PROJECT PLANNING ppt

PROJECT
PLANNING
Project Life Cycle
 A project life cycle refers to the stages in a project’s

development
 Life cycles are important because they demonstrate the logic
that governs a project They also help in developing plans for
carrying out the project
The Four Project Phases
 1. Initiation/Conceptualization – the development of the initial

goal and technical specifications for a project. Scope of the work
is determined, necessary resources identified and stakeholders
signed on
 2. Planning – all detailed specifications, schematics, schedules
and other plans are developed. Individual pieces of the project
(work packages) are broken down into assignments and process
for completion clearly delineated
 3. Execution/Implementation – the actual “work” of the project is
performed, the system developed or the product created and
fabricated. The bulk of project team labour is performed
 4. Termination/Closeout – occurs when the completed project is

transferred to the customer, its resources reassigned and the
project formally closed out. As specific sub activities are
completed, the project shrinks in scope and costs decline rapidly
Project Planning
Its main purpose is arrange time, cost and resources adequately to estimate
the work needed and to effectively manage risk during project execution
Project planning generally consists of:
 Determining how to plan
 Developing the scope statement
 Selecting the planning team
 Identifying deliverables and creating the work breakdown structure
 Identifying the activities needed to complete those deliverables
 Estimating the resource requirements for the activities
 Estimating time and cost for activities
 Developing the schedule
 Developing the budget
 Risk planning
 Gaining formal approval to begin work
 Planning is described, in general, as selecting certain enterprise
objectives and establishing the policies, procedures and
programs necessary for achieving them Project planning involves
a series of steps that determine how to achieve a particular
community or organizational goal or set of related goals and this
goal can be identified in a community or a strategic plan Planning
is an iterative process that is performed throughout the life of the
project
 Project planning involves defining the scope, objectives, and
steps necessary to achieve the project goals within a specific
timeframe and budget. It ensures clarity, resource alignment,
and preparedness.
Key Components of Project
Planning:
 Scope Definition: Clearly define what is included and excluded
from the project.
 Objectives: Identify measurable and achievable goals.
 Resources: Allocate human, financial, and material resources.
 Risk Assessment: Identify potential risks and develop
mitigation strategies.
 Stakeholder Engagement: Ensure all stakeholders are
informed and aligned.
 Documentation: Prepare a detailed project plan with timelines,
deliverables, and roles.
Developing Project Teams
 Creating a capable and motivated project team is essential for project success.
 Steps in Team Development:
 Team Composition:
 Identify the skills and expertise required.
 Select team members based on their competencies and project needs.
 Role Assignment:
 Clearly define roles and responsibilities.
 Establish accountability and ownership.
 Training and Development:
 Offer skill development programs to align team capabilities with project requirements.
 Fostering Collaboration:
 Encourage open communication and teamwork.
 Use collaboration tools and techniques.
 Conflict Resolution:
 Address conflicts promptly with effective negotiation and mediation.
Setting Goals and Gaining
Commitment
Goals provide direction and a basis for measuring success.
Commitment ensures team alignment and motivation.
 SMART Goals:
 Specific: Clearly define what is to be achieved.
 Measurable: Include criteria for measuring progress.
 Achievable: Ensure goals are realistic given available resources.
 Relevant: Align goals with broader organizational objectives.
 Time-bound: Specify deadlines for goal achievement.
Securing Commitment:
 Involve team members in goal-setting to enhance ownership.

 Communicate the importance and benefits of the goals.
 Provide regular updates and celebrate milestones to maintain
enthusiasm.
 Stakeholder engagement: Involve key stakeholders in goal
setting to gain buy-in and alignment.
 Communication and transparency: Regularly communicate
project goals and progress to maintain team motivation and
commitment.
Project Scheduling
Scheduling defines the timeline and sequence of activities, ensuring timely project
completion.
 Key Techniques:
1. Work Breakdown Structure (WBS):
1. Break down the project into smaller, manageable tasks.
2. Gantt Charts:
1. Visualize project tasks against time.
3. Critical Path Method (CPM):
1. Identify the sequence of critical tasks that determine the project duration.
4. PERT (Program Evaluation and Review Technique):
1. Estimate the minimum time needed to complete the project.
5. Resource Allocation:
1. Assign resources efficiently to avoid bottlenecks.
 Task dependencies: Identify which tasks must be completed
before others can begin to maintain project flow.
 Timeline creation: Assign start and end dates to each task and
create a visual schedule using Gantt charts.
Project Selection and
Evaluation
 Project selection involves choosing projects that align with
organizational strategy and deliver value. Evaluation assesses
the project's progress and outcomes.
 Selection Criteria:
1. Strategic Alignment:
1. Does the project support organizational goals?
2. Feasibility:
1. Can the project be completed with available resources?
3. Cost-Benefit Analysis:
1. Do the benefits outweigh the costs?
 A work breakdown structure (WBS) is a visual tool that breaks
down a project into smaller, more manageable tasks. It's a
hierarchical structure that shows the relationship between tasks
and deliverables, and helps with planning, organizing, and
tracking progress
 A Gantt chart is a visual tool that helps project managers and
teams plan and track a project's progress:
 What it is
 A Gantt chart is a horizontal bar chart that shows the tasks in a
project, their start and end dates, and their dependencies.
 Project selection:
 Criteria development: Establish clear criteria for evaluating
potential projects based on factors like strategic alignment, ROI,
risk level, and resource availability.
 Cost-benefit analysis: Assess the potential benefits of each
project against the estimated costs to make informed decisions.
 Prioritization: Rank projects based on their importance and
alignment with organizational goals.
1. Risk Assessment:
1. What are the potential risks, and how can they be mitigated?
2. Stakeholder Support:
1. Is there sufficient buy-in from stakeholders?
 Evaluation Process:
1. Performance Metrics:
1. Track key performance indicators (KPIs) such as time, cost, and quality.
2. Periodic Reviews:
1. Conduct regular progress assessments.
3. Feedback Mechanisms:
1. Gather input from team members and stakeholders.
4. Post-Completion Review:
1. Analyze successes, challenges, and lessons learned.

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PROJECT

 A project life cycle refers to the stages in a project’s

 1. Initiation/Conceptualization – the development of the initial

 4. Termination/Closeout – occurs when the completed project is

 Involve team members in goal-setting to enhance ownership.

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