to
change
• The stakeholders know exactly what
they want
When not to use it:
• Your project is liable to change
• You don’t have a full picture of all
the requirements before you start
Different phases:
(1) Requirements (2) Analysis (3) Design (4)
Construction (5)Testing
General:
• tasks and phases are completed in a linear,
sequential manner
• each stage of the project must be completed
before the next begins
• Progress flows in one direction, like a real
waterfall
 Agile Method Approach
General:
• collaborative way to self-organize across teams
• project planning and work management are
adaptive
• evolutionary in development
• seeking early delivery and are always open to
change → fast and flexible, unlike waterfall
project management
When to use it:
• (1) Your project is liable to change
• outset & solution are not clear yet
• You need to work quickly
• Involvement of clients is wished or wanted
When not to use it:
• a lot of documentation is needed
• You need a predictable deliverable
• Your project can’t afford to change during its
course
 Scrum (Sprint) Method
General:
• short “sprint” approach to managing projects
• ideal for teams of no more than 10 people
• Sprint cycles (1-2 weeks) with short daily meetings
• for each sprint iteration, Small teams are led by a Scrum Master
• After each sprint cycle → review their performance in a “sprint
retrospective” and make any necessary changes before starting
the next sprint
When to use it:
• If You’re striving for continuous improvement
When not to use it:
• You don’t have the full commitment from the team

Critical Path Method
When to use it:
• Your project is large-scale and complex + a
lot of dependencies.
• You have a strict plan and deadlines
• You need to identify which tasks are the
most important so you can better allocate
your resources
When not to use it:
• You don’t need something with a lot of
complexity
• You’re unsure about deadlines, timings, or
durations
• Your project needs wiggle room to change
General:
• a way of identifying and scheduling all of the
critical tasks that comprise your project +
their dependencies
• 1. Identify all essential tasks you need to do to
achieve your project goal
• 2. Estimate how much time each of those
tasks will take
• → Information is used to schedule the
“critical path” you need to take to conclude
the project asap
• The longest sequence of critical tasks
becomes your critical path, and will define the
timeframe for your project → Milestones
along the way guide your steps
Now its your turn