ESSENTIAL PARTS OF A

PROJECT PLAN

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 What is a project?

• A project is a temporary endeavor

undertaken to create a unique
product, service or result.

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 THE PROJECT CYCLE

IDENTIFIC
ATION

MONITOR
PREPARA
ING
TION

IMPLEMEN
TATION & APPRAIS
MONITORI AL
NG
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 THE PROJECT CYCLE

1. IDENTIFICATION - generation of the initial

project idea and preliminary design

2. PREPARATION - detailed design of the project

addressing technical and operational aspects

3. APPRAISAL - analysis of the project from

technical, financial, economic, gender, social,
institutional and environmental perspectives

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 THE PROJECT CYCLE

4. IMPLEMENTATION & MONITORING - execution of

project activities, with on-going checks on
progress and feedback.

5. EVALUATION - periodic review of the project with

feedback for next project cycle and assessment
of attainment of objectives.

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 WHAT IS A PROJECT PLAN

A project plan is a formal, approved document that

is used to control and manage a project.

The project plan forms the basis for all management

efforts associated with the project.

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 ESSENTIAL PARTS OF A PROJECT
PLAN

• SCOPE STATEMENT
• OBJECTIVES
• RESOURCES
• RISKS
• SCHEDULES
• EVALUATION

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 SCOPE STATEMENT

• Scope statements represent a kind of

agreement among project stakeholders. It
presents a general overview about the
parameters of the problem, justification
of the project and objectives.

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 OBJECTIVES

• The objections portion of the plan sets out the

specific goals and any deliverables of the
project.
• An Objective is the main goal of the project that
needs to be accomplished. The specific objective
could have the skills, principles, or good work
habits that are developed in the process in
creating the project. In some objectives, the
intentions why the project is made are also
added.

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 RESOURCES

• The resources element of the plan

includes material, financial and human
resources. It needs to set out what
physical products and physical space the
project requires.
• This portion of the plan should also lay
out the expected costs of physical
resources, salaries and any workspace.

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 RESOURCES

• The Materials, Tools and Equipments, as

part of resources, usually present the
quantity and the descriptions of materials,
its unit cost as well as the material’s total
cost.
• In here, the individual cost of every
materials that were being used should be
included as well as the projects total cost.
The tools and the equipments that are used
are also presented.

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 RISKS

• The risks section of the plan takes note

of any factor that might hinder or derail
the project to allow for risk
management.

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 SCHEDULES

• A project plan includes a project

schedule that specifies milestones and
an estimation of project duration.
• The plan may also set out detailed work
requirements for major milestones,
typically in a spreadsheet.
• Schedules should seek to accommodate
unforeseen events by building in a time
buffer.
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 EVALUATION

• The evaluation section of the plan sets

out the criteria for determining project
success. This can include a basic
checklist such as meeting the project
schedule, staying under budget and filing
progress reports.

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ESSENTIAL CONSIDERATIONS IN MAKING A
PROJECT PLAN

★ NEED
★ AIMS
★ OUTCOMES
★ OUTPUTS
★ INPUTS
★ MONITORING AND EVALUATION

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 ESSENTIAL PARTS OF A PROJECT
PLAN
• ESTABLISHING THE NEED.
– A strong project plan needs to establish that
there is a genuine need for your project. It is all
about identifying a problem or issue that the
project can solve.
• Questions to consider around need
– How do you know this project is needed?
– What evidence do you have?
– Who else might need to be involved to deliver
this service?
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 ESSENTIAL PARTS OF A PROJECT
PLAN
• Gathering information about need
• Information and Evidence about the need is
gathered from both internal and external
stakeholders
• Internal stakeholders include committee
members and other members of the
organization;
• External stakeholders include people who may
want to access your services and any others
who may want to be involved with the new
project.
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 ESSENTIAL PARTS OF A PROJECT
PLAN
• SETTING THE AIMS.
– Aims describe the overall changes and
benefits that you want to achieve and sums
up the purpose of the project.

• DEFINING THE OUTCOMES.

– While aims describe the project’s overall
purpose, outcomes describe the specific
changes that the project will achieve.

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 ESSENTIAL PARTS OF A PROJECT
PLAN

• DECRIBING THE PROJECT OUTPUTS.

– Outputs describe the detail of activities that
will be carried out or services that will be
delivered to achieve the outcomes.

• PLANNING THE INPUTS AND BUDGET

– Inputs are everything that are needed to
carry out the project, including the budget.

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 ESSENTIAL PARTS OF A PROJECT
PLAN
• MONITORING AND EVALUATION.

– Monitoring refers to the process of regularly

collecting data and checking to see if everything
is on track. If the project isn’t on track, monitoring
gives the opportunity to take action to ensure that
the outcomes are met.

– Evaluation takes place at the end of the project

and involves an analysis of the project as a
whole. This stage gives the opportunity to
consider whether or not the project met its aims.

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