University of Sunderland CIFM02 Unit 4

COMM02COMM02

Project Planning Project Planning

Unit 4Unit 4

University of Sunderland CIFM02 Unit 4

Project PlanningProject Planning

• Introduction

– Why plan?

• To eliminate or reduce uncertainty• To improve efficiency of the operation• To obtain a better understanding of the objectives• To provide a basis for monitoring and controlling work

University of Sunderland CIFM02 Unit 4

The consequences of poor The consequences of poor planningplanning

(in the order they happen)(in the order they happen)• premature project initiation

• wild enthusiasm

• disillusionment

• chaos

• search for the guilty

• punishment of the innocent

• promotion of the non-participants

• definition of the requirement

University of Sunderland CIFM02 Unit 4

Planning componentsPlanning components

• Objectives– a goal, target or quota to be achieved

• Programme– strategy and major action to achieve objectives

• Schedule– a plan to show when milestones will be reached

• Budget– planned expenditure for the project

University of Sunderland CIFM02 Unit 4

Planning componentsPlanning components

• Forecast– a projection of what will/may happen when

• Organisation– the projects management and personnel

structure

• Policy– a general guide to decision making and

individual actions

University of Sunderland CIFM02 Unit 4

Planning componentsPlanning components

• Procedures– a detailed method for carrying out policy

• Standards– a level performance defined as adequate and/or

acceptable

University of Sunderland CIFM02 Unit 4

Planning FrameworksPlanning Frameworks

• There are many planning and project frameworks– Two examples are:

• Step Wise– A planning framework– Does not cover monitoring and control

• Prince 2– A project framework– Step Wise is compatible with the planning section of Prince 2

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step Wise has 10 defined steps ….

• Step 0 Select project– called step 0 because it is outside main project

planning process

• Step 1 Identify project scope and objectives

• Step 2 Identify project infrastructure

• Step 3 Analyse project characteristics

• Step 4 Identify project products and activities

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 5 Estimate effort for each activity

• Step 6 Identify activity risk

• Step 7 Allocate resources

• Step 8 Review / publicise plan

• Step 9 Execute plan

• Step 10 Lower levels of planning

• Within each step are various sub-sections

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 1 Identify project scope and objectives– Identify objectives and measures of

effectiveness in meeting them– Establish a project authority– Identify all stakeholders in the project and their

interests– Modify objectives in the light of stakeholder

analysis– Establish methods of communication with all

parties

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 2 Identify project infrastructure – Establish relationships between project and

strategic planning– Identify installation standards and procedures– Identify project team organisation

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 3 Analyse project characteristics– Distinguish the project as either objective or

product driven– Analyse other project characteristic's– Identify high level project risk– Take into account user requirements concerning

implementation– Select general life-cycle approach– Review overall resource estimates

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 4 Identify project products and activities– Identify and describe project products (or

deliverables)– Document generic product flows– Recognise product instances– Produce ideal activity network– Modify ideal to take into account need for stages

and checkpoints

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 5 Estimate effort for each activity– Carry out bottom-up estimates– Revise plans to create controllable activities

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 6 Identify activity risk– Identify and quantify activity-based risks– Plan risk reduction and contingency measures

where appropriate– Adjust plans and estimates to take account of

risk

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 7 Allocate resources– Identify and allocate all resources– Revise plans and estimates to account for

resource constraints

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 8 Review/publicise plan– Review quality aspects of project plan– Document plans and obtain agreement

University of Sunderland CIFM02 Unit 4

Step WiseStep Wise

• Step 9 Execute plan

• Step 10 Lower levels of planning

– There are no sub-sections for steps 9 & 10

University of Sunderland CIFM02 Unit 4

PRINCE 2PRINCE 2

• PRINCE is an acronym for:– Projects IN Controlled Environments

• PRINCE was conceived and developed by the Central Computer and Telecommunication Agency (CCTA)– A UK government department

University of Sunderland CIFM02 Unit 4

PRINCE 2PRINCE 2

• PRINCE 2 defines three key elements they are …– Processes– Components– Techniques

• Each element has several fundamental constituents

University of Sunderland CIFM02 Unit 4

PRINCE 2PRINCE 2

• Processes– Starting Up A Project (SU); – Initiating A Project (IP); – Directing A Project (DP); – Managing Stage Boundaries (SB); – Controlling A Stage (CS); – Managing Product Delivery (MP); – Closing A Project (CP); – Planning (PL) (also a Component and Technique)

University of Sunderland CIFM02 Unit 4

PRINCE 2PRINCE 2

• Components– Business Case– Organisation– Planning (also a Process and Technique)

– Controls– Management of Risk – Quality In A Project Environment– Configuration Management– Change Control

University of Sunderland CIFM02 Unit 4

PRINCE 2PRINCE 2

• Techniques– Product-Based Planning

(planning is also a Process and Technique)

– Change Controls– Quality Reviews

University of Sunderland CIFM02 Unit 4

PRINCE 2PRINCE 2

• Example of actions within a process– Controlling A Stage process actions …

• Authorise work packages• Assess progress• Capture project issues• Examine project issues• Review stage status• Report highlights• Take corrective action• Escalate project issues• Receive completed work packages

University of Sunderland CIFM02 Unit 4

PRINCE 2PRINCE 2

• Actions within the Planning processPL 1 Design a Plan

PL 2 Define and analyse

PL 3 Identify activities and their dependencies

PL 4 Estimate effort for each activity

PL 5 Schedule

PL 6 Analyse risk

PL 7 Complete plan

University of Sunderland CIFM02 Unit 4

PRINCE 2PRINCE 2

• PRINCE2 can be a very powerful tool is used wisely

• It is not a panacea to all project problems

• But, it provides a good structure on which to base the management of a project

• PRINCE2 can become very prescriptive if you let it ….. don’t fall into this trap!

• Overall PRINCE2 is a good framework to use

University of Sunderland CIFM02 Unit 4

ConclusionConclusion

• Planning is important

• Planning Frameworks

• Project Frameworks