Lesson 1: The Project Planning Phase
1. Introduction to Project Planning
Project planning is the most intensive and critical phase of project management.
This is where the project manager defines how the project will be executed, monitored, and controlled.
Planning ensures:
- Risks are understood
- Resources are allocated properly
- Stakeholders are aligned
- Activities are sequenced logically
- Budgets and timelines are realistic
A well-prepared plan increases the likelihood that the project will meet its objectives.
2. Key Deliverables of the Planning Phase
The planning phase produces several major documents, including:
- Project Management Plan (overall master plan)
- Scope Management Plan
- Work Breakdown Structure (WBS)
- Schedule and Gantt Chart
- Cost Management Plan and Budget
- Risk Management Plan
- Quality Plan
- Resource Plan
- Communication Plan
- Procurement Plan
These plans together form the Project Management Plan the single approved document used to guide project execution.
3. Defining Project Scope
Scope defines what the project will deliver, and equally important, what it will not deliver.
Scope includes:
- Deliverables
- Requirements
- Features and functions
- Boundaries and exclusions
- Acceptance criteria
Why scope matters:
- Prevents misunderstandings
- Helps control “scope creep”
- Guides resource and cost planning
- Sets expectations early
4. Creating the Work Breakdown Structure (WBS)
The Work Breakdown Structure (WBS) breaks the entire project into smaller, manageable components.
Levels of a WBS:
- Project Title
- Major Deliverables
- Work Packages
- Tasks and Subtasks
Benefits of the WBS:
- Improves accuracy of estimates
- Makes scheduling easier
- Supports clear responsibility assignment (RACI or RAM)
- Forms the foundation of the entire planning phase
The rule of a WBS:
You do not plan activities you plan deliverables.
Activities flow from deliverables, not the other way round.
5. Developing the Project Schedule
Scheduling creates a timeline for project execution.
It includes:
- Task sequencing
- Dependencies (Finish-to-Start, Start-to-Start, etc.)
- Estimating duration
- Creating a Gantt Chart
- Identifying milestones
Common scheduling tools include:
- Microsoft Project
- Excel
- Primavera
- Monday.com
- Jira
- Smartsheet
Critical Path Method (CPM)
The Critical Path is the longest sequence of tasks that determines project duration.
If any critical path task is delayed, the entire project is delayed.
6. Estimating Project Costs and Creating a Budget
The budget includes:
- Labour costs
- Material costs
- Equipment
- Suppliers/contractors
- Overheads
- Contingency
Methods used:
- Analogous estimating (based on previous projects)
- Parametric estimating (based on unit rates)
- Bottom-up estimating (most accurate, based on WBS)
The final budget becomes the Cost Baseline.
7. Resource Planning
Resources include:
- People (skills, roles, availability)
- Equipment
- Materials
- Facilities
- Software tools
Resource planning ensures:
- Enough capacity exists
- The right skills are available
- No overallocation happens
- The schedule is realistic based on resource limits
Tools: RACI, RAM, resource calendars, skills matrices.
8. Risk Management Planning
Risk planning includes:
Risk Identification
What could go wrong? What opportunities could help the project?
Risk Analysis
- Qualitative: likelihood + impact
- Quantitative (for advanced projects): cost/time impact calculations
Risk Response Planning
- Mitigate
- Accept
- Avoid
- Transfer
A Risk Register is developed and updated throughout the project.
9. Quality Planning
Quality planning ensures the project’s deliverables meet stakeholder expectations.
Key elements:
- Quality standards
- Measurement methods
- Acceptance criteria
- Inspection and review processes
Example:
A software project may define acceptance criteria for system performance, user interface standards, and error tolerance.
10. Communication Planning
Communication planning answers:
- What information is needed?
- Who needs it?
- How often?
- What channels will we use? (email, meetings, dashboards, reports)
- Who creates each communication?
A Communication Matrix helps keep information flowing correctly.
11. Procurement Planning
Procurement planning determines:
- What needs to be purchased
- Vendor selection criteria
- Tendering or sourcing strategy
- Contract types (fixed price, time & materials, etc.)
12. Putting It All Together: The Project Management Plan
All the individual plans (scope, schedule, cost, risk, etc.) combine to form the Project Management Plan.
This master plan:
- Guides execution
- Provides baselines
- Is used for controlling changes
- Must be approved before execution starts
🎯 Lesson Outcomes
By the end of this lesson, learners will be able to:
- Describe the purpose of the project planning phase
- Create and explain a Work Breakdown Structure (WBS)
- Understand how to develop project schedules and identify the critical path
- Estimate project costs and build a realistic budget
- Conduct risk identification and planning
- Develop key project management plans
- Understand how communication, quality, and procurement planning integrate into the final Project Management Plan