What is Project Planning?

Project planning is the organization of people, deadlines, methodology, and objectives to streamline the production of a good, product, or goal. In a development context, that means planning to create an effective, sustainable, and worthwhile project, from infrastructure to social services.

Project Planning Process

Effective project planning aims to properly document managerial elements needed for the successful completion of projects. Identifying primary aspects of project planning allows project management to control each stage of the project development and allows for the project timeline, roles, and responsibilities to be effectively designed and implemented.



Click on each step to learn more!

Stakeholder Needs
Objectives and Deliverables
Schedule
Roles and Responsibilities
Communication Plan
Project Budget

Project Management Frameworks

Project Management Frameworks are designed to assist an individual or team in managing and following the Project Planning Process. They dictate the manner in which a team or individual will meet the steps of the Project Planning Process. There are countless frameworks that fulfill this goal, however, every project has a framework that fits its anticipated outcomes best.

The layout visualized below categorizes Project Management Frameworks most applicable to Development Projects, allowing development practitioners to select the framework that best fits their project.

Scroll through each category to see the applicable frameworks.

Click on each framework to learn more

Short-Term

Agile

focuses on iterative progress and can be applied to shorter development cycles, making it suitable for short-term projects

DMAIC

optimization and stabilization of different business processes and tools applied to shorter projects to resolve specific issues

Agile

focuses on iterative progress and can be applied to shorter development cycles, making it suitable for short-term projects

Lean

focuses on long-term efficiency and waste reduction, making it well-suited for ongoing, larger projects or continuous improvement

Waterfall

clearly defined sequence of execution with project phases that do not advance until a phase receives final approval

Critical Chain

work map that outlines the process that multiple project teams undergo when reworking a feature

Long-Term
Efficiency/Innovation

Lean

focuses on long-term efficiency and waste reduction, making it well-suited for ongoing, larger projects or continuous improvement

Critical Chain

work map that outlines the process that multiple project teams undergo when reworking a feature

DMAIC

optimization and stabilization of different business processes and tools applied to shorter projects to resolve specific issues

Agile

focuses on iterative progress and can be applied to shorter development cycles, making it suitable for short-term projects

Journey Mapping

 visualizes the process a user goes through when using a specific tool, as well as outlining their thoughts on the process and each specific step they must take

Persona Approach

semi-fictional characters that represent different areas of a target audience, user base or stakeholder group

User-Centric

The Project Budget is a major component of any project. Computing the project costs early on will help in allocating potential shortfalls within budgets and aids. The main aspects to consider when putting together a project budget are calculating the anticipated costs, preparing for any sort of budget change, and monitoring the budget.

Principles

  • Calculating Anticipated Costs: Includes labor, project equipment and materials, subscription services, travel, and, for certain projects, software.
  • Budget Change: Initial costs may change along the way as such costs are just estimates and not absolutes, and situations can change at any time
  • Monitoring the Budget: Being aware of each expenditure, understanding its purpose, and maintaining authority over all financial transactions. When the budget is being monitored closely, any error that may occur can be addressed promptly and effectively.

Checklist

  • Have plans been made to combat any unexpected costs? And if so, how would these situations be resolved?
  • Are there any opportunities for cost savings? And if so, where will the extra money go to?
  • How often will everyone be updated with budget reviews and when will such meetings take place?
  • How many sources of funding will be available?
  • Are there any plans if the costs go over the budget?
  • What sort of software will be used to keep track of money spent?

A communication plan is a strategic document that outlines the systematic approach and methods used by an organization or an individual to relay information to its target audience. Ensures efficient and effective communication that fosters understanding, engagement, and alignment with organizational needs and objectives.

Principles

  • Project Implementation
  • Collaboration
  • User Experience
  • Addressing Privacy and Security

checklist

  • Are the purpose and objectives of the plan clearly articulated?
  • Are communication goals in line with overall organizational goals?
  • What are some clear key messages that align with the objectives of the organization?
  • What are methods of communication that can be utilized to reach each audience?
  • Does there need to be a budget developed?
  • Is there a plan to deal with any crises that arise?
  • Are there proper channels to give and receive feedback?
  • Are there metrics to establish the communication of those involved?

This stage allows for colleagues to effectively designate and communicate about tasks and project timelines. Identifying team segments and individual roles allows for more efficient and cohesive communication and progression.

Checklist

  • Determine particular roles that will be assigned
  • Determine if any new roles need to be assigned for the purposes of the specific project
  • Determine which individuals should be assigned which tasks
  • Communication among team members about when collaboration will be necessary
  • Determine what, if any, software or management tools will be used
  • Determine how the project timeline affects certain roles/responsibilities and their agenda
  • Determine how potential issues with stakeholders will be resolved through the lens of each role

 A project schedule is a roadmap that outlines the timeline and sequence of tasks necessary to accomplish project objectives. It breaks down the entire project into manageable pieces, assigning specific durations to each task and establishing deadlines for their completion.

Why is it important?

  • Guides Progress: A well-structured project schedule keeps everyone on the same page by providing a clear path for project execution. It ensures that tasks are completed in a logical order, preventing chaos and confusion.
  • Resource Allocation: By assigning timeframes to each task, the project schedule helps in efficient resource allocation. It allows teams to optimize their efforts, preventing bottlenecks and ensuring that resources are used wisely.
  • Risk Management: Identifying and addressing potential delays early in the project schedule can help mitigate risks. It allows for proactive problem-solving and adjustments to keep the project on track.
  • Client and Stakeholder Expectations: Clearly defined due dates set expectations for clients and stakeholders. It enhances transparency and enables better communication regarding project progress.

Implementation

  1. Task Breakdown: Divide the project into smaller, manageable tasks. Clearly define the scope of each task and estimate the time required for completion.
  2. Sequence Tasks: Arrange tasks in a logical sequence, considering dependencies and relationships. Some tasks may be dependent on the completion of others.
  3. Assign Resources: Identify and allocate resources (human, financial, and material) required for each task. Ensure that resources are available when needed.
  4. Set Milestones: Establish key milestones and due dates. Milestones mark significant achievements or the completion of a phase, while due dates indicate when specific tasks must be finished.
  5. Regular Updates: Regularly update and review the project schedule. Adjust timelines and due dates as needed based on actual progress, unforeseen challenges, or changes in project scope.

Project objectives are specific, measurable, achievable, relevant, and time-bound goals that outline what needs to be achieved, how, and when. They align everyone towards a common objective, increasing efficiency and teamwork capability.

SMART Objectives

  • Specific: Clearly state what the project aims to accomplish
  • Measurable: Make sure you are able to quantify everything you aim to achieve in some way for tracking purposes.
  • Achievable: Keep the project objectives reasonable and realistic, so that you may progress through the steps quicker.
  • Relevant: Keep what you hope to achieve aligned with the project at hand. Do not do either too much or too little.
  • Time-Bound: Set a deadline for each goal.

Deliverables include tangible and intangible outcomes or results that come as a result of the activities of the project. Essentially, they help you to determine whether or not you have succeeded in achieving your goals and project objectives.

Deliverable Characteristics

  • Tangible and Intangible: Deliverables can be tangible things like models or constructions, or intangible things like software and achieved statistical outcomes.
  • Measurable: It should be clear to the workers and stakeholders how these deliverables are tracked and completed.
  • Verifiable: Stakeholders and consumers must be able to verify that they meet the requirements set forth by them.
  • Time-Bound: They often include hard deadlines.

A stakeholder is an individual, group, organization, or entity that has some sort of interest in a particular project. Stakeholders can be either internal or external to the entity in question. Stakeholders play a crucial role in shaping the direction and outcomes of an entity’s activities and project planning process. 

What role do stakeholders play in the project planning process? 

Help ensure that the project aligns with the organization’s strategic objectives, contributing to its overall success and sustainability:

  • Define the project’s objectives and scope by articulating their specific needs and expectations
  • Influence resource allocation decisions, such as budget and personnel, ensuring that resources are aligned with organizational priorities
  • Participate in decision-making processes, including the approval of a project’s plans, change requests, and project closure

Why are stakeholders important?

By involving stakeholders, project planning becomes a collaborative and well-informed process, enhancing the project’s likelihood of success and its alignment with broader strategic objectives.

How do we incorporate stakeholders within the project planning process? 

  1. Identify and categorize stakeholders, distinguishing between internal and external, primary, and secondary stakeholders
  2. Engage stakeholders through various communication channels, such as meetings, surveys, and interviews, to elicit their input, needs, and expectations
  3. Define project objectives, scope, and constraints while considering stakeholder feedback
  4. Develop a Stakeholder Engagement Plan, outlining strategies for ongoing communication and involvement throughout the project lifecycle
  5. Integrate stakeholder feedback into project plans, make adjustments as necessary, and ensure that the project’s goals align with the interests of key stakeholder