Project Management MGMT627
Plan of Execution
Information Required for Planning Execution of Projects
Early Stage Documentation by Project Manager
Planning is done to facilitate later accomplishment. Planning techniques covered here are
intended to smooth the path from idea to accomplishment. Project planning is a complicated
process to manage project and planning act as map of this process. Map must have sufficient
detail to determine what must be done next but simple enough that workers are not lost in welter
Almost all project planning techniques lead to plans that contain same basic elements. They
differ only in ways they approach process of planning. At its best, planning is tortuous. It is
iterative process yielding better plans from not-so-good plans, and iterative process of
improvement seems to take place in fits and starts. Process may be described formally, but it
does not occur formally. Bits and pieces of plans are developed by individuals, by formal group
meetings, or by formalized planning teams and then improved by other individuals, groups, or
teams, and improved again, and again.
In order to do successful project management, (whether it is in response to an in-house project
or a customer request), it must utilize effective planning techniques. The quantitative and
qualitative tools for project planning must be identified. Management must make effective
utilization of resources, from a systems point of view.
A systematic plan is required in which the entire company is considered as one large network
that is further subdivided into smaller ones. This would ensure effective utilization over several
different types of projects.
In this regard, the first step in total program scheduling is to understand the project objectives.
These goals may be to:
· Develop expertise in a given area
· To become competitive
· To modify an existing facility for later use
· To keep key personnel employed.
Both implicitly and explicitly, the objectives are generally not independent and are all
The following four questions must be considered, once the objectives are clearly defined:
Which functional divisions will assume responsibility for accomplishment of these
objectives and the major-element work requirements?
The required corporate and organizational resources available?
Project Management MGMT627
What are the major elements of the work required to satisfy the objectives, and how are
these elements interrelated?
What are the information flow requirements for the project?
Both the direct as well as the indirect-labor-charging organizational units must accomplish
careful planning and analysis, if the project is large and complex. The project organizational
structure must be designed to fit the project; work plans and schedules must be established so
that maximum allocation of resources can be made; resource costing and accounting systems
must be developed; and a management information and reporting system must be established.
Unless all of the necessary information becomes available at project initiation effective total
program planning cannot be accomplished. These information requirements are:
The statement of work (SOW)
The project specifications
The milestone schedule
The work breakdown structure (WBS)
As the name indicates, the statement of work (SOW) is a narrative description of the work to be
accomplished. It includes the objectives of the project, a brief description of the work, the
funding constraint if one exists, and the specifications and schedule. The schedule is a "gross"
schedule and includes such things as the:
Written reports (data items)
Report writing is a specialized area. Written reports should always be identified so that if
functional input is required, the functional manager will assign an individual who has writing
skills. It is no secret who would write the report if the line people did not.
Planning of Execution:
As described earlier, project planning is a structured sequence of events that lead to a desired set
A detailed, written, "Plan of Execution (P of E) " for project is drawn up, once project
viability has been established and decision to proceed has been made. This plan must show:
Who is to do what
Major decisions requirements
It is essential that the project objectives must be clearly tied to overall mission of the firm.
Senior management defines a firm's:
Intent in undertaking project
Scope of project
Project desired results
In this regard, the Plan of Execution:
· Becomes a vehicle for communication with all stakeholders
Project Management MGMT627
Becomes a prerequisite for detailed scheduling of work
Helps documentation for preparation of "cost estimates"
Project management plans are more comprehensive than either management plans or project
plans. The preparation of plans is a simple, straightforward approach designed to promote and
ensure comprehensive project planning. The project management plan is a combination of two
plans that are often prepared separately: the traditional management plan, which describes
operational management systems and approaches, and the project plan, which includes the work
breakdown structure (WBS), logic, schedules, and cost estimates. They reflect awareness that
the people, the system, and the detailed planning are all critical to project success.
Information Required From Planning of Execution:
Following information is required:
Type of project
Its capacity and location(s)
Scope of work to be performed
Preliminary cost estimation
Site visitation report
Preliminary schedule of major objectives
Pertinent contract requirements
Special design and/or construction requirements
Environmental study, feasibility study reports, etc
Following are the basis for Project Manager's planning endeavors for planning of execution.
· Client's inquiry
· Proposal (as modified/amended in negotiation period)
· Contract and preliminary wok plans (during proposal preparation)
Before Execution Planning:
Before Execution Planning, project manager is required to provide the complete scope
definition of work.
Planning of Execution provide basis to:
Detailed cost estimation
Quality and performance assurance program
It leads to develop Work Breakdown Structure and integrates work schedule costs into track-
able and controllable program. During this phase, performance baselines are also estimated
during project planning.
Early Stage Documentation by Project Manager:
Coordination Procedure (CP):
Coordination Procedures or Job Instructions. It includes administrative procedures in
Project Management MGMT627
Early Work Schedule (EWS):
This helps in tracking activities requiring immediate action.
Cannot wait for release of formal schedules.
Early work Schedule (EWS) contains:
a) Running list of activities started early
b) Name of responsible individuals
c) Completion date of an activity.
15.5.1 Emphasis Placed on Early Planning:
As we know that planning does not stop with the initial plan. It is a continuous process
which is fine tuned whenever necessary. Many events can potentially adversely affect
/disrupt plan targets. In this regard, many a times, corrective actions will be required to
Integrity of schedule
Example of Building House to Common "Activities in Each Phase" of Project Planning:
Problem defined in request document
House need heating, plumbing, lighting, storage etc.
Produces functional specifications (deliverable)
Location of ventilators, air conditioner, outlet for phone etc.
System proposed to solve problem
System divided into functional components
Components are interconnected
Expectation: rooms, ventilation, wiring etc.
Actual work conducted to bring system into being.
Expected: building of house
System Test Phase:
Brings pieces together and tests them as whole
House: test plumbing, electricity, roof, etc.
Customer tests complete system for acceptance/ payment
Minor problems are fixed
Major problems require negotiation
Minor problem may include house buyers ask for repairs to cracked plaster, or outlet
Major problem can be two fireplaces vs. one built.
Operations, Installation and Use:
House buyer moves in and lives in house
Problems developed/found upon use are fixed during warranty period
Not included in this are:
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