ADIGRAT UNIVERSITY DEPARTMENT OF CHEMICAL ENGINNERING

ADIGRAT UNIVERSITY

COLLEGE OF ENGINEERING AND TECHNOLOGY

DEPARTMENT OF CHEMICAL ENGINEERING
COURSE TITLE: PRODUCTION AND PROJECT MANAGEMENT
COURSE CODE: ChEg5211
ASSIGNMENT TITLE: HOW TO WRITE A PROJECT PLANNING
FORMAT
PREPARED BY: NETWORK FIVE

S No. NAME ID NUMBER SECTION

1. ALEBACHEW ASHAGRIE RET 0096/06 ONE

2. H/MARIAM ASEGEDOM RET 0748/ 06 ONE

3. KINFE GIRMAY RET 0934/06 ONE

4. MELKAMU ADDIS RET 1074/06 ONE

5. SEID ARAGAW RET 1285/06 ONE

6. SELAMAWIT LEMMA RET 1293/06 ONE

7. TEMESGEN TEKLU RET 1469/ 06 ONE

8. TESFAYE BAYILE RET 1499/06 ONE

SUBMITTED TO: Mr. TSEGAY H. (M.Sc. in food Engineering)

SUBMISSION DATE: TUESDAY, DECEMBER 26, 2017Gc.

ASSIGNMENT ON HOW TO WRITE PROJECT PLANNING FORMAT

 ADIGRAT UNIVERSITY DEPARTMENT OF CHEMICAL ENGINNERING

Acknowledgment
Our praise goes to Almighty God for the strength He bestows on us throughout the development
of this assignment work. Then we would like express our gratitude to our instructor Tsegay Hailu
for giving this assignment, support, and guidance for the accomplishment of this work.

Finally, we would like to extend our deepest gratitude to our intimate friends who support us by
their electronic facilities and our classmates for flow of their ideas.

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Table of Content
Contents Page

Acknowledgment ............................................................................................................................. I

Table of Content ............................................................................................................................. II

1. INTRODUCTION ...................................................................................................................... 1

1.1. Document Purpose ............................................................................................................... 1

1.2. Associated Documents ......................................................................................................... 1

1.3. Project Plan Maintenance ..................................................................................................... 1

2. PROJECT SCOPE ...................................................................................................................... 2

2.1. Outline of Client’s Objectives .............................................................................................. 2

2.1.1. Objectives ...................................................................................................................... 2

2.1.2. Success Criteria ............................................................................................................. 2

2.1.3. Risks .............................................................................................................................. 2

2.2. Outline of <Organization> Objectives ................................................................................. 2

2.2.1. Objectives ...................................................................................................................... 2

2.2.2. Success Criteria ............................................................................................................. 3

2.2.3. Risks .............................................................................................................................. 3

2.3. Definitive scope statement ................................................................................................... 3

3. DELIVERABLES ....................................................................................................................... 4

3.1. To client................................................................................................................................ 4

3.2. From client ........................................................................................................................... 4

4. PROJECT APPROACH ............................................................................................................. 5

4.1. Project Lifecycle Processes .................................................................................................. 5

4.2. Project Management Processes ............................................................................................ 5

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 ADIGRAT UNIVERSITY DEPARTMENT OF CHEMICAL ENGINNERING

4.3. Project Support Processes .................................................................................................... 5

4.4. Organization ......................................................................................................................... 5

4.4.1. Project Team .................................................................................................................. 5

4.4.2. Mapping between <Organization> and Client .............................................................. 5

5. COMMUNICATIONS PLAN .................................................................................................... 6

6. WORK PLAN ............................................................................................................................. 7

6.1. Work Breakdown Structure .................................................................................................. 7

6.2. Resources ............................................................................................................................. 7

7. MILESTONES ............................................................................................................................ 8

8. PERFORMANCE AND METRICS ........................................................................................... 9

9. RISKS, CONSTRAINTS, AND ASSUMPTIONS .................................................................. 10

9.1. Risks ................................................................................................................................... 10

9.2. Constraints.......................................................................................................................... 10

9.3. Assumptions ....................................................................................................................... 10

10. FINANCIAL PLAN................................................................................................................ 11

11. REFFERENCE ....................................................................................................................... 12

12. APPENDICES ........................................................................................................................ 13

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1. INTRODUCTION
1.1. Document Purpose
Describe the purpose of the document. For instance, it may be an outline plan for a multi-phased
project, it may be an early draft for discussion, it may be the final formal first version, etc.

1.2. Associated Documents

Describe associated planning documents. For example, details of the projects processes and
standards may be captured in an associated Quality Plan; details of acceptance by the client may
be in an Acceptance Test Plan, etc. Refer to documents by name, version number, & issues date.
Some documents may not be written at the time of producing this plan, they are still referenced
here as related documents. Any documents in this section, together with this Project Plan
document, form the complete planning set of documents for the project.

1.3. Project Plan Maintenance

Describe how the Project Plan will be updated. What is the process for this, who approves
changes, etc. It may be that minor updates will be recorded in status reports, major changes will
require a reissue and full re-approval of the Project Plan document itself. There may be planned
for updates if this is a multi-phase project and this is just the initial version of the plan.

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2. PROJECT SCOPE
This section provides an overview of the project’s objectives, both from the client’s perspective
and from <organization’s> perspective. The key success criteria and major risks are highlighted.

2.1. Outline of Client’s Objectives

2.1.1. Objectives
Explain what this project means to the client –

 What is the project about?

 Why are they undertaking it?
 How does it fit into their larger work / business activities?

2.1.2. Success Criteria

State how the success of the client’s project will be measured. (This is not necessarily the same
as the measurements for the success of your project for which this is the plan – see next
subsection).

2.1.3. Risks
Brief statement of the major risks of the client’s project. If your project is helping them mitigate
against their risk then explain this.

2.2. Outline of <Organization> Objectives

2.2.1. Objectives
Explain what your organization’s objectives are, and what you are responsible for, mapped into
the larger picture of the client’s overall project / program as described above. Be careful not to
take on responsibilities that really belong to the client. For instance, you may be providing the
client with a capability to do something, but the client’s objective is to make use of that
capability to achieve some stated business objective. Your project is then to provide that
capability, not to achieve the client’s business objective.

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To give an example, the client may want to reduce hold time in a call center by 50% over 6
months, and your project may be to provide the capability to enable them to do that, which only
gives them their benefit PROVIDED that they then use your capability appropriately.

2.2.2. Success Criteria

State how the success of your project will be measured. This may be different from the client’s
measurements, for instance this may be a fixed cost project for an external client and you have
certain profitability objectives.

2.2.3. Risks
Very brief statement of the major risks of your project and how they are being minimized. This
is expanded on later in this document, so just give an overview of the key risks here.

2.3. Definitive scope statement

What is the definitive statement of what your project is responsible for? This is normally be
reference to some other document, such as a contractual Statement of Work, a Requirements
Document, a gap analysis on an existing system, etc.

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3. DELIVERABLES

3.1. To client
List all the formal deliverables to the client, and when they are due. Indicate if the due date is
estimated or contracted. This list is essentially what the client is buying. This can include things
other than a tangible material item, such as X people for Y weeks for support of a deliverable.

3.2. From client

In most projects the client has certain formal obligations, such as review of documents within a
certain timeframe, provision of test data, provision of some equipment, etc. Make sure these are
highly visible in the plan so it is clear what your expectations of the client are. Listing them in a
separate section helps highlight this to the client. You want to give them support and
encouragement to make their deliverables. Also include other client responsibilities, such as the
provision of a single point of contact for project management issues.

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4. PROJECT APPROACH

4.1. Project Lifecycle Processes

This is where the overall approach to the project is described, explaining how the work gets
done. What is the overall approach to undertaking the project work? Is the project split into
major phases? How are requirements being captured? Is there a prototyping activity before
solidifying the requirements? What sorts of integration and testing activities are there? For a
management consultancy project what kinds of reviews will there be, and how will input be
accepted?

4.2. Project Management Processes

This is a description of those processes used to manage and control the project. It is critical that
this section at a minimum describes the formal process to control project changes. It could also
include such things as the risk management process, and how performance information is
captured and reported (which may be expanded on in the Communications Plan section later in
this document).

4.3. Project Support Processes

This is a description of those processes that typically happen throughout the project lifecycle and
support the various other activities. Often includes such processes as configuration management,
release control, how the support infrastructure will be used, etc.

4.4. Organization
This section will benefit from the use of diagrams to explain the organizations and mapping.

4.4.1. Project Team

How is the project organized to accomplish work? Is there a formal project organization
structure, if so, explain it.

4.4.2. Mapping between <Organization> and Client

Show how your organization maps onto the client, and what occurs at each level of the mapping.
For instance, in addition to a mapping between your project manager and the client’s, there may
be an executive mapping between the organizations, perhaps a project steering group with joint
membership, a mapping between QA departments, etc.

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5. COMMUNICATIONS PLAN
This describes who needs what information, when they will need it, and how they will get it.
Bear in mind that for project success the project team must not only be doing a good job but be
seen to be doing a good job by the other project stakeholders. So this section may include a
matrix such as the following, which shows what 2 stakeholders may receive.

Who What info do Why do they need it When will they get it How will they get it
stakeholder they need
Client High level To understand what they Already have initial Initial version via "Project Scope
sponsor understanding are sponsoring version, will get an update section" of standard "IT / User
of when Project Functional Project Agreement". Update via
functionality Specification with User extract of executive summary
Interface Prototype is from Functional Specification
completed. when it is produced, and a demo
in person of the prototype.
Progress & To understand the Monthly Copied on monthly status report
financial progress the project is
status making, to monitor the
ROI
Client Detailed To approve Draft during specification Review and approval of draft &
Project functionality specifications with the phase, final version when final Functional Specification and
Manager description users specification is completed. prototype.
Similar with prototype.
Detailed To agree on business When first draft of Project Plan document for review
project plan involvement for project, planning process is and approval
with finances key milestones, overall completed.
budget
Details of To agree with the project During test preparation Acceptance Test Plan and
acceptance how the work will be phase as defined in Project Acceptance Test Cases for review
test process deemed "complete" Plan and approval
and test cases
Detailed To understand how the Monthly Copied on monthly status report.
progress & work is progressing,
financial changes to the business
reports involvement.

This section may also describe a process by which constant monitoring of the effectiveness of
the project communications is undertaken.

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6. WORK PLAN
In this section we identify the tasks to undertake the project, and how resources are mapped to
these tasks, together with other non-people resources that are needed.

6.1. Work Breakdown Structure

This may be done by listing the tasks directly here, or may be accomplished by a high level
summary of tasks with the details captured in an Appendix using a tool such as Microsoft
Project. The purpose of this section is to break down the work to the lowest level at which it is
to be delegated, to help define what level the work needs to be monitored and controlled at.
When the Project Plan is first produced some tasks towards the latter stages of the project may
only be in outline here, and scheduled for being detailed at a later date.

6.2. Resources
Show how the project team is used to undertake the identified tasks. This may be in the form of
a Gantt chart from a project scheduling tool such as Microsoft Project, ABT Workbench, etc.

Include non-people resources, such as equipment, other materials, travel expenses, etc. Map
these onto a timeline. For some types of projects this may be a significant listing, and require
breaking this section down into sub-sections.

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7. MILESTONES
Identify the key project milestones, and any project phasing. These milestones are typically
events that demonstrate significant project progress, events that have a major impact to the client,
and payment milestones. You do not want to have so many milestones identified here that it
makes it difficult for project tracking to show the big picture of the project’s progress.

Sometimes this list can seem to be a duplicate of the “deliverables” list in the earlier section.
You want to try and make this milestones list only the key events / deliverables. You may chose
not to put dates against the deliverables in the earlier section if in fact all the deliverables are also
project milestones identified here. Just use your common sense as to what seems most
appropriate.

You may want to list milestones on the client’s side as a separate list, in much the same way that
client deliverables were separately identified.

A typical type of milestone table that can be used if this is the manner in which you want to show
this information is as follows:

Milestone Title Forecast

number date

1 <milestone description> 21-Sep-2017

2 <milestone description> 22-Oct-2017

… … …

N <milestone description> 15-Jan-2018

Note: * against milestone indicates a payment milestone.

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8. PERFORMANCE AND METRICS

What performance requirements are there on the project, if any, and why? What metrics is the
project going to collect, how will they be collected, and what will they be used for.

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9. RISKS, CONSTRAINTS, AND ASSUMPTIONS

9.1. Risks
Identify the main project risks, their potential impact, and how they have been planned for. This
may be by reference to a separate project risk register, or such a risk register could be included
here, such as the following. Explain how this risk register will be maintained during the project.
This might already have been covered in the Project Approach section earlier.

Risk Id. Risk Mitigation Plan Contingency Impact (what the Likelihood of
Description (what to do to Plan (what to impact will be to occurrence (e.g.,
avoid the risk do if the risk the project if the %, or high /
occurring) occurs) risk occurs) medium / low)

9.2. Constraints
Explain any constraints that the project is operating under. These may be functional, technical,
or managerial. For instance, the client or <your organization> may mandate environmental
conditions such as a specific database. There may be a regulatory date by which a cutover has to
be completed. You will need to be careful in considering what is a constraint since it is easy to
fall into the trap of starting to describe the project scope, which is covered in a previous section.

9.3. Assumptions
List any assumptions you have made in the construction of this plan.

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10. FINANCIAL PLAN

Describe the project finances as appropriate. This may take various forms depending upon the
type of project, the audience for the plan, and the way in which projects in general are managed
in your organization.

For a project for external clients, this section typically includes the payment profile, and the
payment process. This may be all that is included.

How the budget is being monitored / controlled / reported on are described in this section as
appropriate. This may not be included in the version of the plan presented to the client. This
depends upon the circumstances.

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11. REFFERENCE
Provide a list of all documents and other sources of information referenced in the Plan and
utilized in the project. Include for each the document number, title, date, and author.

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12. APPENDICES
This is optional, and is included to encourage the document author to use an Appendix for
detailed information, so that the plan document can remain as compact as possible for easy
reading. Appendices may contain more detailed financial information, more detailed scheduling
information, etc.

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REFFRENCES
1. http://www.scribd.com/doc/37523248/Mcgraw-Hill-Software-Project-Management-Second-
Edition
2. http://en.wikipedia.org/wiki/Project_plan
3. http://www.crosswindpm.com/blog/?tag=understanding-pmi-project-plan

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