University of Sunderland CIFM02 Unit 4 COMM02 Project Planning Unit 4

University of Sunderland CIFM02 Unit 4 Project Planning Introduction –Why plan? To eliminate or reduce uncertainty To improve efficiency of the operation To obtain a better understanding of the objectives To provide a basis for monitoring and controlling work

University of Sunderland CIFM02 Unit 4 The consequences of poor planning (in the order they happen) premature project initiation wild enthusiasm disillusionment chaos search for the guilty punishment of the innocent promotion of the non-participants definition of the requirement

University of Sunderland CIFM02 Unit 4 Planning components Objectives –a goal, target or quota to be achieved Programme –strategy and major action to achieve objectives Schedule –a plan to show when milestones will be reached Budget –planned expenditure for the project

University of Sunderland CIFM02 Unit 4 Planning components Forecast –a projection of what will/may happen when Organisation –the projects management and personnel structure Policy –a general guide to decision making and individual actions

University of Sunderland CIFM02 Unit 4 Planning components Procedures –a detailed method for carrying out policy Standards –a level performance defined as adequate and/or acceptable

University of Sunderland CIFM02 Unit 4 Planning Frameworks There are many planning and project frameworks –Two examples are: Step Wise –A planning framework –Does not cover monitoring and control Prince 2 –A project framework –Step Wise is compatible with the planning section of Prince 2

University of Sunderland CIFM02 Unit 4 Step Wise Step Wise has 10 defined steps …. Step 0 Select project –called step 0 because it is outside main project planning process Step 1 Identify project scope and objectives Step 2 Identify project infrastructure Step 3 Analyse project characteristics Step 4 Identify project products and activities

University of Sunderland CIFM02 Unit 4 Step Wise Step 5 Estimate effort for each activity Step 6 Identify activity risk Step 7 Allocate resources Step 8 Review / publicise plan Step 9 Execute plan Step 10 Lower levels of planning Within each step are various sub-sections

University of Sunderland CIFM02 Unit 4 Step Wise Step 1 Identify project scope and objectives –Identify objectives and measures of effectiveness in meeting them –Establish a project authority –Identify all stakeholders in the project and their interests –Modify objectives in the light of stakeholder analysis –Establish methods of communication with all parties

University of Sunderland CIFM02 Unit 4 Step Wise Step 2 Identify project infrastructure –Establish relationships between project and strategic planning –Identify installation standards and procedures –Identify project team organisation

University of Sunderland CIFM02 Unit 4 Step Wise Step 3 Analyse project characteristics –Distinguish the project as either objective or product driven –Analyse other project characteristic's –Identify high level project risk –Take into account user requirements concerning implementation –Select general life-cycle approach –Review overall resource estimates

University of Sunderland CIFM02 Unit 4 Step Wise Step 4 Identify project products and activities –Identify and describe project products (or deliverables) –Document generic product flows –Recognise product instances –Produce ideal activity network –Modify ideal to take into account need for stages and checkpoints

University of Sunderland CIFM02 Unit 4 Step Wise Step 5 Estimate effort for each activity –Carry out bottom-up estimates –Revise plans to create controllable activities

University of Sunderland CIFM02 Unit 4 Step Wise Step 6 Identify activity risk –Identify and quantify activity-based risks –Plan risk reduction and contingency measures where appropriate –Adjust plans and estimates to take account of risk

University of Sunderland CIFM02 Unit 4 Step Wise Step 7 Allocate resources –Identify and allocate all resources –Revise plans and estimates to account for resource constraints

University of Sunderland CIFM02 Unit 4 Step Wise Step 8 Review/publicise plan –Review quality aspects of project plan –Document plans and obtain agreement

University of Sunderland CIFM02 Unit 4 Step Wise Step 9 Execute plan Step 10 Lower levels of planning –There are no sub-sections for steps 9 & 10

University of Sunderland CIFM02 Unit 4 PRINCE 2 PRINCE is an acronym for: –Projects IN Controlled Environments PRINCE was conceived and developed by the Central Computer and Telecommunication Agency (CCTA) –A UK government department

University of Sunderland CIFM02 Unit 4 PRINCE 2 PRINCE 2 defines three key elements they are … –Processes –Components –Techniques Each element has several fundamental constituents

University of Sunderland CIFM02 Unit 4 PRINCE 2 Processes – Starting Up A Project (SU); – Initiating A Project (IP); – Directing A Project (DP); – Managing Stage Boundaries (SB); – Controlling A Stage (CS); – Managing Product Delivery (MP); – Closing A Project (CP); – Planning (PL) ( also a Component and Technique)

University of Sunderland CIFM02 Unit 4 PRINCE 2 Components – Business Case – Organisation – Planning ( also a Process and Technique) – Controls – Management of Risk – Quality In A Project Environment – Configuration Management – Change Control

University of Sunderland CIFM02 Unit 4 PRINCE 2 Techniques – Product-Based Planning ( planning is also a Process and Technique) – Change Controls – Quality Reviews

University of Sunderland CIFM02 Unit 4 PRINCE 2 Example of actions within a process –Controlling A Stage process actions … Authorise work packages Assess progress Capture project issues Examine project issues Review stage status Report highlights Take corrective action Escalate project issues Receive completed work packages

University of Sunderland CIFM02 Unit 4 PRINCE 2 Actions within the Planning process PL 1 Design a Plan PL 2 Define and analyse PL 3 Identify activities and their dependencies PL 4 Estimate effort for each activity PL 5 Schedule PL 6 Analyse risk PL 7 Complete plan

University of Sunderland CIFM02 Unit 4 PRINCE 2 PRINCE2 can be a very powerful tool is used wisely It is not a panacea to all project problems But, it provides a good structure on which to base the management of a project PRINCE2 can become very prescriptive if you let it ….. don’t fall into this trap! Overall PRINCE2 is a good framework to use

University of Sunderland CIFM02 Unit 4 Conclusion Planning is important Planning Frameworks Project Frameworks