All of the project requirements, including scope, quality, cost, schedule etc. The second one of these groups is project planning process. the 5 Stages of the Project Planning Process. The kick-off meeting is organized by the project manager, who invites the critical stakeholders to the meeting. The project planning process group activities help to create the planning documents of the project. The planning function of management is one of the most crucial ones. Project planning software has become an invaluable tool for project managers in recent years, as it provides them the ability to maintain and automate the components we outlined above. The logical dependencies between tasks are defined using an activity network diagram that enables identification of the critical path. Kanban vs. Scrum: Choosing the Right Approach for Your Team, How to Delegate Tasks Effectively (and Why It’s Important), 7 Research-Backed Benefits of Mind Mapping, 6 Simple Tips for Effective Team Management, How 7 SaaS Founders Discovered Product Market Fit, How to Keep Your Top Talent from Churning. The project plan and other documents developed from the planning process group cover all aspects of the project scope, schedule, costs, quality, communications, risk, and procurements. These kinds of interdependencies between the activities are defined in the Network diagram. It is an essential aspect of the lifecycle of a product and is directly linked to the success of any project. It actually depicts the hierarchy of project deliverables in a project. Because there is always room for better doing an activity. This kind of a matrix will clearly show what is expected from who. Otherwise, any party who does not believe in the created project plan or does not support the project plan brings a very high risk to the success of the project. 2 - Project Planning. The planning process is divided into two phases: initial planning and finalized planning (Exhibit 1). To obtain more knowledge about the process groups of a project you can check out our PMP Training. So let’s begin to explore Planning Process Group Activities. After the project planning process group activities are completed, the next the project management process group will be the Executing Process Group Activities. Now that these objectives have been recognized, they must be clearly articulated, detailing an in-depth scrutiny of each recognized objective. This step is crucial. Initiating process group is active at the very beginning of the project, also its level is lower compared to other process groups.. Once the level of the initiating process group starts to decline, the level of planning process group activities starts to increase. The basic project planning steps that every project manager needs to know can be broken down as parts of the first two phases of project management: Initiation and Planning.While those phases give a broad outline of what should be happening at different stages of a project’s lifecycle, they don’t provide much of a clear picture of how to go about your project planning. This process goes before a plan as it is here where everything is discussed. As part of the contract, we setup acceptance procedures for preliminary and final acceptance of the project results. The project planning process group activities help to create the planning documents of the project. Good communication is key, and it is the job of the project manager to maintain a productive dialog with everybody involved in and affected by the project, not only the core project members. If expectations are too high and the project team is unable to meet them, this can lead to frustration on both sides. A well-planned project has a higher chance of success. Kanban boards, which were originally created in the automotive industry but have since become popular in software project management and many other industries, can be useful in this case. But having a step-by-step guide and system in place for each project will allow you to breeze through your projects, accomplish goals quicker, and see much more progress over time. Mockup, 3. Resource planning done right. The project planning process group activities define how you will approach project planning as well. Tip: Using a cloud-based software solution is an easy way to collect and save all project documents in one location throughout the life of the project. Enroll in our Free Courses and access to valuable materials for FREE! The project planning process can be as complex as you need it to be or as simple as you want it to be. Many of the common problems in project scheduling can be anticipated and mitigated, if not avoided altogether. A project is successful when it has met the needs of the stakeholders. Project planning plays an essential role in helping guide stakeholders, sponsors, teams, and the project manager through other project phases. Once such opportunities get recognized the managers can recognize the actions that need to be taken to realize them. These kinds of relationships are depicted in the network diagram. It is concerned with deciding in advance what, when, how, and who will take the necessary actions to accomplish established objectives. The following section provides a brief description of each process in the Planning Process Group. - No Credit Card Required. Planning forms the foundation for future actions, using the past as a guide. Therefore, progressive planning and iterations are done to reach the most appropriate project planning in the end. Project planning as a process is output oriented. Project planning is an essential ingredient for project success. So the testing activity must start once the software development activity finishes. This is the next step. For instance, how many software engineers will be working for the IT project? It also includes national holidays, annual leaves, public holidays etc. The executive directors will be informed through a 30 minutes meeting at the end of each month. While the first process group (Initiating Process Group) allows a project manager to get a clear view of the entire project landscape, the Planning Process Group provides guidelines for assembling all the layers of details needed to fill in the landscape of the project through one successful phase of completion after another. Definition and agreement of stakeholder roles and responsibilities; 3. Project Planning Process Steps. In the same breath as to how strategic planning enhances communication among all project staff, strategic planning also project resources to be managed more effectively. The project planning process can be as complex as you need it to be or as simple as you want it to be. The basic project planning steps that every project manager needs to know can be broken down as parts of the first two phases of project management: Initiation and Planning. Human resources especially are difficult to manage, as their needs and availabilities often can’t be predicted with a 100% accuracy. Each goal can thus have a number of objectives. For instance, completion of a login page, credit card payment page, and transaction page can constitute a payment module work package of a website project. Project inception and preliminary planning require: 1. Once you have a clear overview of your (key) stakeholders’ needs, you can turn them into a set of measurable goals, following the SMART principle: Project goals are the desired outcomes of a project, which can be formulated into broad statements such as “Increase the number of website visitors by 30% by the end of the year” or “Collect 500 sales qualified leads within the next three months”. Project deliverables are the tangible products that are produced or provided as a result of the project. Project planning is the process of defining your objectives and scope, your goals and milestones (deliverables), and assigning tasks and budgetary resources for each step. The second one of these groups is project planning process. Documentation includes all actions required to define, prepare, integrate and coordinate additional plans. So let’s begin to explore Planning Process Group Activities. It is an essential aspect of the lifecycle of a product and is directly linked to the success of any project. It’s important to ensure that leadership has realistic expectations about the project’s scope and the time and resources necessary to complete goals. Master planning to accommodate all participants' activities and needs in achieving the project goals; 4. Each step can be detailed or summary. must be purchased. In this context planning is a pervasive management function which is accomplished by all levels in the project hierarchy(l), the difference being scope, detail, and the magnitude of the effort. The project planning process starts before work on the actual project begins and continues throughout the life cycle of the project. We have to mention that both approaches have their virtues. When you're building a bridge or a building, you want to have a very detailed and well-thought-of plan. Having all the resources assigned, we can now allocate hourly rates of human resources and tools, as well as material cost, and integrate all these data with the project schedule on work package level. Design, and 4. (or project management plan), which includes the project schedule as well as various supporting plans. Once your project’s been given the go-ahead, it’s time to stamp out the scope, schedule, and cost of a project. It involves setting the goals of the company and then managing the resources to achieve such goals. The network diagram of a project shows the interdependencies of project actives. Some of them take hours of work. Especially recurring processes needs to be improved throughout the project. The budget plan of a project shows how much money will be spent for what in a project. Project planning is an essential ingredient for project success. Carefully planned project takes into account necessary aspects of a project (e.g. There are several activities of a project. On the other hand, some projects may be so large and complex that you aren’t able to give all stakeholders an equal amount of attention. Its main goal is to adequately plan the time, cost and resources needed for the project and thus to minimize risk. Your project plan needs to include all the information necessary to manage, monitor, and complete the project successfully. Step One: Decide what your project is Of course, you need to begin your project planning process by stating what exactly it is. What will be the conditions to make a payment to one of your suppliers, etc? Project members may get sick, go on vacation, or simply work slower than anticipated. To do this, follow these processes: 1. You may do projects in one company and even for one client. The project planning is commonly perceived as creating 'Gantt Chart' alone, which is incorrect. Project Planning. Beyond that, planning software also allows managers to monitor and track their plan as it moves through the execution phase of the project. You can take notes during these interviews and save them directly in a, Once you have a clear overview of your (key) stakeholders’ needs, you can turn them into a set of measurable goals, following the, Project goals are the desired outcomes of a project, which can be formulated into broad statements such as, “Increase the number of website visitors by 30% by the end of the year”, “Collect 500 sales qualified leads within the next three months”. It is applicable and useful for a variety of business processes, regardless of their scale or scope. Note that, project management processes are documented and controlled by the help of project management templates. These are all planned and determined during the planning process. As you can imagine it is a systematic process involving eight well thought out steps. Planning in management is a vital step. They include: The task of stakeholder management starts with the identification of all stakeholders but doesn’t end until the project itself is completed. The entire project planning process can be done in ten easy steps. Project planning is one of the main project management processes. In the project management, there are five process groups. You may need one or multiple deliverables to fulfill an objective, or you may be able to fulfill multiple objectives with just one deliverable. and provide a plan which project team can refer during execution. How many resources will be needed? Prioritizing the needs and objectives of key stakeholders will help increase the chances of your project’s success. Further, they note “many owners face such uncertainty that they skip the entire planning process and move to project execution, or decide to delegate the pre-project planning process entirely to contractors, often with disastrous results.” (p. 41) In reviewing these … Clear roles and responsibilities matrix is essential for the project success. If the project management team gets this step wrong, there could be heavy negative consequences during the next phases of the project. If these requirements change, you will have to do a re-planning. On the other hand, some projects may be so large and complex that you aren’t able to give all stakeholders an equal amount of attention.
- Making the project happen. While simple in theory, this is probably one of the most difficult areas within the whole project planning process. Note that in this example, each deliverable can be, Once you know exactly what needs to be done, who will do it, and how long everything takes, you can, If you can’t rely on experiences gathered from previous projects, accurately estimating how long tasks will take is the first difficulty. Also, what is included in the major deliverables and outputs of the project. (source: microsoft.com) The above flow chart is what strategic planning looks like on paper. Some of them – days or even weeks. Although sometimes frowned upon, “padding” can be a simple trick to come to a more accurate schedule. If you can’t rely on experiences gathered from previous projects, accurately estimating how long tasks will take is the first difficulty. Some of them take hours of work. , such as the project plan, minutes, or reports. It includes the expected payment dates and amount of money that will be paid to the sellers, vendors or partners etc. … Project scope statement defines what will be done during the project. Say for example the government plans on promoting cottage i… And even if you work out the perfect schedule on a task level, this plan is of little worth unless you’ve also created a, It’s important to ensure that leadership has. Duration and scheduling of tasks. Work breakdown structure is abbreviated as WBS. During project planning process, a project manager must determine and plan the tools, equipments or any other resources which need to be purchased or leased. These activities must be as small as possible to assign a project team member. This process carry out estimation of the type (skill set/ experience, etc.) Project cost management includes the processes involved in planning, controlling, and managing costs so that a project can be completed within the approved budget. Finally, they will need to collect all project documents and deliverables and store them in a single place. The final project plan must be completed by the end of the project planning process. Package includes: - PMP Question Bank- PMP Flash Cards- PMP Prep Book Sample PDF- Free PMP Overview Training- PMP Cheat Sheets & more. Attend our 100% Online & Self-Paced One-Hour Free PMP Training. Bottlenecks can derail a project schedule if they aren’t spotted quickly. Individual tasks can produce deliverables, but oftentimes multiple (dependent) tasks have to be completed in order to create a deliverable. Which activity must be finished before starting to another activity? https://www.youtube.com/watch?v=AHJ6KpqdOmU, https://www.youtube.com/watch?v=xEQKpzrlDqs. The project planning phase is often the most challenging phase for a project manager, as you need to make an educated guess about the staff, resources, and equipment needed to complete your project. 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