Programme : BBA Semester Subject Code: IB 0006 Subject Name: Project Planning and Scheduling Unit Number: 2 Unit

Title : Project Planning Planning

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Introduction It is rightly said If you dont plan, it doesnt work, if you plan, it doesnt work either. Well then why plan? Because, if you dont plan you get shocks followed by depression and pain. The basic function of project management is to use skills and knowledge to manage and fully utilize all the resources in a project.

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Peter Ducker has said Plans are only good intentions unless they immediately degenerate into hard work. And to accomplish this tough task is the biggest challenge faced in a project. To face the challenge well, it is necessary to make sure you spend maximum time in planning.

Objectives: List the nine Knowledge areas and process groups. Mapping the various processes with the respective Knowledge areas and process groups.

Explain project plan and its purpose

Explain Work breakdown structure.

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Mapping of planning process with Knowledge areas Most of the experienced project managers believe that project management can be dichotomized in two major ways; firstly as process groups and secondly as Knowledge areas. As per the project management fraternity, project management can be dissected into 9 knowledge area and 5 process groups.

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Act Plan

Check

Do

The five process groups are based on Demings cycle, considering a project as a solution to a given problem. As per the cycle, these are four steps to a problem solving process. These four steps are Plan-Do-Check-Act. These five process groups are as listed below: Initiation Program Planning Execution Monitoring and Controlling Closing

The 42 processes are also grouped into various knowledge areas. The nine knowledge areas are:

Project Integration Management Project Scope Management Project Time Management Project Cost Management Program Project Quality Management Project Human Resource Management Project Communication Management Project Risk Management Project procurement management

Internal environment The internal environment is essentially all the factors that can be controlled by the organization. These factors are usually things like technology advancement, e-commerce, andbusiness expansion.

Program The factors that constitute the internal environment:

Value System Vision, Mission and Objectives Management Structure and Nature Internal Power Relationship Human Resources Company Image and Brand Equity

WBS & Project Plan Project management plan defines how the project is executed, monitored and controlled and closed. The major parts of a project management plan are lifecycle selected, change management plan and configuration management. A project plan is needed because of the following reasons: Project plan is like a guide to the project from initiation to closing. Project plan documents the basic requirements, assumptions and constraints of the project. It documents the decisions regarding the alternative choices, identified risks, mitigation/contingency plan. List the various stakeholders, communication requirements.

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Project Plan elements Project Requirements General Approach List of stakeholders Contractual aspects Resources Risk Communication Quality

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Project Plan Project Management Template Exhibit-01 Project Plan Project Management Template April 16 2007 Source: http://blog.method123.com/2007/04/16/projectplanning-2/

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As a Project Manager, youll know that the most important item in your tool-box is your Project Plan. It tells you what the current status of your project is, whether youre on track and what your forecast delivery date is. So to help you to keep your plan up-todate, weve described the steps you need to take to complete this project activity more efficiently. How to keep your Project Plan Up-To-Date

However the process of entering all of the required information into the project plan and having it ready for review on a weekly basis is a tedious task itself! But if you follow the simple steps listed below, then updating the project plan would be an easier task and output would be more accurate, giving you all of the information you need to make crucial decisions about the project.

Step 1: Enter Utilized Program Time Information The first step taken when updating your Project Plan is to identify how much time your team has already utilized in the project till day. You need to calculate: The total time allocated to the project at the initiation Time spent on the project till date. Estimated time required to complete the project.

Step 2: Update schedule with delivery status As the time utilization part is done, you would have sufficient idea about the time taken to complete each activity. However the status of the milestones as per project schedule is still not known. Now its time for your team to update the plan with the status of the milestones, list of deliveries made and time of delivery and also the percentage of work completed on the upcoming deliverable. This will help you understand, the amount of project completed. Step 3: Update Cost factors. The last step required to update you plan completely is entering the cost parameters of the project; i.e. the expenses and earning as on date. You will need to gather all of the project invoices for the current reporting period and calculate the total cost incurred in the project till date and budget needed to complete the pending project.

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Step 4: Perform Project Planning Maintenance Having now updated your Project Plan and determined whether your project is on track, there are several other tasks to perform, including: Re-base lining the Project Plan if needed Raising a change request, if required. Program Updating the various subsidiary plans of the project management plan like cost management plan, human resource plan, risk management plan. .

Project Elements to be Planned

There are several factors which need to be planned before a project is successfully executed. Some of the parameters are listed below:

Risk management plan

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Quality management plan

Human resource management plan

Exhibit-02

Resourcing Projects Effectively November 16 2009 Source: http://blog.method123.com/2009/11/16/Resourcingprojects/ Identifying project resource requirements at an early stage helps to ensure the smooth running of a project

Resourcing is not only about people but also about resource Program and machinery. Thus to make sure all the resources are well utilized it is very important that the project manager has complete information about what needs to be delivered when and to whom.
Resource planning is part of the project planning phase of the project management life cycle and takes place before project execution.

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