Department of Civic and Ethical Studies Project Design and

project Management in civic and ethical

Education
Course code: CEED 6021

Group Assignment:

Group Member Name 1, Addis Alem Nigussie......Pgw /29179/15

2, Dawit Ayalew Pgw/ 29176/15

 Introduction

In our group Assignment title is project planning. In this Assignment Project plans are
essential for managing and executing projects successfully. Philip Russell, PMP shares with
us a comprehensive look at 'What every project manager should know about project plans'-
in this new blog. In it, Philip discusses the importance of having a solid plan and offers tips
on how to create one that will impress stakeholders. Below is a brief extract of the blog:
Projects need plans because they’re complex undertakings that require careful coordination
and execution. Without a plan, it’s all too easy for things to go off the rails. A good project
plan accounts for every step of the project lifecycle, from start to finish. It includes clear
milestones and deliverables so everyone knows what needs to be done and when it needs to
be done. It also identifies who is responsible for each task and sets out a timeline for
completing the work. Of course, no plan is perfect, and things will inevitably change as you
progress through the project. But without a plan, it would be much harder to adapt and be
agile to those changes and keep the project on track.
The project plan is, in essence, a communications tool. It’s the reference point for delivery,
and as such, needs to communicate how the project team will achieve the desired end goal,
which is important in the new 2021 business world where managing remote teams is a
critical skill. Work through the following elements when drafting a project plan. Each one
plays a critical part in ensuring that the project team moves towards successful delivery:
Definition of project objective: a clear, simple goal easily understood by all stakeholders
Project description: focus on answering the questions such as ‘What,’ ‘When,’ ‘How much,
’Who,’ ‘Where’, etc. Schedule and work breakdown structure: be clear about the
deliverables needed to complete the project. Map out the various strands of work, with
allocated responsibilities and dependencies. Risk management plan: carry out a
comprehensive risk assessment, with an associated management plan for treating or
carrying those risks. Crucially, gain agreement to the plan from sponsors and stakeholders,
to make sure that risk appetite is consistent across the board Quality assurance plan: much
like with risk, make sure that there is agreement as to the agreed quality metrics
Communication plan: be specific about reporting lines, reporting frequency, responsibilities
for creating and delivering the reports, and report format Considering all of these elements,
and pulling them together into one cohesive document, can mean the difference between a
smoothly running project and one which deviates to budget overspends and delivery
overruns.
 Project planning is part of project management, which relates to the use of schedules
such as Gantt charts to plan and subsequently report progress within the project
environment. Project planning can be done manually or by the use of project management
software.
Project success is based on keeping all the critical elements in balance. The major inputs
of time, people, and money all need to be controlled and managed so that project goals are
delivered on schedule and within budget. If one of these elements is changed, for example if
one of the goals becomes more
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Challenging, then adjustments need to be made to ensure that delivery is still possible.
In this example, the budget may need to increase to achieve the new goal, or the number of
people dedicated to the project may need to rise.
The critical point is that a well-structured project plan gives project managers the
visibility and flexibility to make those adjustments. Keeping all elements in balance means
those risks can remain controlled throughout the project.
Definition of project planning
Definition: Project planning is a crucial part of project management focused on creating
a detailed plan that outlines the steps and resources necessary to achieve the project's
objectives, including identifying the project's scope, establishing a timeline, assigning tasks
and resources, and budgeting for the project. Project planning is an iterative process, and the
project plan may need to be adjusted as the project progresses. It is important to regularly
review and update the project plan to ensure that it stays on track and meets its objectives.
Organize your projects with project plans to keep things on track before you even start. A
project plan houses all the necessary details of your project, such as goals, tasks, scope,
deadlines, and deliverables. This shows stakeholders a clear roadmap of your project,
ensures you have the resources for it, and holds everyone accountable from the start. In this
article, we teach you the seven steps to create your own project plan. Project plans are
essential to keeping your project organized and on track. A great project plan will help you
kick off your work with all the necessary pieces from goals and budgets to milestones and
communication plans in one place. Save yourself time (and a few headaches) by creating a
work plan that will make your project a success.
Project planning is the second stage in the project management process, following
project initiation and preceding project execution. During the project planning stage, the
project manager creates a project plan, which maps out project requirements. The project
planning phase typically includes setting project goals, designating project resources, and
mapping out the project schedule.
In addition to this definition a project plan sometimes called a work plan is a blueprint
of the goals, objectives, and tasks your team needs to accomplish for a specific project.
Your project plan should include information about your project schedule, scope, due dates,
and deliverables for all phases of the project lifecycle. But not all project planning processes
are created equal which leads some teams to underutilize them or skip over them
completely. To write an effective project plan, you need to be methodical (follow a series of
steps), specific, and clear when it comes to your ideas and execution strategy.
Phases of project planning
Project planning is a critical element of project management, as it sets the stage for the entire project. There
are eight steps
1, Define the goals and objectives of the project

Set specific, measurable, achievable, relevant, and time-bound (SMART) goals. This includes the milestones
and smaller tasks the team must complete by the end of the project. It is important to get input from all
stakeholders when creating the work plan to ensure that everyone is on the same page.
2, Develop the project plan

Define the project's scope by creating a work breakdown structure, schedule, and budget. The work
breakdown structure details the tasks that need to be completed, the schedule outlines the timeline for the
project, while the budget identifies the resources required and costs associated with the project.
3, Identify the project risks

The project manager makes a plan for the unexpected. This includes possible solutions to manage potential
risk. A contingency plan is included in case something goes wrong.
4, Create a communication plan

The communication plan dictates who's to be updated on the project’s progress and how often. This ensures
everyone is on the same page.
5, Assign roles and responsibilities
Each team member needs to know what is expected of them. This includes their deliverables and deadlines.
The project manager assigns tasks depending on each member's strengths and weaknesses. This ensures tasks
are completed effectively, and the project stays on track.

6, Obtain approvals

The project lead presents the plan to the company's CEO for approval. Once approved, the head of marketing
is responsible for ensuring that all tasks are completed on time and within budget.

7, Launch the project

A kickoff meeting marks the beginning of the execution phase. It sets the pace for the project. This is when the
team puts all the pieces together and starts working towards the project goals. To organize a successful kickoff
meeting:

Ensure all the stakeholders are in attendance. Reschedule if a key person is unavailable on the chosen day.

Create a detailed, clear and concise agenda.

8, Monitoring and evaluation

The project manager monitors and adjusts the plan as needed to ensure the successful completion of the project.

Types of project planning

The type of planning depends on the nature of the project and personal preferences. There are three types of
project planning: vertical, horizontal, and joint.
1, vertical planning

Also known as waterfall planning, vertical planning is when the project manager plans the different phases of the
project sequentially, from start to finish.
2, horizontal planning

Horizontal planning is when the different parts of the project are planned simultaneously. This type of planning
is also known as agile planning

3, joint planning

This is a mix of both vertical and horizontal planning. Part of the project is planned sequentially, and some parts are
planned at the same time. This type of planning is also known as integrated planning. □

Tools used in project planning

Project planning tools can be manual using tangible items like pen and paper. They can also be software tools that
produce visual elements that can connect teams across departments and time zones. A Gantt chart and a risk register
can be conceived manually or on software.

Planning Tools are instruments that help guide organizational action steps related to implementation of an initiative,
program, or intervention. They may provide detailed descriptions about the county implementation plan and how it
was developed.

1, Gantt chart: A horizontal bar chart in which members can see what tasks must be completed in what order, and
how long each is expected to take

2, Risk register: A chart that lists risks associated with the project, along with their probability, potential impact,

Components of a project plan

During the planning phase of the project management lifecycle, you'll determine the steps to achieve your project
goals.
The components of project planning are: tasks, milestones, people, documentation, and time. This step involves
outlining your project scope, objectives, and timeline to make sure all stakeholders are on the same page. Tasks:
Tasks are activities that need to be accomplished within a set period of time. These are assigned to different
members of the team according to their role and skill set.
1, Milestones: To go along with tasks, milestones are important points within the schedule that indicate progress.
They tend to signify the completion of a deliverable or phase of the project.
2, People: A project plan also includes the people working on your team and their roles. It's important that each
team member understands their role and the tasks they're responsible for completing. Ensuring that everyone is clear
on
their assigned tasks frees you up to focus on managing the project, ultimately creating a sense of
personal responsibility for team members.

3, Documentation: During the project planning phase, it is a good idea to draft a project plan that links to relevant
documentation. Besides your project plan, you can include documents like a RACI chart (Responsibility Assignment
Matrix), which defines roles and responsibilities for individuals on your team. Another document is your charter
which defines the project and outlines the details needed to reach your goals. You can include a budget and risk
management plan, if relevant.
4, Time: Project plans should include the estimated duration of the project. How much time will be spent on each
part? The schedule will be the anchor of your project plan. It includes dates for starting and completing tasks, and
dates (deadlines) for reaching specific milestones. Indicating the project's start and end dates will help situate this
project among competing priorities, and helps determine resources (including people) needed and when you'll need

Characteristics of a Good Project Plan

• project successfully. It is primarily concerned with defining and controlling what is and is not included in the
project

• Schedule management plan - Sets the format and establishes criteria for developing and controlling the project
schedule

• Cost management plan - Sets the format and establishes criteria for planning, structuring, estimating, budgeting,
and controlling project costs

• Quality management plan - Describes how the project management team will implement the organization’s
quality policy

• Process improvement plan - Details the steps for analyzing processes that will facilitate the identification of waste
and non-value added activity in order to increase customer value
• Staffing management plan - Describes when and how human resources requirements will be met

• Communication management plan - Describes the communications needs and expectations for the project; how
and in what format information will be communicated; when and where each communication will be made; and who
is responsible for providing each type of communication

• Risk management plan - Describes how project risk management will be structured and performed on the project
• Procurement management plan - Describes how the procurement processes will be managed from
developing procurement documentation through contract closure

The development of the project plan does not have to be done all in one shot at the beginning of the project. As a
matter of fact, chances are you will not be able to do it all in one shot but as more things are known about the
project. This progressive detailing of the project management plan is often called “rolling wave planning” indicating
that planning is an iterative and ongoing process.

Benefits of project planning

Project planning is important because it helps form the steps needed to complete a project successfully. Planning
helps teams avoid potential problems and roadblocks to ensure the project stays on track. These are some benefits of
a good project plan:

1, Helps ensure projects are completed on time, within budget, and to the required standard

2, Facilitates effective communication between all members of a project team

3, Helps identify potential risks and issues at an early stage4,

4, Helps you communicate your vision and objectives to your team

5, Keeps everyone focused on the goal

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Summary
Project planning is the second stage in the project management process, following project initiation and preceding
project execution. During the project planning stage, the project manager creates a project plan, which maps out
project requirements. The project planning phase typically includes setting project goals, designating project
resources, and mapping out the project schedule.
In addition to this definition a project plan sometimes called a work plan is a blueprint of the goals, objectives, and
tasks your team needs to accomplish for a specific project. Your project plan should include information about your
project schedule, scope, due dates, and deliverables for all phases of the project lifecycle. But not all project planning
processes are created equal which leads some teams to underutilize them or skip over them completely. To write an
effective project plan, you need to be methodical (follow a series of steps), specific, and clear when it comes to your
ideas and execution strategy.
Risk level, and mitigation plans

Project planning is at the heart of the project life cycle, and tells everyone involved where you’re going and how
you’re going to get there. The planning phase is when the project plans are documented, the project deliverables and
requirements are defined, and the project schedule is created. It involves creating a set of plans to help guide your
team through the implementation and closure phases of the project. The plans created during this phase will help you
manage time, cost, quality, changes, risk, and related issues. They will also help you control staff and external
suppliers to ensure that you deliver the project on time, within budget, and within schedule.

The project planning phase is often the most challenging phase for a project manager, as you need to make an
educated guess about the staff, resources, and equipment needed to complete your project. You may also need to plan
your communications and procurement activities, as well as contract any third-party suppliers.

The purpose of the project planning phase is to:

• Establish business requirements

• Establish cost, schedule, list of deliverables, and delivery dates

• Establish resources plans

• To obtain management approval and proceed to the next phase The

basic processes of project planning are:

• Scope planning - specifying the in-scope requirements for the project to facilitate creating the work breakdown
structure
• Preparation of the work breakdown structure - spelling out the breakdown of the project into tasks and sub-tasks
• Project schedule development - listing the entire schedule of the activities and detailing their sequence of
implementation
• Resource planning - indicating who will do what work, at which time, and if any special skills are needed to
accomplish the project tasks
• Budget planning - specifying the budgeted cost to be incurred at the completion of the project

• Procurement planning - focusing on vendors outside your company and subcontracting

• Risk management - planning for possible risks and considering optional contingency plans and mitigation
strategies
• Quality planning - assessing quality criteria to be used for the project

• Communication planning - designing the communication strategy with all project stakeholders
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Reference
• Argyris, Chris. Overcoming Organizational Defenses: Facilitating Organizational Learning. Boston: Allyn and
Bacon, 1990.

• Lewis, James. Team-Based Project Management. Beard Books, 2003.

• Lewis, James. Mastering Project Management. New York: McGraw-Hill, 1998.

• Lewis, James. The Project Manager’s Desk Reference, Third edition. New York: McGraw-Hill, 2006.

• Lewis, James. Project Planning, Scheduling, and Control, Fourth edition. New York: McGraw-Hill, ... .Carlzon,

Jan. Moments of Truth. New York: Perennial, 1987.

.Definition of project planning methodologies with examples". Retrieved 24 April 2014.

. Filicetti, John, Project Planning Overview, PM Hut (Last accessed 8 November 2009).
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