M1 — Project Planning

Project

— Temporary endeavor (clear start and end) undertaken which is carefully planned and divided into several phases to give a unique output.

- Unique
- Temporary
- Definite Timeframe
- Has a success criterion
- Meet expectations of shareholders
- Maximize resources

Characteristics of a Project

Stakeholders

— Any group or individual who can affect or is affected by the achievement of the organization's objectives.
— Have an interest in the actions and outcomes of an organization and upon whom the organization relies to achieve its own objectives.

True

Stakeholders can exist within and outside the organization. True or False

Internal Stakeholders

— Project Relationship: Directly involved with projects and decisions.

Internal Stakeholder or External Stakeholder

External Stakeholders

— Project Relationship: Indirect relationship with the organization.

Internal Stakeholder or External Stakeholder

Internal Stakeholders

— Influence: High level of influence on internal operations.

Internal Stakeholder or External Stakeholder

External Stakeholders

— Influence: Influence may be limited or external to operations.

Internal Stakeholder or External Stakeholder

Internal Stakeholders

— Interests: Directly impacted by organizational decisions.

Internal Stakeholder or External Stakeholder

External Stakeholders

— Interests: Affected by organizational decisions.

Internal Stakeholder or External Stakeholder

Internal Stakeholders

— Identification: Easily identifiable within the organization.

Internal Stakeholder or External Stakeholder

External Stakeholders

— Identification: May require external research or engagement/

Internal Stakeholder or External Stakeholder

Internal Stakeholders

— Examples: Employees, managers, executives

Internal Stakeholder of External Stakeholder

External Stakeholders

— Examples: Customers, suppliers, regulators

Internal Stakeholder of External Stakeholder

Internal Stakeholders

— Communication: Internal Communication channels used.

Internal Stakeholder of External Stakeholder

External Stakeholders

— Communication: External communication channels employed

Internal Stakeholder of External Stakeholder

Internal Stakeholders

— Focus on Organization: Concerned with internal goals and objectives.

Internal Stakeholder of External Stakeholder

External Stakeholders

— Focus on Organization: Focus on fulfilling external needs.

Internal Stakeholder of External Stakeholder

Internal Stakeholders

— Decision-Making: Involved in internal decision-making

Internal Stakeholder of External Stakeholder

External Stakeholders

— Decision-Making: Influence decisions indirectly.

Internal Stakeholder of External Stakeholder

Internal Stakeholders

— Alignment with Strategy: Integral to achieving organizational objectives.

Internal Stakeholder of External Stakeholder

External Stakeholders

— Alignment with Strategy: Aligned with organizational values and strategy.

Internal Stakeholder of External Stakeholder

1. Top Management/Project Director
2. Project Manager/Supervisor
3. Project Team
4. Peers/Co-workers
5. Resource Manager
6. Internal Customers

Who are the internal stakeholders?

1. External Customers
2. Government
3. Contractors, Subcontractors and Suppliers

Who are the external stakeholders?

Top Management/Project Director

— Executives; Boss
— Composed of the president, vice presidents, directors, division managers, and the corporate operating committee.
— Directs the strategy and development of the organization.
— Develops a status reporting methodology to be distributed on a scheduled basis.
— Keeps their constituents informed of project risks and potential impact.

Project Manager/Supervisor

— In between top management and project team.
— Decides what the assignment is and who can work with the project manager on projects.
— Assigns tasks and collaborators on projects.
— Finds out how performance will be measured (based on criteria).
— Knows the in-and-out of the project.
— Develops a reporting schedule that is acceptable to the top management.
— Communicates frequently.

Project Team

— People dedicated to the project (i.e. planning and implementation)
— Full-time or part-time; contractual (hired for specific project).
— Involved in project planning and implementation.
— Has scheduled meetings at several points in the project to ensure correct implementation of the project plan.
— Core team, core group, technical working group/committee = Main team in charge of the project.

Peers/Co-workers

— People who are at the same level in the organization (i.e. employees, not necessarily in the same type of work).
— Have interest in the project.

Resource Manager

— Managers who control resources (allocating definite resources to specific projects).

Internal Customers

— Individuals within the organization who are customers for projects that meet the needs of internal demands.
— Hold the power to accept or reject your work.

External Customers

— Individuals who pay for the goods and services the company provides.
— Recipients of product, service, or result.

Government

— Gov't has policies and regulates the implementation of these policies.
— Government regulators and departments
— May include all or some level of government from municipal, provincial, federal, to international.
— Includes funding, permission to implement activity, regulations etc.

Contractors, Subcontractors, and Suppliers

— Non-employees with expertise and resources that are unavailable in an organization/institution.
— Raw materials, training, etc.

1. Project Initiation
2. Project Planning
a. Scope Planning
b. Work Breakdown Structure
c. Schedule Development
d. Budget Planning
e. Procurement Planning
f. Risk Management
g. Quality Planning
3. Project Execution
4. Project Closure

What is the project life cycle?

Project Initiation

— Project objectives or needs are identified (i.e. from top management, internal members etc.).
— Issues of feasibility and justification are addressed (i.e. priority).
— Summarized plan for implementation (i.e.how will the project be implemented).

Project Planning

— "Scope Management"
— Project solution is further developed in as much detail as possible.
— Includes risk management
— Most effort is required.

1. Scope planning
2. Work breakdown structure
3. Schedule development
4. Budget planning
5. Procurement planning
6. Risk management
7. Quality planning

What are the parts of project planning?

Scope Planning

— Specifies the in-scope requirements for the project (deliverables → output for the project).
— Project requirements - Required functionality or specific conditions the final deliverable must meet in order to satisfy the objectives of the project.

Work Breakdown Structure

— Defines the scope of the project and breaks the work into components that can be scheduled, estimated, and easily monitored and controlled.
— Subdividing a complicated task into smaller tasks, until you reach a level that cannot be further subdivided.

Schedule Development

— Describes specific activities, order/sequence, milestones, estimated resources, and estimated time to complete activity.
— Gantt chart

Budget Planning

— Detailed estimates for all the project costs.
— Determination of resource cost rates.

Procurement Planning

— Prepare the types of contracts to measure the contractor's performance.
--> Outsource and select quality contractor
— Planned delivery dates for the work/products.
--> Track progress and any delays
— Number of vendors or contractors involved and how they will be managed.
--> Prioritization and backup plans for vendors.
How purchasing may impact the constraints and assumptions of the project plan.
— Purchasing/procurement should be aligned with the project (hindi madedelay ang project due to the purchasing/procurement of materials)
— Coordination of purchasing lead times.
Identification of prequalified sellers (if known)

Risk Management

— Process of identifying, assessing, and controlling financial, legal, strategic, and security risks to an organization's capital and earnings.

Avoid, Mitigate, Transfer, Accept

What is the approach to risk management?

Quality Planning

— Ensures that the plan is implemented as efficiently as possible.
— Monitors potential delays and inconveniences related to the project.
— Keeps the project working toward the goal of creating the right products/services.
--> Criteria you need to ensure that the project is smoothly implemented.
— Evaluates customers'/stakeholders' satisfaction.
— Assesses fit to use (e.g. for products; check for contraindications)
— Ensures conformance to requirements (e.g. gov't regulations)
Includes plans for sustainability.

Project Execution

— Project plan is put into motion.
— Maintain control and communication (Don't over-do or under-perform).
— Continuously monitor progress.
— Record variances from original plan (Identify roadblocks hindering plan).

Project Closure

— Release of final deliverables to customers.
— Termination of supplier contracts (Clear timeframe bet. suppliers and contractors).
— Communication of closure of the project to all stakeholders.

Project Proposal

— Document that is prepared for a prospective customer to persuade the prospect to adopt the solution to a problem or the fulfillment of a need offered in the proposal.

1. Background and Project General Information
a. Case Description
b. Project Title
c. Brief Project Description
d. Project Objectives
e. Project Justification
f. Stakeholders

2. Project Output
a. Deliverables
b. Project Scope
c. Success Criteria

3. Work Details
a. Work Breakdown Structure
b. Schedule (Gantt Chart)
c. Cost
d. Risk and Risk Management

Parts of a project proposal

Case Description

— A brief description of the organization's current situation and/or the problem.

Project Title

— Memorable and short phrase that will describe the project in a few words.

Brief Project Description

— What is the project all about and what makes the project unique?

Project Objectives

— What does the project hope to achieve?

Project Justification

— How will the project answer or improve the current situation/problem of the organization?

Stakeholders

— People or groups who will be positively or negatively affected by the output of the project or the project efforts.

Deliverables

— Tangible product, result, or service that must be produced to complete the project or a phase of the project.

Project Scope

— Specific and exact description of the project output/deliverable.
— Description of the requirements of the deliverables.

Success Criteria

— Specific criterion/criteria that needs to be met for one to say that the project has been successful.

Work Breakdown Structure

— Illustrate how the project is broken down into major deliverables/activities; and each major deliverable/activity broken down into smaller packages/smaller activities.

Schedule (Gantt Chart)

— Based on the work breakdown structure; estimate the timeline needed for the project using a Gantt chart.

Cost (Budget)

— Based on the work breakdown structure; estimate the cost of the project and develop your budget.

Risk and Risk Managemet

— Predict plausible negative situations that may affect the project, and propose a way to mitigate these risks.

1. Well-defined definition of the problem
2. Clearly-stated proposal to solve problem
3. Awareness of alternative proposals
4. Evaluation of the benefits of the proposal.
5. Possible counter arguments to the proposal.
6. Careful analysis of the target audience/
7. Reasonable, sensible tone

Characteristics of a Good Project Proposal