how to write a project plan example

The final reviewed project plan example is sent for approval and final authorization for execution. The. Execute your plan with Sinnaps: Project management software, such as Sinnaps, can effectively implement your project plan along with automatically calculating its critical path and keeping everyone up to date. sample for communication matrix below: This section contains all risks identified in any element of the project, it mainly contains the Risk Log. To create the above diagram we made two changes to our baselined project plan example. In this article, you’ll learn the basics of writing a strategic plan, what to include, common challenges, and more. This step is similar to estimating resources and duration for each task of the project. How to write a project outline The success of your project majorly depends on how you do your outline from the beginning. This section is meant to provide a overall picture of the project that can be seen at a glance as well as convey important project details. One easily identifiable issue with our plan is: This would be a costly problem should it arise, and is obviously something we want to avoid. You may find many templates that vary from extremely complex to extremely simple across the internet. This step is the heart of project planning since it defines opportunities for project schedule compression. Have you ever wondered what is project plan example? It could be a road construction project, tank farm project, drilling project, manufacturing project, erection project, etc. A work plan is an outline of a set of goals and processes by which a team and/or person can accomplish those goals, and offering the reader a better understanding of the scope of the project. At the same time, if you select a more simplified template, you may find yourself stuck with a very limited version of the plan that does not include important details. You need to dig deeper to find the motivation behind the project (e In such a case, you need to review your project plan example and find a way to clear that variance. We obtain these estimates by asking our team to estimate how long each work package will take when we go through the process of updating both the WBS and the plan. At the same time, the combined backgrounds and experience of your project team members cover project different aspects and angles. Example: Normally this section would include information related to physical and human resources that can be procured. The final thing you need to be aware of is the gap between completing the Lessons Learned and the Celebrate task. It contains communication planning for a different type of communication between different stakeholders and the project team. These two situations obviously are not correct, and the way we resolve them is by a technique known as resource leveling, whereby we try to ensure that we balance the demand for a resource with the supply of that resource. The steps we’ve looked at are, with a very brief explanation of each are: Having worked on the project plan example of moving offices, you should now understand how to plan a project from start to finish. This technique works best for smaller projects. Defining the relationship of activities is also known as activity sequencing. The next step in formulating a project plan example is to set an estimate resource and duration for each task of the project. A good project manager is well-informed and methodical in the way he or she decides to write a project plan. Begin your project plan by establishing the goals of the project and identifying the key performance indicators you’re going to use to measure its success. Once we have optimized our plan we’re ready to move on to the penultimate step of how to plan a project…eval(ez_write_tag([[580,400],'expertprogrammanagement_com-large-mobile-banner-1','ezslot_8',670,'0','0'])); Now that our project plan example has been created it is time to review it. This shouldn’t cause any issues, as we’re at the very beginning of our project, versus the difficulties of scheduling with next to no notice if hadn’t added the contingency and were trying to reschedule with next to no notice. Leaders should deliberately not express their opinion when asking a group to find a solution to a problem. : optimize the plan to make it as efficient as possible. See the CDC UP Project Schedule document for more guidance on project schedules and for Project Schedule templates. If you’re not familiar with Gantt charts it will make more sense as we work through our example. The second thing to notice is the yellow box for JR on the 11th and 12th of April indicating the time JR is on vacation. The project plan is one of the cornerstones of successful change efforts. We … In this section, you need to insert a list of compliance-related processes that the project team must adhere to in order to meet company compliance policies. In the above diagram, a red bar indicates that the plan has increased in duration and a green bar that the plan has decreased in duration. Thus which one to choose? The project sponsor revises the project plan’s final version and investigates it to ensure it is realistic enough. How to Write a Work Plan. Contingency is the extra time we add to the schedule to allow for problems arising during project execution. After completing both step 1 and step 2, you can now decide what resources are needed to fulfill the work with the right quality standards. It’s also a good idea at this point to re-check that we have identified all stakeholders and tried to address their needs before we formally kick-off the project. On the other hand, if the project sponsor finds the plan realistic, integrated and conflict-free, he/she will approve it directly. Name of the Organization: XYZ, IncProject Title: New Widget DevelopmentProject Summary: Write a 2-4 sentence summary of the project scopeProject Time-frame: January,1 2010 – September, 30 2010Prepared by: Attached Documentation:Project Contacts:List those individuals who … The project manager will be responsible for ensuring the project schedule is updated with the latest information and never more than three business days out of date. The project team may also merge risk log with issue log in addition to other logs like assumptions and constraints log into a single document. Example: An information system that controls the level of consistency for screen layouts would normally contain full review for all available screens. These techniques include parametric estimation where the team uses a statistical relationship between historical data and other variables to identify cost. Thorough planning makes the project more effective in its scope and impact on the community. A project summary or a project brief contains a brief review of a particular project’s details. Which Economic Model Will Work Best For Your Project Selection? While this may seem an easy approach to create a solid project plan example, it is an approach full of flaws. This step involves calculating the needed tools and machinery, the material needed and the human talents needed to complete the tasks. It presents a project’s objectives, specifications, and requirements, making it a crucial document in starting any project plan. This section of the sample project plan example describes the project’s cost management plan or provide a reference to where it is stored. There are four types of relationships between different activities: Let us send you links for our Free PMP Pack. Now that we settled this point, you need to sit with your team to define the project work as a high level then break it down into detailed work packages. The process whereby the WBS is evolved over time is sometimes referred to as Rolling Wave Planning. Each resource should define the duration and any resources (tools, equipment, etc) needed to complete the task. This section of the sample project plan example describes the project’s quality management covered in step number two in this article. This time we’ve delayed the Celebrate task by 5 days, to give everyone time to both recover from the move and settle into their new environment before we hold a party to celebrate. A baseline is simply a snapshot of your project plan, and it is against this baseline that your project status reporting will be done. This section should contain step 6, “Estimate each task’s costs outputs”. Many project management tools (not GanttProject) have automatic resource leveling tools within them that algorithmically attempt to resolve these conflicts for you. Write your full project plan example: This is the part that the project plan comes together and serves as a visualisation of the project. Still reading? It is important that the tasks on the critical path are completed on time because if they are not then the project schedule will slip. The next step is to continue indenting subtasks so as to recreate the structure of the WBS: You can see that structurally under the Name column, our plan resembles our WBS. We also updated the Celebrate task to say it must occur 5 days after the Formal Project Closure task. We’ve also inserted a task called JR (holiday) to indicate the JR is on vacation during these dates. One problem with these tools is that for complex projects after you have run the resource leveler, it can be really difficult to understand at a glance why your plan looks the way it does. Based on task resources, required talents, and duration, the team should decide the cost needed to complete the task. These tasks should detail every activity the project team will carry out in the most possible detailed way. Well done. Accordingly, our offering here will include steps you should take to create a suitable plan for your project regardless of its size and components. To do this drag we drag our cursor from one task in the Gantt chart to the next to show which tasks happen after other tasks are completed or before other tasks have started. Are You Making These 10 Project Management Mistakes. As issues arise during project execution, you can then revisit your plan to work some of this contingency into your plan as necessary. It can be done a week before deployment or the day before, whatever works best. Then, the project manager handovers the final version of the project plan to the project sponsor for review, recommendations, and final approval. Craft a detailed project schedule。With your goals, tasks, and milestones already outlined for you, … In this article, we will go through the logical steps you need to formulate a project plan successfully. Included on this page, you'll find details on what to include in a strategic plan, the importance of an executive summary, how to write a mission statement, how to write a vision statement, and more. Now, we assign which resources will carry out which tasks: As you can see, some tasks require more than one resource to complete. Just as with the brainstorming technique, we might not be able to completely specify all of the deliverables at the start of the project – what needs to be done in later stages of the project may be unclear until some of the earlier stages are complete. Also, you should define the logical relations between different activities. This project plan example offers major sections of the project plan that we described in this article. We’ll start by defining the deliverables and finish with optimizing our plan so as it is efficient as possible. A Work Breakdown Structure (WBS) represents another, more formal way to define the list of tasks that need to be done to complete the project. Never underestimate project scope. There are some steps you’ll need to take first, including the creation of the Project Charter and Project Scope Statement. The deployment plan should be put together by the project manager and reviewed with the entire project team prior to the deployment. The project team can identify mandatory relations by reviewing any relationship defined by contractual agreement or obligating relation defined by nature. The critical path is defined as the sequence of project tasks which add up to the longest overall duration. Where to start if you want to create a plan for your project? We highly recommend that you review the project plan example we provided as an attachment for your reference. The project managers normally maintain a risk log away from the project management plan in a separate document. This feature is very helpful because it allows you to break your project into segments. Attend our 100% Online & Self-Paced One-Hour Free PMP Training. Project plans vary in sizes, elements, formats, and components. This constraint simply states that the Move Using Hire Firm task can start no earlier than 10th April. The blue box inside the yellow box indicates that we expect JR to do a full day of work on the 11th of April even though JR is on vacation. Your project may not have these details or in most cases, it won’t need them. We project managers use them throughout every step of the project as a guidepost to make sure we’re doing right by our project and by our client. Project plan example that breaks down tools and processes Sometimes telling your team to just go do something is not the best course of action. The correct granularity to use will vary from project to project but a good starting point, if you’re new to project management, is to have tasks which take no longer than the week, and no less than half a day. Should you have any questions, you can email us at [email protected]. Key dates will typically move when you make changes to the critical path. I hope that you’ve found this guide really useful for learning how to plan a project. An example of how our project plan example might look after a couple of changes to the baseline is shown below. Allow the group members to speak with the experts individually and privately if they desire. For example, construction safety plan cannot cover for drilling project safety plan. Additionally, it may also include a description of who has the right to perform audits and how it will be performed. It’s not just about what they tell you they want (e.g., a new website). This includes three subsections: This section includes the output of section 4 and section 5 of this article. Invite outside experts into the meeting and take their opinions seriously. For our project plan example, we’re going to name our plan “Plan V1.0”. By completing this step, formulating a project plan example is almost near completion. You can see that milestones are represented by dots on the Gantt chart, and also that the summary tasks have expanded in places because the durations of subtasks have increased. You don’t want to specify tasks which only take minutes to perform, and likewise, you can’t simply have a single activity called “Do Project”. Establishing a context for the project plan In a recent study with 327 teams The reason for this is that it avoids all confusion and ambiguity when discussing the deliverables of the project. In addition to the mentioned, it gives the project team the opportunity to identify schedule risks and potential conflicts over resources. Thus ensuring that the procurement of hardware including computers, development servers, and test servers are planned and managed properly. For the purposes of our example, we just have one team member, JR, who is on vacation on the 11th and 12th of April. Home / Project Management / Project Plan Example – Sample Real-Life Project Plan. The next step is to make all the tasks subtasks of our Move Office task. Although a project plan is arguably the most important document created on your project, any good project starts with a project brief. The issue log normally maintained by project managers in a separate document away from the project management plan. The project manager may merge between different logs into a single document that contains all different logs. How to write a project plan Now we understand why we need to plan, let’s learn how to write a project plan. A simpler way to think of the critical path is as the shortest route through your project plan. This could be done by putting together the best plan that you can, working out the total project cost, and then agreeing with your steering committee to have a contingency fund, for example, you might agree a 20% contingency fund. Now let’s go through a sample project plan example that we have attached above for you as a reference to use for your future project plan. One practical way to do this is to hold a meeting with your team to specifically review the critical path. The next step is to understand the relationship between different tasks and activities. Notice that there is a one day gap between when we finish packing and the Move Using Hire Firm task. Thus, they usually tend to neglect the team collaboration and depend on their own intellectual skills to perform the activities all by themselves. A Gantt Chart is a tool which allows us to plot activities against time. Level Resources: ensure that the plan is practical and that people aren’t being asked to work too much or too little. This will result in a diagram looking something like this. We do this by entering the Resources tab and entering the name or initials of each resource that will work on the project. You can read more about groupthink and how to avoid it here. A WBS shows a hierarchical breakdown of your project in a deliverable focussed manner. The WBS for our project plan example to move a company from one office to another is shown below: To create your own WBS simply start at the top with a major deliverable of the project, and decompose it down into smaller and smaller chunks. For example, let’s take a look at Toggl Plan, a simple project planning tool that’s perfect for small and medium-sized teams. Accordingly, we will go briefly through different sections of the project plan example to enrich your understanding of the sections. How it can be created? The second of these is to realize that not every activity which makes up the entire project needs to be understood. Notice that both the Pack Up Boxes and Pack Up Computers tasks must be complete before we can start the Move Using Hire Firm task. So, in fact, there is no single right way of creating a project plan example. It also states occasions of governance-related reviews and audits describing the audit standards and their acceptance criteria. As a result, this step is considered one of the most important steps in project planning. Sequence the Tasks: put the tasks into the right order. Also note that the costs are shown, with summary costs being shown also, and the tool estimates that entire project (Move Office) will cost $9,600 to complete, which you can see by looking of the very first row of our project plan example. In this project plan example, we’re going to look at two ways to identify your tasks, one is a simple and quick way to identify the activities and the other is a much more formal way. These other types of resources are material resources, such as boxes for the move which would then be allocated on a cost per unit basis, and cost resources, which in our example would be the Hire Firm as they are a one-off cost to the project, as opposed to a resource that we allocate on a per hour or per day rate (our people resources). It’s good practice to assign a unique identifier to each level of the WBS. Also, the team can use more simplified estimation techniques like Analogous estimation, Bottom-up estimating or three-point estimation techniques. After we have performed our manual resource leveling our project plan example will look something like this: Notice how the plan differs from before – the Pack Up Computers task now happens after the Pack Up Boxes task as they both have to be done by JR and we don’t want JR assigned at 200%. Before you write a word of your proposal, you need to understand your prospect’s true desires. Inserting this tasks to level resources has resulted in the Lessons Learned and Celebrate tasks being pushed out by two days. While in other cases, quality measures may require consistent screen layouts and/or correctly calculated variables. For variances on executive milestones greater than 10%, the project may choose to use guidance specified by CPIC. Really, you are only limited here by your imagination, but some common ways include: It can take time and practice to become skilled in creating work breakdown structures, but these tips and guidelines should keep you on right track: In project management terminology the lowest level of a Work Breakdown Structure is known as a work package. For our example, we obtained the following durations. - No Credit Card Required. Building on this, identifying the risks related to resources and talents. If you are managing your own project then you don’t just go from being assigned a project to manage, straight to creating the plan. In many cases, quality measures may include a condition of no defects (bugs) for certain requirements the company deems critical. You can learn more about work breakdown structures, Now that we have our full project scope and the deliverables (WBS) for our project plan example, it’s time to start sequencing the activities. A project implementation plan sometimes includes a rough schedule, but teams usually set the hard timeline in the execution plan. Thus making sure that these screens match the originally agreed set of quality standards. By going through the process of listing all the deliverables that need to be produced you will probably discover some things about your project’s scope that you were not previously aware of. In order to show you how to plan a project, we’re going walk you through the following steps: So with that let’s dive into the first step of how to plan a project: defining the tasks. Now it is time to add our dependencies and constraints to our project plan example. PMP Certification Exam: The Essential Step for Project Managers Looking for a Career Growth, https://www.youtube.com/watch?v=AHJ6KpqdOmU, https://www.youtube.com/watch?v=xEQKpzrlDqs, The first type of activities’ relationship is, The second type of activities’ relationship is, The third type of activities’ relationship is, The fourth type of activities’ relationship is. If DG could perform the Pack Up Boxes task then we’d create a day of leeway before our Move Using Hire Firm task and our project plan would look like this: As you can see above this gives us one day of leeway, but we want three, so we decide to add some contingency. If you just select any template of the sample, you may find yourself spending precious time filling in a huge amount of details. If this happens we won’t be able to reschedule the hire firm at such short notice, and we may even have a hard deadline to vacate our existing premises. Since you defined what work your project team needs to complete the project, you need to decide what are the quality standards needed for this work. As a start, consider the fact that teamwork and collaboration bring more value than individual efforts no matter how brilliant the individual is. Good question! This makes sense as we don’t want to move before we’ve finished packing. However, overall the Manage (move) still completes on the same day with the Move Using Hire Firm task, as this is the date when the hire firm is booked and doesn’t just simply change because we’ve updated our planning software. In addition to the previous, a good project team considers all possible scenarios of talent and resource acquisition. Because you have agreed to the 20% contingency budget up front, you have the authority to do this without needing to go back to your steering committee for approval. Add Resources: add the people and other resources needed to complete the plan. To complete this step we simply get all of the team together, agree on the definition of when the project deliverables are complete (this will correspond to the acceptance criteria in your Project Scope Statement), and then as a group list all the activities that need to be done in order to achieve all those criteria. It keeps everyone on the same page and manages each other’s expectations. Enroll in our Free Courses and access to valuable materials for FREE! Project planning is a skill and your understanding of how to plan a project should increase over time with practice. Thus, the project team can have an approved version of the project plan example when the project sponsor authorizes the team to start executing project work. There are a couple of nuances which often trip up new project managers: When planning using the brainstorming method it is important to be aware of and avoid groupthink. Project objectives can also help CYA (Cover Your Ass) when the client decides to pivot on you (of course, a well-written Statement of Work helps CYA, too). How to Make People’s common sense and ability to perform problem-solving, make good decisions, and raise unpopular views are overridden by the desire for group consensus. We’d obviously need to book the move with the hire firm for this date or reschedule to this date if we’d already booked it. So how do you do it? You can read more about groupthink and how to avoid it, Just as with the brainstorming technique, we might not be able to completely specify all of the deliverables at the start of the project – what needs to be done in later stages of the project may be unclear until some of the earlier stages are complete. Harvey Mackay is quoted as saying; "Failures don't plan to fail; they fail to plan." Now we move on to the next branch, “Plan” and repeat the process. Click to download the sample project plan example. Groupthink is something you simply need to be aware of for the purposes of this project plan example. Add Dependencies and Constraints: add any constraints on the plan. Timing of this activity will depend on the project schedule . When our project plan example has been ratified it will have been reviewed by the steering committee and signed off. When we’ve completed the example you’ll understand everything you need so you’ll know how to plan a project from start to finish. Also, it describes how to complement project team staff members from an external vendor. This is because they are milestones and this is how we represent milestones within the project management tool. For our project plan example, we’re going to name our plan “Plan V1.0”. In this project plan example, we’ve walked you through everything you need to know so you understand exactly how to plan a project. First, the project team carefully reviews the final project plan example and rectify any variances between different elements. The most common type of project report, a project status report provides a general state of the project to its stakeholders. The next step in formulating a project plan example is to set an estimate resource and duration for each task of the project. In our simple example, we have just four resources, DG and JR costing $800 per day, The Boss costing $1,000 per day, and Hire Company costing $1,000 per day. A project proposal is crucial for getting approval from your boss. In some projects, the project manager may use an artifact like traceability matrix as a tool for determining whether critical requirements are met or not. PMP® Online Training - 35 Hours - 99.6% Pass Rate, PMP® Online Class - 4 Days - Weekday & Weekend Sessions, Are You a PMP? This helps you take into account the variables that might lead you to change your earlier resource decisions. Remember that a WBS is supposed to outline everything the project will produce, so remember to add the project management deliverables such as “project plan”, “communication plan”, “risk management plan” etc. Now is the time to go back and update your project scope document to contain any new information, and get your project sponsor to ratify it again. Note that in our project plan example, by adding our contingency the Move Using Hire Firm date has changed from the 10th April to the 12th April. Now that you plan has been created the next step will be to get it ratified by your steering committee and gain official authorization to start your project. For the purposes of this article we’ll be using GanttProject to create our plan, as even though it doesn’t have some of the rich features that Microsoft Project has, it is free to download and use, and thus a great tool for learning about project planning. Also, you need to consider any global standards you might need to include. The reason we’ve added this constraint is that the 10th of April is the date we’ve booked the hire firm for. Also, it helps in drawing the line for what should the project team consider as a part of the project scope of work and what is considered out of scope. Almost all project management software tools allow you to create a baseline. We decided we’d like 3 working days leeway between finishing packing up and the Move Using Hire Firm task to ensure we avoid this issue. This makes it far more likely that your team will be committed achieving the targets set within the plan and making a success of the plan. Copyright 2009-2018 Expert Program Management. This can mean both that we don’t overuse a resource but also that we don’t underuse a resource where one is available. Most project management tools, but not GanttProject which is very simplistic, allow you to have other types of resources. As a project plan example of such conflict, you may find the estimated costs for an activity doesn’t match the resource estimate. Add Durations: add how long each task will take to complete. To do this it is easiest if you use a tool specifically designed for creating Gantt Charts, such as Microsoft Project (a paid tool) or GanttProject (free). This way, the team leaves no chance of missing any aspect of the project, also it helps the team plan and assigns proper resources to the project. If you did not receive, make sure you check your spam folders and add masterofproject.com to safe senders list to receive our emails. As you can see above by looking at the Name column, all tasks are now subtasks of Move Office. 1. This had the effect of pushing the entire plan out by one day. The first is that we only ever estimate durations for work packages and never summary tasks. Assign at least one group member to deliberately play the role of devil’s advocate. You write a project plan during the project planning stage of the project life cycle, and it must be approved by stakeholders before a project can move on the execution stage. The most common way of organizing a Work Breakdown Structure is shown above, where the project is first decomposed into the phases, but there are other ways you could choose to organize your WBS if it is right for your project. As a result, the project plan might be returned to the project team for revision if the project sponsor sees it unrealistic. The project management plan has to align with a portfolio or program management plan (if any) and is an output of the "develop project management plan" process. The first thing to notice is the red box with 200% written inside it. as your projects require. Although we’ve already looked at all the initial steps of how to plan a project, let’s suppose that after the project has started we make changes to the plan to reflect the new reality, as new information comes in or tasks start to take longer or shorter than planned. Just like estimating resources and duration, the team can use the later technique by calculating the average or the weighted average of optimistic, pessimistic and most likely estimates. eval(ez_write_tag([[250,250],'expertprogrammanagement_com-banner-1','ezslot_7',600,'0','0']));There are multiple ways in which you can define the tasks (also known as activities in project management parlance) to be done. In this article, we’re going to show you how to plan a project by creating a complete project plan example from scratch, for a project to move a company out of their existing offices and into new premises. If you don’t manage to get your team involved in the planning process, then make sure you organize a meeting to walk them through the plan and take on board their feedback. Also, it involves deciding the skill level of talents, estimating their efforts and deciding who should you assign when possible. Review the Plan: check the plan with your team and stakeholders to ensure they are onside. It is important to remember as you enter the tasks to work your way down the WBS starting from the root and then the leftmost subtask. It compares this with an established baseline to see if the project is on track or; if adjustments have to be made if the project is behind its schedule. But if you’re not able to use either of these tools then it’s perfectly feasible to create your plan using Microsoft Excel or even pen and paper. Although the above example is simple, using the steps shown will enable you to plan even complex projects. Now that we have our full project scope and the deliverables (WBS) for our project plan example, it’s time to start sequencing the activities. Key dates will typically move when you make changes to the critical path. This is because the duration of each summary task will be calculated automatically from the work packages belonging to them. There are a few things to note here. If the Packing Up Computers task gets delayed for some reason and doesn’t complete it on time, then we will not be fishing packing when the hire firm turns up to move us to our new office. Be flexible, updating the plan to reflect their input and you’ll get much better buy-in that if you’re inflexible and intransigent. We now need to enter durations for how long each task in our project plan example will take. Another important reason for doing the entire planning processes with your team is that by getting the team to create the plan with you, you create implicit buy-in and group ownership of the plan because they created the plan with you. Example of a Project Plan The best way to understand the planning of a project is by doing one. We do this by highlighting all the subtasks and selecting Indent Right. For example, you can note here that you are not going to do a procurement management plan because there is no procurement required for your project… Accordingly, you and your project team should investigate what are the acceptable quality standards by both your company and customer. Now that we’ve entered all of our resources into our project plan example, we enter any times that those resources are not available, for example, if a member of the team is on vacation or on a training course or has some other commitment. The reason for this is because we have entered a constraint against the Move Using Hire Firm task. Again, we’ve added a constraint. Notice that our contingency is not free as we have the resources JR and DG assigned, to identify the fact that we will be using these resources if required. If we now take a look at the resources tab of our project plan example we can see a couple of interesting things. Create a Baseline: lock down the plan by creating a baseline. Let’s walk through the steps of a simple project, say, finally hanging that artwork your daughter made in grade school. Is There a Better Way? Writing a strategic plan can be daunting, as the process includes many steps. These techniques may include parametric estimation which uses a statistical relationship between historical data and other variables. Earn 60 PDUs Easily & Renew Your PMP, Don't Risk Your PMP Success - Enroll in PMP Exam Simulator, Project Plan Example – Sample Real-Life Project Plan. 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