GAFM Academy - THE ESSENTIALS OF PLANNING AND SCOPING A PROJECT

© Copyright GAFM Academy® of Project Management “The Essentials of Planning and Scoping a Project”
Module 1
Overview of the Planning Phase

Summary
2
This module discusses the process involved with
planning and scoping a project. The planning phase,
is where the project solution is further developed in as
much detail as possible and the steps necessary to
meet the project’s objective are planned. In this step,
the project team identifies all of the work to be done.
Information collected from project initiation phase are
the inputs into planning activities.

© Copyright GAFM Academy® of Project Management “The Essentials of Planning and Scoping a Project” 3
Planning – the foundation of project
execution and control

PLANNING PROCESSES

PLANNING PROCESSES
Initiate Planning phase

Purpose of Planning
- verify project Scope definition
The project definition and scope defined during
project initiation phase are validated and confirmed
with appropriate project stakeholders.

Purpose of Planning
- verify project Schedule and Budget
Project Schedule and Budget are refined and
confirmed.

Purpose of Planning
- assess and confirmed project Risks
Risks identified during project initiation need to be
assessed pertaining to their impact on project
objectives and for mitigation planning activities.

Purpose of Planning
- refine preliminary Project Plan
The project deliverables associated with Cost,
Scope, Schedule, and Quality, including the
preliminary Project Plan are further developed,
enhanced, and refined, until they form a definitive
plan for the rest of the project.

Purpose of Project Planning
• The purpose of Project Planning is to define the exact parameters of
a project and ensure that all the pre-requisites for Project Execution
are in place.
• Project Planning builds upon the work performed during Project
Initiation. The project definition and scope are validated with
appropriate Stakeholders, starting with the Project Sponsor and
Customers.
• Project Scope, Schedule and Budget are refined and confirmed, and
risk assessment activities advance to the mitigation stage.
• The Initiation deliverables CSSQ, and Initial Project Plan are further
developed, enhanced, and refined, until they form a definitive plan for
the rest of the project.
• Project sponsorship and commitment are re-confirmed at the end of
the phase, with approval signifying authorization to proceed and
commit funds for Project Execution and Control.

Summary
- Purpose of planning defined
The purpose of the project planning in simplest terms is to:
 Establish and confirm business requirements
 Establish cost, schedule, list of deliverables, and
delivery dates
 Establish resources plans
 Obtain management approval of the project
management plan and proceed to the next phase
11

Tasks associated with the process
“Initiate Planning phase”
New Team Member
Orientation
Review Initiation
Deliverables
Initiate
Planning Phase
Conduct
Planning Kick-off

New Team member Orientation
13
It is usually the Project Manager’s responsibility to get
new members of the team up to speed as quickly as
possible.
The goal of orientation program is to enhance the
ability of new team members to contribute quickly and
positively to the project’s outcome.

New Team Member Orientation
 All relevant project information from Initiation
 Organization charts for the Project Team and Performing
Organization
 Information on project roles and responsibilities
 General information about the Customer
 Logistics (parking policy, work hours, building/office
security requirements, user id and password, dress code,
supplies, photocopier, printer, fax, refreshments, etc.)
 Project procedures (team member expectations, how and
when to report project time and status)
14

Review Deliverables produced during
Initiation phase
Before formally beginning project planning, the Project Charter
and all components of the preliminary Project Plan should be
reviewed. This is a checkpoint process – to recap what has
been produced so far.
Project Risk
Register
Communications
Plan
Project
Charter
Project Scope
Statement
High level Project
Schedule
Budget
Quality Plan
Preliminary
Project Plan

Business Case
16
The Business Case describes the necessary
information from a business standpoint to determine
whether or not the project is worth the required
investment.
It is commonly used for decision making by managers or
executives above the project level.
The business need and the cost-benefit analysis are
contained in the business case to justify the project
investments.

What is a Project Charter
The Project Charter authorizes the start of the project work
 Project Charter is a document that provides authority to
establish the project, broadly defining its purpose, goals, and
objectives.
 Resources required to complete Project Initiation are also
identified and secured.
 The charter serves as a contract between the Project Team
and Project Sponsor.
 The Project Charter is the first in a series of project definition
documents defining the business goals and objectives the
project will meet.
 Information within the Project Charter is provided at a general
level that will be further refined in documentation produced
during subsequent project activities

Contents of a Project Charter
 The Project Charter documents the project’s mission, history,
background, the business problem the project is intended to resolve,
and list the benefits to be realized by the Performing Organization.
 Describe the business case of the project.
 Names the project and provides a description of the product.
 Describe the vision of the executive management.
 Describe the expected outcome of the project that will benefit the
organization and help it achieve its business goals.
 Describe the critical success factors that influence the project to meet
its objectives.
 Names the project manager and assigns the project manager a level
of authority for managing resources, finances, and making decisions
on the project.
18

Project Scope Statement
 Include the business need the project will address.
 Define what the project will accomplish, how it will be
accomplished and by whom.
 Define what the end result of the project will be (e.g., a
product, service, other).
 Include a list of project deliverables, which, when produced
and accepted, indicate project completion. Also included is a
list of deliverables that are not in scope for the project.
 Include critical success factors (eg. cost, schedule, and
quality measurements) that determine the success of this
project.
19

Project “BOX”
Custom Design
Boxes for
Storing
Documents
Let’s take an example of a
manufacturing project to
produce custom design
boxes for storing documents.
We named this project as
“Project Box”

Defining Scope for “Project Box”
 What exactly are the requirements of this project?
a. Design and Build a “Box” that will fit custom size documents?
b. Build the “Box” only ?
c. Design and Build a “Document Folder” in the shape of a box?
d. Build the Document Folder only ?
e. ALL of the ABOVE?
 Quantity of Boxes required?
 Expected delivery?
21

Define scope of the Product
- Box
Product Configuration
 What kind of “Box” ? storage box? corrugated
box?
 What are the specifications? Length, Width,
Height ?
 What kind of material ?
> Wood? Fiber board? Card board?
22

Eg. Project Scope Statement
 A storage box with the following specifications :
Length = 24 inches, Width =18 inches, Height = 22
inches
 The finished product shall be made of fiber board
 Quantity = 500 , Color = Brown
 Design document to be reviewed within 2 weeks from
Purchase Order
 All boxes are to be delivered within 6 months from official
released of Purchase Order
 Label or markings or any identification marks are not
included.
23
To Design, Build, and Deliver custom design boxes for
storing documents which include the following scope of work:

Establish Project Repository
24
A common storage for data
that enable project
information to be easily
accessible from anywhere at
any time.

Project Repository contains ….
 Project Proposal and supporting documentation, including the Business Case
 Project description/definition documents such as the Project Charter, the CSSQ,
and the Project Plan
 Any working documents or informal documents defining Cost, Scope, Schedule
and Quality (CSSQ) of the project
 Project Schedules (baseline and current)
 Project financials
 Project Scope changes and requests log
 Project Status Reports
 Team member Progress Reports and timesheets
 Issues log and details (open and resolved)
 Project acceptance log by deliverable
 Risk identification/model documentation
 Audit results, if encountered
 Correspondence, including any pivotal or decision-making memos, letters,
email…etc.
 Meeting notes, results, and/or actions
25

Initiating the Project
Deliverables : Project Charter
Project Charter is the only
deliverable produced after
you have completed the
process “Define CSSQ”
Project Charter will be
used as input to
subsequent project
management processes.
Project
Charter

Conduct Planning Kick-off
27
 A meeting is conducted to kick off Project Planning.
 Project Manager shall present the main components of the Project
Plan for review.
 The goal of the kick-off meeting is to verify that all parties involved
have consistent levels of understanding and acceptance of the
work performed to date and to validate and clarify expectations of
each team member in producing Project Planning deliverables.
Agenda:
• Introduction of new team members
• Roles and responsibilities of each team member
• Restating project background and objective(s)
• Most recent Project Schedule and timeline
• Project Risk Register
• Communications Management plan
• Current project status, issues and action items

end of module

GAFM Academy - THE ESSENTIALS OF PLANNING AND SCOPING A PROJECT

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GAFM Academy - THE ESSENTIALS OF PLANNING AND SCOPING A PROJECT