The Comprehensive Project Plan Session 8 The Comprehensive Project Plan

Learning Objectives Understand the components of a comprehensive project plan Administrative components Planning components Templates and checklists References

What is a Comprehensive Project Plan? Is a document, just like the charter, scope, risk management, and WBS documents This document integrates all planning data into one place It does this so the PM has a guidebook by which to guide the project The completion of this document signals that we’re entering into the Execution/Controlling phases (i.e. We’re starting!)

Comprehensive Project Plan Size The size of the comprehensive project plan, in part, is predicated on the size of the project itself: Smaller projects may not require the rigor of documentation that larger projects require (though ample documentation is certainly required) Larger projects will require thorough documentation The project plan uses the output from the planning processes to create a consistent end-to-end document covering all project phases. The project plan is maintained and updated throughout the life of the project.

You Decide You are the PM for a retail submarine sandwich firm embarking on a new short-term (two month) project. Decide which of the following statements are true. A comprehensive project plan is required The comprehensive project plan, once developed, will not change The sponsor is responsible for updating the comprehensive project plan Inputs from the Executing phase are used to develop the comprehensive project plan

Five Main Sections to the Detailed (Comprehensive) Project Plan Administrative components Planning components Templates and checklists References Appendices (if necessary)

Administrative Components Section Document information – Version numbers and revision dates as well as contact info Table of contents (TOC) – Listing how the document is organized for easy retrieval of pertinent information

Planning Components Section The Planning Components section of the project plan is the most lengthy and includes some elements that the PM may opt to exclude for smaller projects The Planning Components section includes an executive summary, which isA brief summary of the project

Project Planning Section, con’t Requirements - Functional, technical and business requirements for the project, as defined during project initiation Scope - The boundaries of the project based on the deliverables agreed to by the client (and often also talks about what is excluded) Stakeholders - Those people responsible for the success of the project (such as the PM, sponsor, clients, project team members, etc.) Expected resources - Non-human resources that are required.

Project Planning Section, con’t Assumptions/constraints - Agreed-upon assumptions and known constraints Major deliverables/scheduled tasks - Summary level tasks taken from or summarized from the WBS. NOTE: You shouldn’t include detailed task lists in this section. A copy of the project schedule baseline may be included as an appendix. A URL pointing to an intranet-based project schedule may be appropriate. Budget - Information for the project budget is included here

Project Planning Section, con’t Risks - Identified risks that could affect the success of the project as well as plans to avoid or mitigate listed risks Issues – Project issue tracking and over-arching issues facing the project Communications – The method and frequency by which communications with those interested in the project will occur

Project Planning Section, con’t Implementation plan - An overview of the methodology used for implementing the project schedule Support plan – Documents how the new system will be supported once it’s delivered to the client Training plan – Denotes how training on the new system will take place

Templates and Checklists Work-order request Purchase-order form Checklists Desktop support installation documentation Help-desk FAQ for problem determination and resolution

You Decide You are a PM for a project in which you’re developing a Web site that will allow customers to purchase items from your company’s catalog of merchandise. What templates might be required? What checklists might be required?

References References might include such things as: Specific references from the PMBOK Your company’s standards definitions Your company’s pre-defined systems development methodologies Your company’s published project management methodology ISO 9000 standards Other applicable regulations or standards Etc. Move furniture

Appendices Supplemental documents included to further define and refine the important features of the project. Examples include: The schedule baseline Physical network diagrams Blueprints Schematics Maps Budget baseline Etc.

Putting it all Together Developing the final project plan involves three steps Organizing and writing the plan Updating the plan Change management process Reviewing the plan Sponsor review Other stakeholder review

Closing out the Planning Process Signals the end of Planning and entry into Execution/Control Put together a stakeholder review meeting Air out any last-minute issues Let them see and agree to the plan Determine if the project is still a go, based upon the business decision

Chaptal Winery Case Study Examine the Chaptal project plan Do you agree? Are there missing elements? Should the Chaptal project proceed?

End of Chapter Review Q&A Instructor Hand-out Q&A Go over end-of-chapter review questions Instructor to hand out additional questions (POP QUIZ TIME!)

Next Steps For this session: For next session: Understand the components of a comprehensive project plan For next session: Read Chapter 8 and complete the end of chapter review questions. Work through the continuation of the Chaptal Winery case study found at the end of Chapter 8