The Project Management Life Cycle Part 2

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The Project Management Life Cycle Part 256 3Project planning 3.1 INTRODUCTIONNow that the project has been properly defined and the project team appointed, youare ready to plan the project in detail. The project planning phase involves creating asuite of planning documents which help guide the project team through the remainingphases of the project. The activities outlined in Figure 3.1 need to be completed. Create a Create a Create a Create a Create a project plan resource plan financial plan quality plan risk plan Create a Create a Create an Perform Contract the procurement communication acceptance phase review suppliers plan plan planFigure 3.1 Project planning activities When undertaking smaller projects, you may wish to combine these plans into asingle planning document for approval by your sponsor. For larger projects, you willneed to create each of these documents separately in the order shown, to ensure that theproject activities are properly sequenced. Project planning l 57 Regardless of the project size, the most important document created during the plan-ning phase is the project plan. This document is referred to frequently throughout theexecution phase of the project to ensure that the project is on track. A well-definedproject plan will ensure that the project manager has a clear view of the activities andmilestones required to meet the customer’s expectations. Project managers often fall into the trap of creating a comprehensive project plan, butfailing to create the other planning documents required to monitor and control theproject. As a result they suffer from inadequate resources, lack of funding, poor deliver-able quality, unforeseen risks, lack of customer acceptance, poor communications, inef-ficient procurement and under-performing suppliers. To ensure that your project iswell planned and does not experience these symptoms, you need to complete each ofthe activities listed in this section. 3.2 CREATE A PROJECT PLANThe project plan is the central document by which the project is formally managed. Aproject plan lists the activities, tasks and resources required to complete a project andrealize the business benefits outlined in the business case. A typical project planincludes:• a description of the major phases undertaken to complete the project;• a schedule of the activities, tasks, durations, dependencies, resources and time- frames;• a list of the assumptions and constraints identified during the planning process.To create a project plan, the following steps are undertaken:• Reiterate the project scope.• Identify the project milestones, phases, activities and tasks.• Quantify the effort required for each task.• Allocate project resource to each task.• Construct a project schedule.• List any planning dependencies, assumptions and constraints.Although a summarized project plan will already have been specified in the businesscase, a detailed project plan is not created until the scope has been defined within theterms of reference and the key members of the project team have been appointed. Thecompletion of the detailed project plan is the first step in the project planning phase,prior to the creation of a quality plan and the appointment of a preferred supplier. The project plan is constantly referenced throughout the project. During projectexecution, the project manager tracks task completion, effort spent and total cost using58 l The project management life cyclethe project plan. He or she also uses it to forecast completion dates for each activity andensure that the project is delivered to schedule. During project closure, the projectmanager will ensure that all planned activities have been completed as listed in theproject plan. An independent party will then review the project plan to determinewhether the project delivered within the estimates agreed with the customer. The following sections describe in plain text how to create a project plan for yourproject.Define the planning basisScopeThe first step towards creating a project plan is to reconfirm the project scope, asdefined in the terms of reference. The scope defines the boundaries within which allproject activities and tasks are to be completed.PhasesNext, list and describe the major phases within the project. A phase is a set of activitiesto be undertaken to deliver a substantial portion of an overall project. An example isshown as Table 3.1. ...