PROJECT ACTIVITY PLANNING - Project activity frequently for software and hardware product

planning is crucial to project management because developers:

it allows for the approximation of required work,
effective handling of risks throughout 1. Concept evaluation - A project concept
implementation, and adequate planning of time, evaluation is a type of evaluation in which the
cost, and resources. By defining tasks, estimating product/project concept developed so far is
effort and duration, identifying potential risks and reviewed.
mitigation strategies, and allocating resources
appropriately, planning provides a guide for project 2. Requirements identification - It is
execution. This process enables project managers determining the resources needed for the
to establish schedules, control costs, and increase completion of the project like labour,
the chances of project success, as the failure to plan equipment, and materials. There must also
sufficiently reduces those chances. be a schedule indicating when each resource
will be employed and note any assumptions
Objectives: and constraints made during the resource
At the end of this presentation, the learner will be planning process.
able to:
3. Design - It is creating the blueprint of the
➢ Analyze the nine segments based on the
project with technical details that will enable
planning process. the development team to proceed with the
➢ Develop the skill in writing a project charter, build and/or configuration of the solution. It
project scope, and project management should be approved to ensure compliance
plan. with the standard.
➢ Design a simple work breakdown structure
(WBS) 4. Implementation - This is the manner of
completing the project.

PROJECT PLANNING IN ACTION 5. Test - This segment will detail all levels of
Planning entails describing apparent, distinct testing to be performed during the
activities and the work required to finish each activity build/configure/test phase of the project.
in a particular project. It frequently calls for making Iterations of testing cycles as well as
several assumptions about the accessibility of environments to be utilized for the testing
resources like hardware, software, and personnel. It should be indicated.
is a lot simpler to plan nearer-term activities than
those happening in the future. The construction of 6. Integration - It is the coordination of the
longer-term plans is more general in scope, and various elements of the project to meet their
nearer-term plans are more comprehensive. The mutual goals of scope, schedule, and budget
recurring nature of the project management process to meet the entire project goals.
necessitates that plan be continuously supervised
7. Validation - It confirms that the work being
during the project implementation and from time to
considered matches the details in the WBS,
time updated after each phase following the most
project scope, and project management
recent information.
plan.
Project plans are normally created by jotting
8. Customer test and evaluation - It is a
down the order of activities needed to implement the
critical aspect of project management
project from start to completion. The project is
involving complex systems that must satisfy
divided into nine segments based on the planning
the customer's specification requirements.
process leaned around the life-cycle events
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 9. Preparation and maintenance - It is the The project charter typically documents:
guide in the preparation for the
implementation of the project and the ● Reasons for the project
sustenance of all resources. ● Objectives and constraints of the project
● The main stakeholders
● Risks identified
THE PROJECT CHARTER
● Benefits of the project
A project charter is a formal, typically
● General overview of the budget
short document that describes your project in its
entirety, including what the objectives are, how
it will be carried out, and who the stakeholders
are.

At the start of a project:

● Define objectives and tasks.

● Decide how the project will proceed.

Projects begin with:

● An idea, vision, or business opportunity.

● Alignment with organizational goals.

The project charter:

● Serves as the foundation for initiation

and planning.
● Defines the project’s boundaries and
business needs.
● Includes:
○ Scope, objectives, and desired
outcomes.
○ Risks, deliverables, resources,
and task dependencies.
● Forms a contract among stakeholders.

After charter approval by top management:

● The project manager prepares a plan to

achieve goals.

Key components of a project charter:

● Project overview section.

● Project approach section.
● Project approval section.
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Project Charter Example

2. Project Background and History –

Include background information
explaining how the project originated.
3. Project Purpose/Business Need –
1. Identification (Project Formal Name) –
Detail the reasons for the project,
Provide the formal project name,
addressing why existing tools/products
alternative terms, and primary groups
are insufficient. Include supporting
involved for consistent communication
documents as appendices if applicable.
among stakeholders.

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 4. Project Scope and Limitations – outlining the problem it solves or the
Clearly define the project’s scope, opportunity it addresses.
boundaries, and limitations to ensure all 4. Project Scope and Limitations -
parties understand what the project defines the boundaries of the project,
clarifying what is included and
includes and excludes.
excluded to prevent scope creep.
5. Project Goals and Objectives – State
5. Project Goals and Objectives - sets
concise, self-explanatory objectives and measurable targets for the project,
the intended purpose of the project using providing a clear direction and criteria
clear business terminology. for success.
6. Project Sponsorship and Major 6. Project Sponsorship and Major
Stakeholders – List major participants Stakeholders - identifies key
(sponsors, stakeholders, and project individuals and their roles,
owners) along with their roles to avoid establishing accountability and
confusion about responsibilities. facilitating communication.
7. Pertinent Documents and References 7. Pertinent Documents and
References: This section provides a
– Provide a list of related resources or
list of supporting documents and
documents that aid in understanding the
resources that offer further details
project’s scope and needs. Include about the project, particularly
critical items as appendices. regarding its scope and business
8. Overview of Project Terminology – need.
Offer a glossary of key terms, phrases, or 8. Overview of Project Terminology:
acronyms to clarify any potentially This section provides a glossary of
confusing or unfamiliar terminology. specialized terms, acronyms, and
jargon used in the project.

PROJECT OVERVIEW SECTION PROJECT APPROACH SECTION

The project overview section provides a What is a project approach?
foundational understanding of the project for A project approach is how a project manager
all involved in project management. This performs a project. It's the guideline these
comprehensive overview ensures that all professionals use to logically and systematically
stakeholders are aligned on the project's make decisions about a project. Project managers
purpose, scope, and objectives, which is can easily assign tasks to their team members with
fundamental for effective planning, a defined project approach, it is also a set of rules
execution, and ultimately, project success. that help these professionals maximize workflow
Here's how each component contributes: efficiency.
1. Identification - provides a clear and 1. Project Deliverables - List the major
consistent way to refer to the project, deliverables of the project and include when
avoiding confusion and facilitating these goals should be achieved. Most
communication. importantly, remember to include the key
2. Project Background and History - milestones of the project.
offers context for the project, 2. Responsibilities and Roles - Include a
explaining its origins and rationale. summary of all parties that will be involved in
3. Project Purpose and/or Business the project and what their roles will be. Also,
Need - justifies the project by list the needed skills and expertise that

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 everyone brings to the project as well as PROJECT APPROVAL SECTION
each person's responsibilities. The Project Approval section formally
3. Project Resources - In addition to the authorizes the project and signifies agreement
human component; include other resources among key stakeholders in project management.
that will be needed for satisfactory This adds the importance of securing commitment
completion of the project. Provide a list of and collaboration across organizational boundaries.
computer equipment, raw materials, working ● Formal Authorization
space, and any other resources that might be ● Securing Resource Commitment
taxed during the project's life cycle. ● Preventing Resource Conflicts
4. Risk Management Overview - Give a
summary of the risks that may be WRITING THE PROJECT SCOPE
encountered during the project as well as
how these risks may be minimized. Risk The project scope is a description of a
mitigation and action steps can be listed. project's objectives, deliverables, tasks and
5. Project Process Summary - Explain which boundaries, and resources. It laid down what the
of the organization's project management project will stand for and kept out what will be
methodologies will be employed for this outside of its scope, for all stakeholders.
project. If there is a plan to deviate from
standard means and methodologies, explain 1. Justification A brief statement
that as well.
regarding the business needs the project
6. Project Life Cycle Overview - Give a basic
addresses. Project justification is simply
breakdown of the project life cycle and list the
identifying the reason for the project's
various stages that the project will go
existence. It is usually a statement or two
through. Make sure to include the objectives
identifying why the project is being created.
of each stage and why the stage is
necessary. It's important to have the project
7. Basic Project Control and justification identified because this helps to
Communication Plan - The project control give overall direction to the project as well
component explains the tools that will be as emphasizing the final goal. The project
used to assist the project manager in tracking justification should be clear and precise so
the project's progress. It also serves as a that it identifies a quantifiable measure of
communication device for Communicating success for the end of the project.
the project's progress to the project team,
project sponsor, and project stakeholders. 2. Product scope description -The
8. Project Schedule - Provide a fundamental characteristics of the products, services,
schedule overview that lists, among other and/or results the project will produce.
things, the key milestones and stages of the
project. Various exhibits, such as a Gantt 3. Acceptance criteria deliverables are
chart (including the associated Work accepted. The conditions that must be met
Breakdown Structure) should be included in before project
this section. Here, it can be quite
advantageous to use a project management 4. Deliverables-The products, services,
software tool to produce a schedule that can
and/or results your project will produce
be monitored and adjusted as the project
(also referred to as objectives).
progresses. Depending on the size of the
Deliverables may include any training
project, such tools can be critical to its
necessary for personnel at the culmination
success.
of the project. Or deliverables may be a
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 final product to be provided to the increasingly comprehensive definitions of
stakeholders. No matter what makes up a project work with the lowest level giving a
project's deliverables, specific details picture of an individual element of work that
regarding them are the golden rule. The can be identified and responsibility assigned
more clearly the deliverables are identified to a particular person. The Work Breakdown
and specified, the less chance there will be Structure ought to consist of:
for scope creep to occur later on.
1. Product/Service Delivery Tasks -
The work necessary to productively
5. Project Exclusions-Statements about
describe, build and execute a product
what the project will not accomplish or
or service is completely detailed in
produce
the Work Breakdown Structure to
guarantee that all project deliverables
6. Constraints-Restrictions that limit what
can be finished on time and
can be achieved, how and when it can be according to conditions.
achieved, and how much achieving it can 2. Project Management Tasks - Tasks
cost. that address project management
activities like starting the project,
7. Assumptions-Statements about how generating and tracking the project
uncertain information will be addressed plan, supervising the project team
when conceiving, planning, and performing and preserving expectations are all
the project shown in the Work Breakdown
DEVELOPING THE WORK BREAKDOWN Structure to allocate sufficient time
STRUCTURE (WBS) and resources/
3. Training Tasks - Training tasks are
Given a project it is too threatening if part of the Work Breakdown
there is no known direction of efforts. There Structure so that team members and
is no such thing as a magic formula in project users obtain the right training at the
completion. It is a matter of carrying out one exact times with no negative impact
step at a time, per activity. Therefore, one on the project schedule.
must recognize that a project is simply a 4. Project Dependencies - The four
collection of several steps that together sum types of project dependencies and
up to the overall deliverable. their deliverables are integrated in
the Work Breakdown Structure to
The Work Breakdown Structure (WBS) make sure that they are followed.
is a comprehensive, systematic and major
tool in project planning those canters on the
actual tasks of the project. The purpose of
WBS is to make certain that the entire work
necessary to meet the project objectives is
acknowledged, described and delegated. It
shows the subdivision of tasks, subtasks,
and work packages in terms of
organizational elements associated with the
project. Every downward level signifies

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Example of WBS for a Tutorial on Basic Accounting Project
Breakdown Description WBS Code

Basic Accounting Overall structure for learning basic 1.0

Tutorial accounting principles

Deliverable 1 Introduction to Basic Accounting 1.1

WP 1 Introduce the purpose of accounting 1.1.1

WP 2 Review basic accounting concepts 1.1.2

(assets, liabilities, equity, etc.)

WP 3 Use examples to illustrate the 1.1.3

accounting equation

Deliverable 2 Journal entries and ledger preparation 1.2

WP 1 Learn the rules of debit and credit 1.2.1

WP 2 Demonstrate how to record 1.2.2

transactions in a journal

WP 3 Provide practice activities for 1.2.3

recording journal entries

Deliverable 3 Posting and Trial Balance 1.3

WP 1 Explain ledger accounts and posting 1.3.1

WP 2 Identifying and correct accounting 1.3.2

errors

Deliverable 4 Financial Statements Preparation 1.4

WP 1 Explain the components of an income 1.4.1

statement

WP 2 Guide preparation of a balance sheet 1.4.2

WP 3 Introduce cash flow statement basics 1.4.3

Deliverable 5 Case Studies and Practical 1.5

Application

WP 1 Analyze a sample company’s 1.5.1

transactions

WP 2 Work on a real life small business 1.5.2

case

WP 3 Prepare financial statements for the 1.5.3

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 Breakdown Description WBS Code

Basic Accounting Overall structure for learning basic 1.0

Tutorial accounting principles

case study

REFERENCES:

● 7 key Steps in the Accounting Process Every Business Need to Know

● Accounting 101: Accounting Basics for Beginners to Learn