PM 11.2

SUBJECT: PROJECT MANAGEMENT AND ENTREPRENEURSHIP (HSMC-701)
UNIT 10: PROJECT PLANNING
Project Planning:
Definition: It refers to the phase in project management in which you determine the actual steps to complete a project.
This includes laying out timelines, establishing the budget, setting milestones, assessing risks, and solidifying tasks and
assigning them to team members.
Importance of Project Planning:
Here are key reasons why Project Planning is of Importance:
Minimising uncertainty
Project Planning allows teams to identify potential risks, uncertainties, and challenges early in the process. By
conducting a thorough risk assessment, Project Managers can develop mitigation strategies and contingency plans,
reducing the likelihood of unexpected setbacks during Project Execution.
Resource allocation
A well-structured Project Plan helps allocate resources efficiently. It ensures that human resources, budgets, and
materials are distributed optimally to support Project objectives. Effective resource allocation prevents overburdening
team members and minimises wastage, ultimately leading to cost savings.
Stakeholder alignment
Clear Project Planning documents, including scope statements, objectives, and timelines, align stakeholders'
expectations. This alignment fosters collaboration, reduces misunderstandings, and minimises conflicts among Project
participants. When everyone understands the Project's direction, it's easier to work together toward a common goal.
Time management
Project Planning establishes realistic timelines and deadlines for each Project phase and task. This helps teams
prioritise their activities, set milestones, and monitor progress. Effective Time Management ensures that Projects stay
on track, preventing delays that could impact delivery dates.
Budget control
A well-defined Project Plan includes a detailed budget breakdown. This budget provides a financial roadmap for the
Project, allowing for the allocation of funds to specific tasks and activities. By closely monitoring budget expenditures
throughout the Project's life cycle, organisations can control costs and prevent budget overruns.
Quality assurance
Project Planning encompasses quality assurance measures, ensuring that deliverables meet predefined standards and
quality criteria. By proactively addressing quality issues in the planning phase, teams can avoid costly rework and
enhance the overall Project outcome.
Client satisfaction
Effective Project Planning leads to successful Project outcomes. When Projects are delivered on time, within budget,
and in line with stakeholders' expectations, client satisfaction increases. Satisfied clients are more likely to become
repeat customers and provide positive referrals.
Continuous improvement
Post-project evaluations often reveal areas where improvements can be made. A structured Project Plan includes
mechanisms for monitoring and evaluating Project performance. These insights can inform future Projects, enabling
organisations to refine their processes and achieve even better results.
Steps of Project Planning:
➢ Define the project: Establish the project's scope, goals, and objectives.
➢ Identify stakeholders: Meet with stakeholders and obtain their input.
➢ Outline deliverables: Break the project down into a list of deliverables and milestones.
➢ Define tasks: Assign tasks to team members and set deadlines.
➢ Create a schedule: Create a project schedule that includes milestones and task dependencies.
➢ Identify risks and issues: Assess risks and constraints.
➢ Estimate resources: Determine and schedule resources, and estimate the time and resources needed for
completion.
➢ Establish a budget: Establish a budget for the project.
➢ Share and adjust: Share the project plan with stakeholders and gather feedback. Adjust the plan as needed.
Project Scope:
The project scope is the total amount of work that needs to be done to complete a project. To define it, project
managers must break down the project into the tasks and deliverables that’ll be executed to meet goals and
stakeholder requirements and deliver the project successfully.
Defining the project scope is an integral part of the project planning process because based on the scope, project
managers will assemble their teams, estimate what project resources are needed and determine what the project plan,
schedule and budget will be.
Work Breakdown Structure (WBS):
A work breakdown structure (WBS) is a visual, hierarchical and deliverable-oriented deconstruction of a project. It is a
helpful diagram for project managers because it allows them to break down their project scope and visualize all the
tasks required to complete their projects.
All the steps of project work are outlined in the work breakdown structure chart, which makes it an essential project
planning tool. The final project deliverable, as well as the tasks and work packages associated with it rest on top of the
WBS diagram, and the WBS levels below subdivide the project scope to indicate the tasks, deliverables and work
packages that are needed to complete the project from start to finish.
Example:
Organization Breakdown Structure (OBS):
An OBS structure represents the process employed for organizational arrangements and how these arrangements
would assist in reporting problems related to the construction project. It is an organizational structure based on the
responsibilities of different stakeholders in the project.
Generally, a construction project is a complex operation that involves various segments consisting of different activities.
The breakdown and segmentation of the entire construction project are known as Work Breakdown Structure(WBS).
The activities assigned in these segments are known as work packages.
Example:
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SUBJECT: PROJECT MANAGEMENT AND ENTREPRENEURSHIP (HSMC-701)

UNIT 10: PROJECT PLANNING

Importance of Project Planning:

Here are key reasons why Project Planning is of Importance:

Steps of Project Planning:

Work Breakdown Structure (WBS):

Organization Breakdown Structure (OBS):

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