PROJECT PLAN Project: Unique task with a beginning and an end Project Plan: specific plan for accomplishing a projects objectives – Helps you mentally walk through your project from start to finish – Custom-Made Plan
Who does Project Planning? Project Manager – Plans and completes – May involve stakeholders and participants Stakeholders – Benefit from successful project completion Participants – Role in the project as authority figures, team members, experts/consultants, or support services personnel
IMPORTANCE OF PROJECT PLANNING Gives direction and keeps project on track Helps coordinate parts of the project Provides a standard for completion Keeps focus on the end result Motivates by dividing into steps Helps deal with uncertainty
USES OF PROJECT PLANS Goals – Helps managers develop goals to meet project expectations Scheduling – Helps managers schedule enough time to execute a project – Breakdowns a complex project into simple tasks – Easier to arrive at more accurate time estimates Risk Management – Force a manager to consider potential pitfalls – Plan how to avoid a risk – How to respond if the risk becomes a real threat to the project
FACTORS AFFECTING PROJECT PLANNING Change: Always need to prepare for project plan to change – Being prepared for change = successful project Projects objectives Projects Timeline Resources/information available – Money and People
COMPONENTS OF A PROJECT PLAN Name of each task Task duration (Start and end date) Actual task completion date Timeline/schedule of the tasks Owner of the task Percent complete of each task
PROJECT-PLANNING TOOLS Help identify: – What has to be done – Who is responsible – How the work will be monitored – Timeframe Examples: – Charts – Computer Software
DEVELOPING A PROJECT PLAN 1.Identify goals 2.Precisely Define the Project – Helps you achieve your objectives 3.Monitor progress – Insures the projects quality and budget doesnt suffer 4.Risk Management – What is the Plan B if and when things go wrong
Project Overview mBU mBU
Remember Six Ps of Project Planning Proper Planning Prevents Poor Project Performance
You Do Article Activity You will use the internet to find an article about project planning You will read the selection and then create a poster showcasing what you learned from your selection You will present this to the class You will answer questions about each selection
Sample VoCats Questions 2.01/2.02
1.A basketball team wins a postseason playoff game and proceeds to play another team for the regional championship. In what type of tournament is the basketball team participating? A.Tri-levelC. Heat B. MultistageD. Scramble
1.B Multistage. When establishing playing schedules, tournament organizers must consider many factors, such as the type of tournament. This is because in some types of tournaments, several games are played simultaneously in different locations over a long period. A multistage tournament is a format in which teams compete at different levels or stages. When a team wins, it moves forward to play another game against another opponent. If a team loses, it is eliminated and no longer plays. The stages of play continue until a champion is determined. A scramble is an unofficial way to play golf in which each member of the four-person team hits a golf ball. A heat is a round of a competition, such as swim meets. Tri-level is not a common term to describe types of tournaments.
2. Why do event organizers develop production schedules? A. To analyze safety and health considerations for the event B. To organize rehearsals prior to the day of the event C. To arrange for the media to broadcast the event D. To outline all of the activities needed to prepare for the event
2.D To outline all of the activities needed to prepare for the event. Production schedules are timetables that establish when each activity will be performed. Before an event can take place, a variety of activities need to be completed to prepare the site or facility. For example, lighting or additional phone lines might need to be installed, or concession stands might need to be stocked. Event organizers plan for when each activity should occur and prepare the schedule to make sure the facility is ready for the event to begin. Setting a time for a rehearsal might be part of the production schedule. Event organizers do not develop production schedules to arrange for the media to broadcast the event or to analyze safety and health considerations for the event.
38. What should a business anticipate when developing a project plan? A.Research B. Publicity C. Change D. Secrecy
#38 Answer 38. C Change. Change is something that occurs constantly and usually without warning. When developing a project plan, a business should always provide for change because it is inevitable that something will change. For example, a customer may add a new requirement or need a larger quantity. Being prepared to deal with any changes that may take place during the course of the project will help to make the project successful. Not all projects require research or secrecy. Businesses don't provide for publicity unless the project is unique and of interest to the public. SOURCE: OP:001/2.02 SOURCE: Reynolds, D. (2009, March 17). Create and use a plan for change management: Theories, strategies and implementation. Retrieved November 9, 2010, from
39. Which of the following is a true statement about project planning: A. With a project plan, you can mentally walk through your project from start to finish. B. You should avoid a custom-made project plan. C. Through project planning, you can evaluate what you have accomplished. D. You should minimize the involvement of others in the planning process.
#39 Answer 39. A With a project plan, you can mentally walk through your project from start to finish. A true statement about project planning is that you can mentally walk through your project from start to finishin a make- believe way. In your mind, you see each part of the project. Sometimes, it is helpful to develop a custom-made plan for your project, especially if it is a one-time event. Project planning does not help you evaluate what you have accomplished because, during the planning stage, you haven't accomplished it yet. And, when others need to be involved in a project (stakeholders, participants, experts, etc.), you should involve them. SOURCE: OP:001/2.02 SOURCE: QS LAP 28From Here to Done
#40 Answer 40. Why is it important to define your project precisely? A. So you can spend less money B. So you can create something tangible C. So you can involve other people D. So you can achieve your objectives
#40 Answer 40. D So you can achieve your objectives. Knowing exactly what it is you want to do (precise project definition) helps you achieve your objectives. It does not help you create something tangible, though your project may involve tangible items or a tangible outcome. It does not help you involve other people, though you may want or need to do that. And, unfortunately, it does not help you spend less money becauseby detailing what you want to doyou might discover that your project will be more expensive than you realize. SOURCE: OP:001/2.02 SOURCE: QS LAP 28From Here to Done
41. Why is it important to think ahead about how you will monitor your project? A. To make sure the project's quality doesn't suffer B. To pick the right helpers C. To practice monitoring the project D. To guarantee the availability of needed resources
#41 Answer 41. A To make sure the project's quality doesn't suffer. It's important to think ahead about how you will monitor your project so that you will know how you will keep the quality level, the schedule, and the budget intact. You will not be practicing any monitoring during the planning stage. Monitoring occurs during project management. Picking the right helpers is beneficial, but it is not why you need to think ahead about monitoring your project. Thinking ahead about how you will monitor your project does not guarantee the availability of needed resources. SOURCE: OP:001/2.02 SOURCE: QS LAP 28From Here to Done