Project Management Plan
March 4, 2024
Team Members: Olivia, Terika, Yida, Hayden, Marlowe & Harrison
Course: PPM301
Agenda
Requirements Management Plan
Scope Management Plan/WBS
Schedule Management Plan/Schedule
Cost Management Plan/Budget
Risk Management Plan
Tools and Techniques: Stakeholder Register
Project Management Plan
Lessons Learned
Requirements management plan ensures clarity, consistency, and alignment with project objectives throughout the project lifecycle.
Development of Requirements Management Plan:
A collaborative effort involving key stakeholders, project team, and external entities.
Requirements Management Plan
a. Planning, Tracking and Reporting
Identification of stakeholders including Executive Management, project team, staff, instructors, and external entities.
a. Stakeholder Register
Requirements gathering through conversations, interviews, and surveys.
a. Change Management
b. Requirements Polarization
Analysis and documentation of requirements by the project manager.
a. Baseline
Approval of final requirements by the Executive Management Team.
Scope Management Plan/WBS
The Scope Management Plan provides guidance and direction on how the scope will be defined, developed, monitored, validated, and controlled throughout the project lifecycle.
Using requirements and objectives from the project sponsor the plan is developed by the Project Manager with assistance from team members and subject matter experts. The plan will be approved by the Project Sponsor and the final document communicated to stakeholders.
Scope Management Plan includes:
The Scope Baseline which includes:
Scope statement - defines full project scope, deliverables, acceptance criteria, exclusions, assumptions, and constraints
Work Breakdown Structure - breaks project down into small, manageable tasks.
Tasks in the U.C. Relocation project include:
Initiation - Develop Project Charter, Kick-Off meeting
Planning - Develop project plans and processes; Design and Specify needed furnishings and equipment
Procurement - Order needed furniture and equipment
Executing - Receive, inspect, install, and test furniture and equipment
Closing - Identify and fix open items, turn over deliverables, sponsor sign off, ensure vendors are paid, close out contracts, lesson learned meeting, archive documents, and releasing team members
Work Breakdown Structure Dictionary - adds details to the tasks in the WBS
Scope Change Control Process
Process on how project deliverables will be formally accepted
Schedule Management Plan
One of the most important documents as It tracks our progress for the entire project
Can pivot or make alterations to the schedule based on regulations laid out In the document
Gives both the team and the stakeholders reassurance of our timing and plan
Adds Immense relief and lets everyone know what’s supposed to be done when, and how long each task Is supposed to be
Risk Management Plan
Risk Management Methodology
Roles & Responsibilities - Olivia Price (PM), Yida He (RM)
Risk Management Funding - 30% of the project cost ($157,025.70) was set aside to address contingency reserves should an unexpected risk event occur.
Risk Management Updates - One week after each task is finished, it will be reviewed for potential risks or hiccups.
Risk Probability & Impact - Risk Identification, Risk Assessment, Risk Prioritization, Risk Mitigation, Monitoring and Control. Impact/Probability Matrix will be used.
Risk Reporting - Reports on risk status will be provided to stakeholders by Olivia Price (The PM).
Risk Tracking - This framework will incorporate regular assessments, efficient reporting mechanisms, and effective communication channels. SWOT will be used.
Tools and Techniques Stakeholder Register
The Stakeholder Register will serve as a guide for the successful communication of project information to people, groups, and organizations that have an interest and/or involvement in the project. The register will store contact and project information for stakeholders. The Register will be developed by the Project Manager with assistance from team members.
Stakeholder Register is:
The Stakeholder register will aid in: verifying project goals are in alignment with stakeholder needs, goals, and expectations. efficiently manage all involved in the project and aid in the quick resolution of any issues that arise. making sure all stakeholders receive vital communications on the project and all are aligned on the project’s timeline, objectives, and deliverables.
a dynamic Google Sheet, located on a shared drive only accessible to team members. managed daily by Olivia Price, PM. Any potential updates will be discussed in weekly meeting.
a list of each stakeholder’s: name, role, email, phone number, if they are internal or external, influence and interest on project, expectations, preferred communication type and frequency.
Cost Management Plan/Budget
We will use USD (United States Dollars) to track spending and our project budget. We want to ensure that every vendor and every third-party source contributing money in any way uses USD during interactions or transactions with us. Furthermore, we want to guarantee that whatever money we put forth to buy necessary materials or contracts is also in USD.
It is assumed that necessary labor and materials will be available as planned, facilitated by the close collaboration between the project team, University College instructors, staff, stakeholders, and Project 44. However, resource management challenges may arise and need to be addressed accordingly.
Our tentative cost baseline is subject to change based on progress, contracts, building and material costs, and more. However, our tentative degree of accuracy corresponding to our cost baseline is -10 % to +25%.
A defined budget serves as the project's financial framework, with final approval of requirements guaranteed by the Executive Management Team.
Assumptions made in creating and managing the project budget include the reliability of estimates, availability of labor and materials, and the assumption that the project will be adequately funded.
Project Management Plan
Roles and responsibilities
Project Team, Executive Management, Stakeholders
Project Requirements Tracking and Reporting
Change Management: to swiftly communicate and enact changes
WBS: Specific requirement tracking
Every task listed in WBS, with importance
Requirements Prioritization
Based on Criticality/Impact/Dependencies/Time
Levels: High, Medium, Low
Requirements Updating/Performance Measuring
Jira, Requirements Traceability Matrix (RTM)
Lessons Learned
Project Management Software
Asana, Trello, Microsoft Project, Jira
Risk Management Tools
Risk Assessment Matrices, Risk Registers
Communication Platforms
Slack, Microsoft Teams, Zoom
Cost Management Tools
Cost Management Plan, Risk Estimation
Questions?
Thank you!