Project Planning (Detail Level)
Chapter VI
Purpose of Project Planning (Detail Level)
…Defines the exact parameters of a project and ensure that all the pre-requisites for Project Execution and Control are in place.
The project definition and scope are validated The Triple Constraints – Project Scope, Budget, and Schedule
– are refined and confirmed
Risk assessment activities advance to the mitigation stage The components of the Project Initiation Plan are further
developed
Additional Project Team members are brought on board Project sponsorship and commitment are re-confirmed
Project Planning (Detail Level) processes
1. Conduct the Detail Planning Kick-off
2. Develop the Detail (Baseline) Project Plan
3. Perform Risk Assessment
4. Refine Management Plans
5. Confirm Approval to Proceed
1. Conduct the Detail Planning Kick-off
Orient New Project Team Members
Orient New Project Team Members
Team Members Oriented
Team Members Oriented
Review Outputs of Project Planning (High
Level) – PIP
Review Outputs of Project Planning (High
Level) – PIP
Project Outputs Reviewed
Project Outputs Reviewed
Kick Off Project Planning (Detail Level)
Kick Off Project Planning (Detail Level)
Project Outputs Reviewed
Kick-off Meeting Agenda
Kick-off Meeting Notes
Project Outputs Reviewed
Kick-off Meeting Agenda
Kick-off Meeting Notes
Task Task deliverables
Orient New Project Team Members Goal: enhance the ability of new team members to contribute quickly and
positively to the projects desired outcome.
Useful information for new tram members: All relevant project information from Project Initiation and
Project Planning (High Level)
Organization charts for the Project Team and performing Organization
Information on project roles and responsibilities
General information about the Customer
Logistics
Project procedures
Review PIP
Review the Project Charter and Project Initiation Plan
– The review of materials may spark innovative ideas from new team members since they bring different and varied experiences to the project.
Kick Off Project Planning (Detail Level)
Introduction of new team members Roles and responsibilities of each team
member Restating project background and objective(s) Most recent Project Schedule and timeline Identified risks Communication strategy Current project status, including open issues
and action items
2. Develop the Detail (Baseline) Project Plan
Confirm Customer Requirements
Confirm Customer Requirements
Decompose the Work Breakdown Structure
(WBS)
Decompose the Work Breakdown Structure
(WBS)Determine Activity
Sequencing Determine Activity
Sequencing Plan for Resources Plan for Resources
Determine Activity Duration
Determine Activity Duration
Task deliverables
Create Budget from Estimated Costs
Create Budget from Estimated Costs
Create Baseline Project Plan and Schedule
Create Baseline Project Plan and Schedule
Develop Quality Plan Develop Quality Plan
Task
Updated Project Plan Updated Project Plan
WBSWBS
Precedence Diagram Precedence Diagram
Resources Identified Resources Identified
Effort and Duration Estimates
Project Schedule
Effort and Duration Estimates
Project Schedule Project Budget Project Budget
Quality Plan Quality Plan
Baseline Project Plan Baseline Project Plan
Confirm Customer Requirements Refinements to the Project Scope are essential to project
success
The final scope document has to reflect a mutual agreement between all parties (Customer, Stakeholders, Project Team, etc)
Project Team must refine the scope statement to clearly define each deliverable including exact definition of what will be produced and what will not be produced
Communication between Project Manager and Customer is crucial
Decompose WBS
The work is subdivided into smaller, more manageable components
Constituent components of each deliverable should be described in terms of tangible, verifiable results to facilitate performance measurement
Decompose WBS - Example
How to Decompose WBS?
Respond to:– Am I able to clearly define the component?– Am I able to clearly state what will be done to complete
the work and what will NOT be done?– Am I able to estimate the time needed to complete the
component?– Am I able to assign an individual or organizational unit
who will be responsible for completing the work?– Am I able to assign a explicit cost of completing the
work?
If the answer to any of these questions is No, that particular component needs to be further broken down
Determine Activity Sequencing
The deliverables in WBS may be further subdivided into the activities
The activities to produce each component can be sequenced, meaning the identification and documentation of logical relationships between project activities:
– Finish-to-start – Finish-to-finish – Start-to-start – Start-to-finish
Plan for Resources
Involves determining what physical resources (people, equipment, materials) and what quantities of each should be used and when they would be needed to perform project activities
Determine Activity Duration
Use the revised Project Scope, the refined Work Breakdown Structure, and resources availability to develop activities duration that will then be input into the schedule
Obtain individual input on effort estimates (in the case of small projects) or from Team leaders (in the case of big projects)
Take into account people skills, absenteeism, meetings, discussions, and staff interaction
Be aware of Calendars, Constraints and Elapsed Time
Determine Activity Duration Management Techniques for Activity Duration Estimating:
Expert Judgment
Analogous estimating
Quantitatively based durations
Reserve time (contingency)
Important: Project Manager should determine the project critical path. If any task on the critical path is delayed, the entire project will be delayed.
Gannt Chart Example
Create Budget from Estimated Costs Recalculate the budget required to complete project activities and tasks!
Consider all costs including the cost of human resources, equipment, travel, materials and supplies
Use available documents:– Project Schedule – Staff Acquisition – Resource Requirements and Costs – Materials Acquisition – Preliminary Budget Estimate
Develop Quality Plan Check if changes have occurred to the Project Scope, Customer requirements, external standards or regulations, or any other aspect of the project that will affect the quality policy established for each deliverable during Project Planning (High Level).
– If the standards are no longer valid, the quality policy must be changed appropriately
Quality plan must comprise:– Quality policy created in Project Planning (High Level) and revised
in Project Planning (Detail)– All quality activities establish by PM and Customer to be
implemented during project life cycle to ensure the defined quality standards will be met (quality assurance) like Collecting project documentation, Conducting audits, Verifying business requirements, etc
Create Project Plan Baseline Includes:Project Plan - an updated version of the Project Initiation Plan
Baseline Project Schedule - a revised, definitive representation of activities, durations, dependencies, resources and milestones, to the level understood at this point in the project lifecycle
Quality Plan - the quality policy defined during Project Planning (High Level) and refined during Project Planning (Detail)
Budget - a revised, more accurate estimate of the dollars required to complete the project
3. Perform Risk Assessment
Identify New RisksIdentify New Risks
Quantify Risks Quantify Risks
Task Task deliverables
Update Risk Plan Update Risk Plan Risk Management
Worksheet Risk Management
Worksheet
Identify New Risks, Update Existing Risks
Review the list of risks initially identified in the Project Imitation Plan to determine if all risks remain applicable
Introduce additional risk variables (if the case), occurred during Project Planning, specific to Scope, Schedule and Cost
Project Manager verifies the updated list of risks with the Project Team and Project Sponsor and/or Project Director
Consider both internal and external risks
Quantify Risk
Evaluate each risk in terms of the likelihood of its occurrence and the magnitude of its impact
Quantify risks (using high, medium, low criteria) displayed in the Risk Management Worksheet
Always take into account stakeholder risk tolerance
Determine the level of risk tolerance for the project
4. Refine Management Plans
Refine Management Plans defined in the PIP
Refine Management Plans defined in the PIP
Change Control Process
Change Log Issue Management
and Escalation Process
Open/Closed Issues Log
Change Control Process
Change Log Issue Management
and Escalation Process
Open/Closed Issues Log Refine the
Communication Plan Refine the
Communication Plan Communication Plan Communication Plan
Task Task deliverables
Define the Organizational Change Management
Plan
Define the Organizational Change Management
Plan
Organizational Change Management
Plan
Organizational Change Management
Plan
Refine Management Plans defined in the PIP
Step A. Refine Change Control ProcessIdentify the person(s) authorized to request a changeIdentify the person responsible for analyzing the request
The timeframe allowed for a change request to be approved or rejected The process to follow if no timely decision is made
The percentage of the overall Project Budget that has been reserved for project changes
Refine the Communication Plan …Manage communication by deciding:
How project information will be collected and stored
The distribution structure, specifically detailing what, how, and when information will flow
The method by which information will be accessed if it is needed
Remember, there can never be TOO MUCH communication!
Define Organizational Change Management Plan
PeoplePeople
ProcessProcess Culture Culture
How the individuals using the product will be affected by its release?
How the individuals using the product will be affected by its release?
How the product of the project will affect already existing business processes?
How the product of the project will affect already existing business processes?
How severe the projects culture shock will be?
How severe the projects culture shock will be?
Change Management Plan
Project Plan 1. Executive Summary2. Goals and Objectives3. Success Criteria4. Project Scope5. Baseline Project Schedule
• WBS (Decomposed to the level the project will be managed)
• Effort and Duration Estimates• Project Schedule (Detail)• Project Budget• Project Resourcing
6. Stakeholder Roles and Responsibilities7. Communications Plan8. Change Control Process and Change Log9. Organizational Change Management Plan10. Issue Escalation and Management Process and Issues Log11. Quality Plan12. Risk Management Worksheet
5. Confirm Approval to Proceed
Prepare Formal Acceptance Package
Prepare Formal Acceptance Package
Project Plan (Detail Level)
Project Plan (Detail Level)
Submit Project Plan (Detail Level) for
Approval
Submit Project Plan (Detail Level) for
Approval
Submitted Project Plan (Detail Level) Submitted Project Plan (Detail Level)
Task Task deliverables
Gain Approval Gain Approval Signed Approval Form
Signed Approval Form
Confirm Approval
Prepare Formal Acceptance Package
Prepare Formal Acceptance Package
Submit Project Plan (Detail Level) for Approval
Submit Project Plan (Detail Level) for Approval
Gain Approval Gain Approval
•Project Manager and Project Sponsor should review the Business Need•A copy for each document developed until this stage needs to be archived as the Baseline Project Plan
•Project Manager should schedule a meeting with Project Sponsor to discuss the Detail Project Plan and gain agreement to secure the next phase of the project •The Project Plan (Detail Level) should be sent to all attendees in advance of the meeting •Project Manager should review and then organize the deliverables into a cohesive deliverable package and prepare a formal approval form.
•Project Manager must present the acceptance package to the Project Sponsor and obtain his signature, indicating approval o proceed to Project Execution and Control. •If the Project Sponsor does not approve the package, he should indicate the reason for rejection.
Measurement of Success
Process Measurements of Success Yes / No
Conduct Project Planning (Detail Level) Kickoff
Do your team members have complementary skill sets, with no apparent gaps as per project approach? If not, have you obtained authorization to provide them with necessary and timely training?
Develop Detail Project Schedule
Have the supervisors of all resources assigned to tasks on your project agreed to release those resources on the dates your project is expecting them?
Perform Risk AssessmentDoes your Project Sponsor and/or Project Director agree with your risk prioritization?
Do the other decision-makers agree with your risk mitigation actions?
Refine Management Plans
Do your Customers and Stakeholders agree with your definition of what constitutes a change?
Have you verified that the folks responsible for signing off on change control items and deliverable approval forms actually have authority and are willing to approve the items of expected magnitude and type?
Do your Customers understand the pre-determined acceptance criteria for all deliverables?
Have the persons you identified as “arbiters” for issue escalation agreed to serve in that capacity?
Have the expenditures associated with your team Training Plan been approved?
Is your Project Sponsor and/or Project Director sure that your organization will be ready to implement the product or service that your project will develop?
Confirm Approval to ProceedDo you have an approval form signed by your Project Sponsor and/or Project Director authorizing you to proceed to Project Execution and Control, or to halt the project?