PLANNING THE PROJECT

y Is

a discipline for stating how to complete a project within a certain timeframe, usually with defined stages, and with designated resources.

Gerard M Blair
y The

success of a project will depend critically upon the effort, care and skill you apply in its initial planning. This article looks at the creative aspects of this planning.

THE CONTENTS OF A PROJECT PLAN

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Before considering how to plan , we should decide why we are planning and what information the plan should contain.PM as a map of the route from project start to finish, the plan should contain sufficient information.

NINE (9) ELEMENTS REQUIRED IN THE PROJECT PLAN

OVERVIEW
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This section contains a brief description of the project and its deliverable , together with a list of the major milestone or significant events in the project schedules.

OBJECTIVES
This is a more detailed description of the project s deliverables and outcomes. One approach to describing a projects objectives takes the form of a project mission statement

GENERAL APPROACH
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In this section, the technical and managerial approaches to the work are describe

CONTRACTUAL ASPECTS
This section contains a complete description of all agreements made with the client or any third party.

SCHEDULES
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include in this section is an outline of all schedules and milestone. Each task in the project is listed in the action plan or WBS.

RESOURCE REQUIREMENTS
Estimates of project expenses , both capital and operating are included here. The costs associated with each task are shown, and overhead and fixed charges are listed.

PERSONNEL
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This section covers the details of the project work force. It notes special skill requirements , necessary training and special agreements such as security clearance or non disclosure agreements.

RISK MANAGEMENT
Learn from experience is a widely ignore adage

EVALUATION METHODS
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Description s of all projects evaluation procedures and standards are found in this section. Also included are procedures to ensure compliance with all corporate requirements for monitoring, collecting, and storing data on project performance , together with a description of the required project history.

9 ELEMENTS REQUIRED
1. y 2. y 3. y 4. y 5. y 6. y 7. y 8. y 9.
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OVERVIEW OBJECTIVE GENERAL APPROACH CONTRACTUAL ASPECT SCHEDULES RESOURCE REQUIREMENTS PERSONNEL RISK MANAGEMENT EVALUATION METHOD

THE PLANNING PROCESS OVERVIEW

A Great deal has been written about planning. Some literature focuses on the strategic aspect of planning. y As far as we can determine , the way that planning techniques vary in this different caases has more to do with nomenclature than substance .
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8 DISTINCT STEPS IN PLANNING

8 DISTINCT STEPS IN PLANNING

Develop and evaluate the concept of the project.- develop what is you wish to develop. y Carefully identify and spell out the actual capabilities that the projects deliverable must have to be successful y Create such as system(product or service) y Test the prototype to see if it does, in fact have the desired capabilities. y Integrate the deliverable into the system for which it was designed.
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8 DISTINCT STEPS IN PLANNING

Validate the deliverable which answer the question , now that we have installed the deliverable does it still work properly? y If the deliverable has been validated , let the client test it.- can the client operate the system? If not instruct the client. y If the client can operate (and accepts) the deliverable- make sure that the client understand all standard operating and maintenance requirements?
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THE PLANNING PROCESS NUTS AND BOLTS

y This

section deals with the problem of determining and listing the various task that must be accomplished in order to complete a project.

THE LAUNCH MEETING AND SUBSEQUENT MEETINGS Once the senior management decided to fund a major project , or a higly important small project , a project launch project should be called. y When a project manager is appointed to head a project , the project managers first jo is to review the project objectives (project scope) with the senior manager who has fundamental responsibility for the project . y.
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THE PLANNING PROCESS NUTS AND BOLTS

y This

section deals with the problem of determining and listing the various task that must be accomplished in order to complete a project.

THE PURPOSE OF THIS INTERVIEW IS TREEFOLD:

To make sure that the project manager understands the expectations that the organization has for the project. y To identify who among the senior managers has a major interest in the project. y To determine if anything about the project is a typical for projects of the same general kind y ( e.g., a product or service development project undertaken in order to extend the firms market into a new area.)
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THE RESULTS OF THE LAUNCH MEETING SHOULD BE THAT:

projects scope is understood and temporarily fixed y The various functional managers understand their responsibilities and have committed to develop an initial plan in the meetings that. y ..
y The

ACTION PLAN Goal of Program: Reduce employee turn over from 60 percent to 40 percent Program manager: Human Resources Director objective Action item Improve employee morale Collect data from: Exit Interview Employee Survey Cultural Audit Interviewing retained employees seminar for all staff on personality types and working styles Employee fitness center implemented New employee luncheons with department heads new hire 30 day reunions Complete pro-forma for opening day care center overhaul of employee orientation program Competitive salary analysis conducted and adjustment made Broaden staff Competencies Competencies for all positions completed and system established to maintain on going competencies Attain stronger employee Six-week series on management and leadership for managers commitment to organizational Leadership training for supervisor standards for productivity, outcomes, performance based pay system develop and customer satisfaction. Job description format redesigned around organizational effectiveness standards Improve recruitment Method Increase recruitment efforts, sdditional advertising, three job fairs Hire recruiters Implement defined contribution pension plan for new hires Internet job hptline Radio spots

Questions, Clarification,