What is Project Planning?

A simple question for you - What is project planning?

Before I answer that, remember this. Here at EasyPM we like to keep things simple. Our dearly held view is that there is enough complexity in the world without us adding to it with jargon and buzzwords. I will do my best to keep this one simple and informative.

However, at this point I must confide in you that it is a skill that needs to be learned. Some people are naturally good at it, others not so good, but it can still be learned. Ok so far? Here we go.

Project planning is a process. It does the following things:

1. project planning identifies clearly what will be produced (the products), the resources needed and when they will be delivered.
2. project planning confirms that the project has been thought through before it commences and offers assurance that there is some control of the resources.
3. project planning forms the basis of communication with customers and management to confirm the end products are understood.

The project planning process starts and runs in parallel with the project initiation process. It is necessary as part of project initiation to define a high-level project plan. However, and ideally, the detailed planning process should be taken as an activity separate and following on from the project initiation process.

The output from the planning process is called the project plan and this is usually written down and distributed in an easy to read format for discussion. Discussing the project plan is a key part of the communication process with customers and management.

There are many ways to write a project plan but a Gannt chart (like the little graphic in this post) is a well known and easily understood format. Very simply, a Gannt Chart is a list of activities with start dates, end dates and the name of the person responsible for completing the activity. Here at EasyPM, we like Gannt charts and use them without hesitation. Why not take a look at the article where we walk through the Gannt chart and talk about tools for creating one?

So now we summarise. Project planning is a process whose output provides enough detail to management and customers to describe the following about the project:

• What it is that the customer needs done.
• How it will be delivered, using what resources (including money) and by whom.
• When it will be done.

Any questions, stay back after class!

How To Build A Business Aligned Project Portfolio

So how do you build an optimal project portfolio that is aligned with your business strategy?

In three easy steps, the EasyPM way ... I hear the chorus shout!

Here's how you do it.

1. List and categorise all projects that are currently open and funded.
1a. If they are not funded add them to the "On Hold" list and pull all resources because they are not a projects.
1b. Categories on the list could be as follows:
- - - Revenue Generating
- - - Cost Reducing
- - - Process Improving
- - - Compliance / Regulatory
- - - Security
- - - Other
2. Identify the projects that deliver real business objectives.
3. List the value in Pounds/Dollars/Euros/Yen ... that each project will deliver to the business.

Once you have completed this relatively simple process, which may include a review of each project's business case, you will find that business alignment of the project portfolio will be easy to achieve.

Why Is Project Initiation So Important?

Why Is Project Initiation So Important? Well it's simple really when you think about it.

Let me explain. In earlier posts, I mentioned that project initiation information can be captured in a single document. This project initiation document, or PID as it is known, allows you to complete some important steps in building a good foundation for your project.

When you complete a PID you will have gathered a lot of information about the project to explain what it is, how it will be delivered, when and by whom. So it sounds like a great document to have right?

Of course once you have this information captured in a single document it becomes so much easier to communicate. At the simplest level, all you have to do is send it out and ask the person who is demanding answers to their questions to read it. We all know we would NEVER do that, but hey, what a great reference point it will prove to be. And guess what, it actually becomes that proverbial hymn-sheet that everyone wants to sing from.

So let me summarise the importance of project initiation:

1. A project properly initiated is built on a solid foundation.
2. Every stakeholder will know what the project is about and who is involved in making it happen.
3. Finally it represents an agreement. Project initiation allows a project manager to set the contract for delivery and agree with the task-masters (sorry stakeholders) what the project will end up delivering.

Ok you get the drift now? Don't skip it and don't believe the experts who tell you to just get on with the delivery. Invariably those are the guys who are not around when the ess-aitch-one-tee hits the fan due to lack of proper controls. Have you heard enough drum beating on project initiaion? Any comments, let me know.

Useful links
Project Initiation document
Easy Introduction To Project Management
How To Use Project Initiation the EasyPM Way