Project Planning

What is planning?
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Identifying the objectives

Establishing the procedures and policies suitable for achieving it

The importance of planning

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Without plan work proceeds in a haphazard manner

Visualizing the execution process
Understanding the problems and constraints likely to be faced.
Unplanned projects may result in changing the deadlines and
budgets frequently

Benefits of planning
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Helps in understanding the objectives better

Improves the efficiency with tasks are accomplished
Reduces the uncertainty about successful completion of the project.
Forms a good basis for monitoring and controlling the progress of
the project.

Process of planning
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Participation of all stakeholders

Role of project manager
Process can be divided into five phases
o Definition of the objectives
Most important eg: install machinery; Replace a
machinery, Preventive maintenance etc.
Prioritization of objectives in case of multiple objectives
Eg: a business looking at expansion cum
modernization should not lose sight of the number
of classrooms.
Consider acceptability, time, quantifiability, clarity, loss
of personnel
o Delineation of tasks
Design the activities to be undertaken or tasks to be
carried out to accomplish the laid down objectives
o Identification of participating departments
o Identification resource requirements
o Installation of MIS
statement of work- narrative description of work

project specifications- the standard amounts of

resources required, such as man labor hours, quality of
equipment, and the time period s for which required,
material inputs.
Milestone schedule
Work breakdown structures
Major tasks into which project were divided earlier
is now sub divided into further smaller tasks.

Components of general project plan

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Statement of Objectives
Program-the set of major activities to be accomplished
Schedule-time table of major activities to be undertaken in the
program
Budget- an estimate of how much money is required
Forecasts-projections
Organization structure- the number of people required for carrying
out the schedule of activities- workmen, supervisors,
interrelationships, and the relationships of all those working on the
project
Policies-guidelines for decision making
Procedures-methodologies for implementing the policies
Standards- minimum level of performance required

Informational inputs for general planning

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Statement of work (SOW)

o Written document containing description of work to be done.
o Narrated in a easily understandable manner.
o Prepared by the project team
o Normally prepared even at the bidding stage
Project specifications
o Standards of inputs required for each part of the project are
specified
o Eg: material required, qualities of material, the machine
required, labor required
Milestone schedules
o Starting date
o The ending date

o Other major events

o Data items
Work breakdown structures

Projects

Tasks

Tasks

Sub tasks

Work
packages

Work
package
s

Sub
tasks

Work
packag
es

Work
package
s

Work
packag
es

Sub tasks

Sub tasks

Work
package
s

Work
package
s

Work
packag
es

Features of work break down structure

o Division of responsibility
Execution
Support
Notification
Approval
o Work description of each element
o Identification of manpower , equipments and facilities
o Interrelationships
o Activity sequencing
o Cost estimates

Common Reasons for Project failure

Lack of understanding of the objective

Attempt to achieve too much through a single project.
Non availability of the required data
Loopholes in estimates
Frequent change of personnel in and out of the project
Inaccurate financial projection

Student Activity
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Prepare a general project plan for starting a B-school near Chennai

with own premises .(note the feasibility has already been
completed and found acceptable)