IT PROJECT PLANNING- Emphasizing the need to plan.ppt

IT Project Planning
Presented by Wycliffe
Information Technology Project Management-MCF

OUTLINE OF PRESENTATION
 Introduction
 Commonly used tools for project planning
 Steps in Planning a project with Example
 Definition of a project, project plan, Information
Technology & IT project planning.
 Why is project planning important and the key
elements of project planning.
 Summary
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Information Technology Project Management By Wycliffe
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PROJECT LIFE CYCLE
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Introduction
Project planning is a form of operational planning, whereby
the consecutive steps to implement the project activities are
carefully mapped out, based on an analysis of relevant
information and linked to the program in which the project
takes place and to which it should contribute. Essentially,
project planning involves establishing the scope, aims and
objectives of a project, the way in which the project will be
performed, the roles and responsibilities of those involved,
and the time and cost estimates.
Planning normally answer the question like what, how, who
and when.
Planning is simply how to seek the balance between project
constraints to achieve the set goal.
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Introduction Con't
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COMMONLY USED TOOLS FOR PROJECT
PLANNING
• Gantt Chart
• Problem tree analysis
• SWOT Analysis
• LFA (Logical Framework Analysis)
• Project Managing Software
• PRECEDE PROCEED
• Intervention Mapping (esp. for health
promotion projects)
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Project Planning Steps
1. Assessment of situation
2. Identification and Prioritization
3. Project design and development
4. Plan for Implementation, monitoring and
evaluation
5. Proposal development
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ASSESSMENT OF SITUATION
 Stakeholder analysis (Project team, scientific
community, leaders, community people,
beneficiaries)Project Organization chart.
 Study of legal frameworks
 Construct framework for situation analysis
 Baseline information collection and analysis
(Secondary data review, surveys and other
formal and informal sources)
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IDENTIFICATION AND PRIORITIZATION
There are two components involved in
Identification and prioritization;
Problem identification and prioritization
Identification and prioritization of strategies
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PROJECT DESIGN AND DEVELOPMENT
 Defining scope of project and set objectives
 Defining project duration
 Define the quality plan (Technical and managerial)
 Planning for resources
 Human Resource planning
 Time and resource allocation
 Financial planning (Cost estimation and budgeting)
 Logistics planning (Contract suppliers and create
procurement plan)
 Planning for communication and coordination
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PLAN FOR IMPLEMENTATION
 Plan for piloting/testing and scale up
 Plan for tracking budget and work plan
 Plan for risks and adaptable changes
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PLAN FOR MONITORING AND EVALUATION
• Done on the basis of set targets, indicators, quality
standards
• PERT/CPM for tracking the project
• LFA for tracking achievement and progress
• Evaluation questions, evaluation targets, evaluation
methods and timings
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PROPOSAL DEVELOPMENT
 Adjustment in objectives and targets and other
factors
 Proposal outline
 Writing of proposal
 Submission to concerned authority for approval
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What is a project?
• A project is a temporary endeavor undertaken to
achieve a particular aim. Project management
knowledge and practices are best described in
terms of their component processes.
• Operations is work done to sustain the business.
• A project ends when its objectives have been
reached, or the project has been terminated.
• Projects can be large or small and take a short or
long time to complete.
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What is a project Plan?
• A project plan is a detailed document that
clearly elucidates a project's scope, goals, tasks,
deliverables, milestones, communication
channels, budget and deadlines. The aims of a
project plan are to provide a clear roadmap or
blueprint for project execution, to provide early
warning of project requirements, and to ensure
the project stays on track toward completion.
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Example of Project Work Plan
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What is information technology?
• Information technology (IT) is the use of
computers, storage, networking and other
physical devices, infrastructure and processes to
create, process, store, secure and exchange all
forms of electronic data.
• Typically, IT is used in the context of business
operations, as opposed to the technology used
for personal or entertainment purposes.
• The commercial use of IT encompasses both
computer technology and telecommunications.
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What is Information Technology project planning?
• IT project planning refers to the process of
defining and organizing the tasks, resources,
timeline and goals of an information technology
project.
• It involves identifying key deliverables,
stakeholders and the project team while
ensuring a clear understanding of the project’s
objectives. This phase sets the foundation for
the entire project by establishing scope, setting
milestone, and determining roles and
responsibilities for the team members.
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Why is Project Planning Essential
• The project progresses smoothly according to plan.
• You deliver projects on time, on budget.
• All members involved have an understanding of the
project objectives.
• All members involved know their roles and
responsibilities
• You’re in a better position to manage risks, time, and
costs better
• You can identify deviations that could hurt the project
• All your thoughts are documented and you can break
down the project into manageable chunks
• Quality control
• Reduced costs 03/27/25
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Key Elements of Effective Project Planning
• The project plan is written in detail when you start any
new project, but penning down details can be difficult. It
makes sense to emphasize basic goals and milestones. To
do this, we need to have the crucial elements that you
should include in the project planning process. The
essential elements of a project plan are:
• 1. Project Goal
• 2.Scope Statement
• 3.Identification of Stakeholder Needs
• 4.Setting Milestones and Identifying Major Deliverables
• 5.Budget
• 6.Dependencies
• 7.A Detailed Project Schedule
• 8.Risk Management Plan
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What is a Project Goal
• The project goal is the combination of the
reasons for undertaking the project and
the benefits that are expected from it.
Generally, project goals are included in a
project charter, but these should also be
in the project plan to elaborate on the
goals of the project. A clear link should be
maintained between the project charter
(the first key document) and the project
plan (the second key document).
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What is a Scope Statement
• Like project goals, the project scope is
included in a project charter and should be
further explained in a project plan by the
project manager. The project scope tops the
list of most important considerations for
most projects, because without it, the
project does not take off.
• It is the part of project planning that
determines and documents a list of specific
project goals, features, deliverables, tasks,
functions, ultimately costs, and deadlines.
The scope is what needs to be achieved and
what work must be done to deliver a
project.
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Identification of Stakeholder Needs
• Stakeholders could be end-users, project
sponsors, clients, and employees. All
stakeholders and their needs should be
considered. You can use Eisenhower’s
Decision Matrix, which can help you
prioritize their needs based on urgency and
importance.
• Remember to lead a structured conversation
with your stakeholders so that you don’t
have a long list of irrelevant desires to the
project.
• List only what’s important for the project.
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Project Stakeholders
• Stakeholders are the people involved in or
affected by project activities.
• Stakeholders include:
• Project sponsor
• Project manager
• Project team
• Support staff
• Customers
• Users
• Suppliers
• Opponents to the project
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Setting Milestones and Identifying
Major Deliverables.
• What specifically (products or services) do
you need to deliver to your clients? These
are called deliverables. The key
achievements for a project are called
milestones.
• A project plan should identify and define
both these components, and set deadlines
for their completion. While the milestones
and major deliverables do not need to have
exact dates, precise dates can help project
managers break down work structure more
accurately.
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What is a project budget?
• A project’s budget is the amount of money
allocated to complete the project. It is the
responsibility of the project manager to
disperse these resources appropriately.
Project budgeting involves summarizing the
expenses you anticipate for the project, as
compared to revenue.
• The total cost of the project is tied to how
long the project takes to complete, which
again reverts to the scope of the project.
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Dependencies
• This is a stage where you set task dependencies,
which means no one task can be completed
without another. You cannot start a new task
unless the previous task is completed. In project
management, all tasks have dependencies.
• Dependencies are mutual relationships among
tasks that determine the order in which
activities need to be performed.
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A Detailed Project Schedule
• The project schedule informs all stakeholders what
the expected delivery time will be, and helps
project managers and team members to keep the
project progressing in the right direction, at the
right speed.
• Your project schedule includes the deliverables,
tasks for each deliverable, start and due dates for
each task and deliverable, and who will complete
them. Project schedules are usually communicated
in Gantt chart form. You can use online
collaboration apps such as Proof Hub, Trello, or
FreshBooks for creating and managing project
schedules.
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Risk Management Plan
• Risk management is about what could go wrong
that would cause your project to deviate off-
track? What can you do to avoid unprecedented
risks or minimize their impact on your project?
The project manager formulates strategies to
mitigate risks to the project by seeking input
from internal experts, stakeholders, the project
team, and the project sponsor.
• Mitigation strategies are implemented for risks
that are most likely to occur or have high costs
associated with them.
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Figure 1-2. Sample Gantt Chart
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The WBS is shown on the left, and each task’s start and finish dates
are shown on the right. First used in 1917, early Gantt charts were
drawn by hand.
Work Breakdown Structure (WBS)

Project Planning Software
• Enterprise PM software integrates
information from multiple projects to
show the status of active, approved,
and future projects across an entire
organization.
• It also provides links to more detailed
information on each project.
• Many managers like to see status in
color – red, yellow, and green.
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In a Nutshell,
•It’s evident that project planning is a
crucial component of the project
management lifecycle. It helps you
better manage your time, money, and
resources. Project planning facilitates
team collaboration and helps to keep all
stakeholders on the same page.
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References:
•www.see.ed.ac.uk/~gerard/Managemen
t/art8.html
•https://www.slideshare.net/slideshow/
project-planning-63788137/63788137
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IT PROJECT PLANNING- Emphasizing the need to plan.ppt

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