GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE

PROJECT PLANNING
Project planning is a decipline addressing how to complete a project in a certain
timeframe, usually with defined stages and designated resources. one view of
project planning divides the activity into the steps:
• Setting measurable objectives
• Identifying deliverables
• Scheduling
• Planning tasks

Why is Project Planning Important?

Project planning is important at every phase of a project. It lays out the basics of a
project, including the following:
• Scope
• Objectives
• Goals
• Schedule
Planning enables project managers to turn on intangible idea into reality. key
purposes of planning include the ff:
• Facilitate communication and provide a central source of information
for project personnel;
• Help the project sponsor and other key stakeholder known what is
required;
• Identify who will perform certain tasks, and when and how those
tasks will happen;
• Facilitate project management and control as the project progresses;
• Enable effective monitoring and control of a project;
GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE
• Manage project risk and generate feedback useful for the next
project planning phase
What are the components of a project plan?
The three major parts of a project plan are the scope, budget, and timeline.They
include the following aspects:
• Scope: The scope determines what a project team will and will not do.
it takes the team's vision, what stakeholders want and the customer's
requirements and then determines what's possible. as part of defining
the project scope, the project manager must set performance goals.
• Budget: Project managers look at what man power and other
resources will be required to meet the project goals to estimate the
project's cost.
• Timeline: This reveals the length of time expected to complete each
phase of the project and includes a schedule of milestones that will be
met.

Developing a project management plan

How to create a project management plan?
Step 1: Identify the goal of the project
To build anything of substance, the first step you'll want to tackle is creating the
right foundation.
Ask yourself these questions to lay the groundwork:
• Why are you creating this project?
• What's the goal of it?
• How will this affect your stakeholders?
• What about your team?

• Research and homework

• Meet with your team for feedback
GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE
• Figure out who is a stakeholder
• Identify priorities
• Set clear goal
You'll need to answer:
• What are you hoping to achieve here?
• How will you measure that?
• What's considered a success?

Step 2: Map out the scope

If you were to compare your project management plan to building a house, your
first step is the concrete foundation.
This next step is the blueprint for how things will get done and what your project
will look like once it's in motion.
What is your budget?
• Outline your budget in terms of financial investment, time, and
resources needed. Only then will you be able to create a realistic
project scope, which is also your next step
What are your deliverables?
• Everyone on your team shoukld know what needs to be delivered
and when. By spelling this out in your project scope, you'll do just
that.
• So when you account for all deliverables you're responsible for, your
next task is to plot out yoir deliverable schedule.
GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE
What is your Project scope?
• As with setting goals, it’s important to stretch your project to the right
limits. You don’t want to go so far that your team can’t reach its targets, yet
you also don’t want to create a project that doesn’t accomplish much.
What is your deliverable schedule?
• It's crucial that you don't over promise during this step. Do that and
your team will be left scrambling throughout the project and your
deliverables will suffer in quality.
• A better approach is to use the research you conducted in step 1 to
hone in on a realistic delivery schedule.
• It's also smart to add a buffer to any areas you're not sure of, just to
be safe. This gives your project and your team the breathing room
needed to get the job done correctly.
Step 3: Develop an outline or plan
Your next step is to create an outline and plan of action based on everything
you've learned so far.
In this outline, include the project's:
• “why”
• Goals
• Stakeholders
• Budget
• Scope
• Deliverables
• Deliverable schedule
Step 4: Share this initial idea with your team
This step is one that many project managers overlook for time's sake- and it's
crucial and costly mistake.
GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE
So in this stage, hold a kick0ff meeting to:
• Explain the ins and outs of the project
• Let your team know what's expected of them and when
• Work out any kinks that may come up
Step 5: Finalize your plan
This official pan will be the one you'll send to stakeholders so it's important to
take your time here.
You should also add a section about any issues that may come up, including how
you plan to handle them.
It's also ideal to assign roles during this phase of the project plan so stakeholders
know how to get in touch with your points of contact during each step.
The best way to display this type of information, both internally and externally for
stakeholders, is through a Gantt chart.
Step 6: Use a Gantt chart to keep things organized
GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE

This helpful tracker ensures that both your team and stakeholders know what to
expect and when.
As the project unfolds, keep this updated throughout the day so anyone can see
where your project presently stands.
Step 7: Distribute your project management plan
When your plan is ready to send out to stakeholders and everyone else on your
team, you'll be able to answer questions and start putting your plan into motion.
To stay on track, plot out the big milestones first and then how you plan to achieve
each one using smaller targets, such as daily, weekly, or monthly goals.

Step 8: Hold a project post mortem

With a project post mortem, your goal is to find out how your project went from
start to finish, including any bumps in the road you experienced.
• Did you run on schedule?
• If there were any milestones missed, what caused the delay? Can that
be prevented for the next one?
• Are there any other issues you ran into?
You should also compare how your results fared with your initial plan.

Creating a Work Breakdown Structure

A work breakdown structure is hierarchical outline of the tasks required to
complete a project. It helps organize, visualize, and manage projects more
efficiently.
GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE
Types of Work Breakdown structures
The two main types of WBS are:
• Deliverable-based
• Phase-based
Deliverable-based Work Breakdown Structures show the relationship between
project deliverables (blog posts,animations, and software) and the project scope
(the work needed).
Phase-based Work Breakdown Structures organize the project work and required
deliverables by the typical phases your project goes through.

How to create a Work Breakdown Structure

• Collect project requirements- Gathering project requirements can be

tricky. It's more than asking a couple of questions.
• Establish the significant project phases or deliverables- The next step
is to decide if you want to take a deliverable or phase based
approach. This is entirely your call and will depend on how you work.
• Break each project phase or deliverable into smaller tasks- This step
involves identifying the critical factors in completing a
phase/deliverable and breaking them down into manageable
components.
• Assign a time estimate to each task- Your team can use their
knowledge and experience here. You can also use a WBS from similar
past projects to speed this up.
• Double- check that your tasks are unique- Double-Check your tasks
are unique to ensure you're as efficient as possible.
GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE
• Share the final WBS with your team and gather feedback- Ask your
team for a final review of the WBS and fill in gaps where needed. You
want you and your team to take the time to build a review the WBS.

DEVELOPING A PROJECT SCHEDULE AND BUDGET

Project Schedule
-it identifies and organizes project tasks into a sequence of events that
create the project management plan.
Project Budget
-a project budget is the estimated financial plan for a specific project, for
which funding is required.

Core process to manage budget and schedule

1.Create a project plan and maintain it- a project management plan as a formal
approved document that lays out the overarching strategy for how a project will
be executed, monitored and controlled.
2.Define the project scope at the outset - this is your hero statement or executive
summary that will keep the project focused.
It is a written document that clearly lays out:
• Core aims and benefits of the project
• Primary objectives
• Significant milestones
• Revision time and other allowances
• Closure

3. Define the budget at the outset- before any project begins, the project manager
might face the largest challenge of anyone on the team, determining the project's
budget
GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE
4. Determine the critical path- focusing on the critical path can help you deliver a
project on time, or even ahead of schedule.
So what is it and how do we determine it?
• List all necessary tasks and estimate time.
• Prioritise the tasks
• Make a Gantt Chart
• Determine the critical path
5. Create a risk management plan- think about and document all foreseable risks
and potential problem
6. Create a project schedule- the project management schedule is a document
that outlines tasks that need to be completed, the order that they should be
done, what resources are required, how they will be distributed, and long the
varying tasks will take.
7. Initiate the project with a kick off meeting- engage everyone who will actually
be working on your project, you may even want to approach stakeholders and
clients.
8. Set realistic timings- for any project, what can be achieved daily is ultimately
restricted by the number of hours in the day.
9. Set schedule reviews and forecast resource usage- setting project schedule
reviews is a key success factor in managing any project.
10. Be able to identify red flags and act quickly on them- if you have been a
managed more than one project, you'll be better aware of what your "red flags"
are and how they can go on to impact you project.
11. Have a contingency plan in place- we all know that no project is perfect, no
matter how much planning we put in place, something out of our control will
come up and put us off task.
12. Track project team members' time- the importance of time tracking should not
be underestimated. it's not just about menially logging hour and timesheets; time
tracking is the fuel that powers project work.
GROUP 3 (BSMA 3)

ALCABASA, MECAILA P.
PADERNAL, ELAH A.
ROBLES, ALLEN MAE
VILLAMOR, CHRISTINE
13. For longer projects, continously forecast against the original plan- if you
completed your project schedule process you should have been left with a
baseline schedule.
14. Close the project formally and measure the performance against goals and
KPIs- at the completion of your project, it is a good idea to do a final, step-by-step
review.