ISO 21502:2020 Clause 7.2 Planning

Project Management 6 Minutes

7.2.1 Overview

The purpose of planning is to define the requirements, deliverables, outputs, outcomes and constraints, and to determine how the project’s objectives should be achieved. When developing a plan, different solutions, delivery approaches and implementation options should be considered.

Planning in project management is a systematic process of defining project objectives, scope, deliverables, activities, schedules, resources, and risks to guide project execution and ensure successful outcomes. It involves developing a comprehensive plan that outlines how the project will be initiated, executed, monitored, controlled, and closed. Planning is a critical phase of the project lifecycle and sets the foundation for project success. Here are key aspects of planning in project management:

  1. Defining Project Objectives: Clearly articulate the goals and objectives of the project, including the desired outcomes and benefits to be achieved. Objectives should be specific, measurable, achievable, relevant, and time-bound (SMART).
  2. Scope Definition: Define the scope of the project, including what is included and excluded from the project. Develop a detailed scope statement that outlines project deliverables, requirements, constraints, and assumptions.
  3. Work Breakdown Structure (WBS): Decompose the project scope into smaller, manageable tasks and subtasks using a hierarchical structure known as the Work Breakdown Structure (WBS). The WBS organizes project work into logical components, facilitating resource allocation, scheduling, and tracking.
  4. Task Sequencing and Dependencies: Identify dependencies between project tasks and determine the sequence in which they must be performed. Develop a project schedule that reflects task dependencies, durations, and milestones.
  5. Resource Planning: Identify the human, financial, material, and equipment resources required to complete the project. Allocate resources based on project requirements, availability, and constraints.
  6. Schedule Development: Develop a project schedule that defines the start and finish dates for each project task and milestone. Use scheduling techniques such as Gantt charts, network diagrams, and critical path analysis to sequence tasks and allocate resources effectively.
  7. Risk Management: Identify, assess, and prioritize project risks that may impact project objectives, schedule, budget, or quality. Develop risk response strategies to mitigate, avoid, transfer, or accept identified risks.
  8. Quality Planning: Define quality standards and acceptance criteria for project deliverables. Develop a Quality Management Plan outlining quality assurance and quality control activities to ensure project outputs meet stakeholder expectations.
  9. Communication Planning: Develop a Communication Management Plan that defines how project information will be communicated to stakeholders. Identify key stakeholders, their communication needs, and preferred communication channels.
  10. Procurement Planning: If the project involves procuring external goods or services, develop a Procurement plan outlining the procurement strategy, selection criteria, contract types, and vendor management processes.
  11. Change Management Planning: Develop a Change Management Plan that outlines how changes to project scope, schedule, budget, or requirements will be managed, evaluated, and approved.
  12. Integration Management: Ensure that all project planning components are integrated and aligned with each other. Develop an Integrated Project Management Plan that consolidates all planning documents into a cohesive framework.
  13. Contingency Planning: Identify potential risks and uncertainties impacting project success and develop contingency plans to address them. Prepare alternative courses of action to mitigate the impact of unforeseen events.
  14. Documenting the Plan: Document the project plan in a Project Management Plan (PMP) or equivalent document. The project plan serves as a roadmap for execution and guides project team members and stakeholders throughout the project lifecycle.
  15. Review and Approval: Review the project plan with key stakeholders, project sponsors, and relevant authorities for approval. Ensure that the project plan aligns with stakeholder expectations, organizational objectives, and project constraints.

By thoroughly planning all aspects of the project, project managers can minimize risks, optimize resources, and increase the likelihood of project success. Effective planning lays the groundwork for efficient project execution, monitoring, and control, enabling project teams to deliver high-quality results within scope, budget, and schedule constraints.

The purpose of planning is to define the requirements, deliverables, outputs, outcomes and constraints, and to determine how the project’s objectives should be achieved.

The purpose of planning in project management is to establish a roadmap that outlines the requirements, deliverables, outputs, outcomes, and constraints of the project. Here’s how planning achieves this purpose:

  1. Defining Requirements: Planning helps to identify and define the specific needs, expectations, and specifications of the project stakeholders. This includes understanding the functional and technical requirements that must be met to satisfy stakeholder needs.
  2. Determining Deliverables: Planning involves identifying the tangible outputs and deliverables that the project will produce. This includes defining the scope of work and specifying the products, services, or results that will be delivered upon project completion.
  3. Outlining Outputs and Outcomes: Planning defines the tangible outputs of the project, such as reports, prototypes, software systems, or infrastructure components. It also considers the broader outcomes or benefits that the project aims to achieve, such as increased efficiency, improved customer satisfaction, or enhanced organizational performance.
  4. Setting Constraints: Planning identifies the constraints and limitations that may impact the project, including budgetary constraints, time constraints, resource constraints, regulatory requirements, and technical limitations. Understanding these constraints is essential for developing realistic project plans and managing stakeholder expectations.
  5. Determining Approach and Strategy: Planning helps to determine the most effective approach and strategy for achieving the project’s objectives. This includes selecting appropriate methodologies, techniques, tools, and processes to guide project execution and ensure successful outcomes.
  6. Allocating Resources: Planning involves allocating human, financial, material, and equipment resources to support project activities. This includes identifying resource requirements, estimating resource costs, and developing resource management plans to optimize resource utilization.
  7. Establishing Milestones and Timelines: Planning establishes key milestones, deadlines, and timelines for project activities and deliverables. This helps to ensure that the project stays on track and progresses according to schedule.
  8. Identifying Risks and Mitigation Strategies: Planning involves identifying potential risks and uncertainties that may impact the project’s success. This includes assessing the likelihood and impact of risks, developing risk response strategies, and integrating risk management into the project plan.
  9. Clarifying Roles and Responsibilities: Planning clarifies the roles, responsibilities, and accountabilities of project team members and stakeholders. This ensures that everyone understands their roles in achieving project objectives and contributes effectively to project success.
  10. Communicating and Aligning Expectations: Planning facilitates communication and alignment among project stakeholders by clearly articulating project objectives, scope, requirements, and constraints. This helps to ensure that everyone is on the same page and working towards common goals.

Overall, planning is essential for defining the parameters, objectives, and approach of the project, as well as for guiding project execution and ensuring successful outcomes. By investing time and effort in thorough planning, project managers can set the stage for efficient project delivery, effective resource management, and stakeholder satisfaction.

When developing a plan, different solutions, delivery approaches and implementation options should be considered.

When developing a plan for a project, it’s essential to consider various solutions, delivery approaches, and implementation options to ensure that the chosen approach aligns with project objectives and maximizes the likelihood of success. Here’s why considering different options is important and how it can be done effectively:

  1. Optimizing Resources: Evaluating different solutions and approaches allows project managers to identify the most efficient and cost-effective ways to achieve project objectives. By comparing resource requirements, timelines, and potential risks associated with each option, project managers can make informed decisions about resource allocation and utilization.
  2. Mitigating Risks: Assessing multiple delivery approaches and implementation options helps identify potential risks and uncertainties associated with each approach. By evaluating risk factors such as technical complexity, stakeholder dependencies, and external factors, project managers can develop risk mitigation strategies and contingency plans to address potential challenges proactively.
  3. Maximizing Flexibility: Considering different solutions and approaches allows project managers to identify opportunities for flexibility and adaptability throughout the project lifecycle. By assessing the scalability, modularity, and interoperability of different options, project managers can design a plan that can accommodate changes, uncertainties, and evolving stakeholder needs.
  4. Aligning with Stakeholder Expectations: Engaging stakeholders in the decision-making process and considering their perspectives when evaluating different options helps ensure that the chosen approach aligns with stakeholder expectations and priorities. By soliciting feedback, addressing concerns, and incorporating stakeholder input into the decision-making process, project managers can foster stakeholder buy-in and support for the chosen plan.
  5. Optimizing Performance: Evaluating different solutions and implementation options allows project managers to identify opportunities for performance optimization and continuous improvement. By assessing factors such as process efficiency, technology capabilities, and industry best practices, project managers can identify areas for optimization and incorporate lessons learned from past projects into the planning process.
  6. Enhancing Innovation: Exploring different solutions and delivery approaches encourages creativity and innovation within the project team. By fostering an environment that values experimentation, exploration, and out-of-the-box thinking, project managers can identify novel solutions, approaches, and technologies that can drive project success and create value for stakeholders.

To effectively consider different solutions, delivery approaches, and implementation options when developing a plan, project managers can follow these steps:

  • Conduct a thorough analysis of project requirements, objectives, and constraints.
  • Brainstorm and generate a range of potential solutions and approaches.
  • Evaluate each option based on criteria such as feasibility, cost-effectiveness, risk exposure, stakeholder impact, and alignment with project goals.
  • Engage stakeholders in the decision-making process and solicit their input and feedback on different options.
  • Select the most suitable solution or approach based on the analysis and stakeholder input.
  • Develop a detailed plan that outlines the chosen approach, implementation strategy, resource requirements, milestones, and success criteria.

By considering different options and approaches during the planning process, project managers can make informed decisions that optimize resources, mitigate risks, align with stakeholder expectations, and maximize the likelihood of project success.

Published by Pretesh Biswas

Pretesh Biswas has wealth of qualifications and experience in providing results-oriented solutions for your system development, training or auditing needs. He has helped dozens of organizations in implementing effective management systems to a number of standards. He provide a unique blend of specialized knowledge, experience, tools and interactive skills to help you develop systems that not only get certified, but also contribute to the bottom line. He has taught literally hundreds of students over the past 5 years. He has experience in training at hundreds of organizations in several industry sectors. His training is unique in that which can be customized as to your management system and activities and deliver them at your facility. This greatly accelerates the learning curve and application of the knowledge acquired. He is now ex-Certification body lead auditor now working as consultancy auditor. He has performed hundreds of audits in several industry sectors. As consultancy auditor, he not just report findings, but provide value-added service in recommending appropriate solutions. Experience Consultancy: He has helped over 100 clients in a wide variety of industries achieve ISO 9001,14001,27001,20000, OHSAS 18001 and TS 16949 certification. Industries include automotive, metal stamping and screw machine, fabrication, machining, assembly, Forging electrostatic and chrome plating, heat-treating, coatings, glass, plastic and rubber products, electrical and electronic equipment, assemblies & components, batteries, computer hardware and software, printing, placement and Security help, warehousing and distribution, repair facilities, consumer credit counseling agencies, banks, call centers, etc. Training: He has delivered public and on-site quality management training to over 1000 students. Courses include ISO/TS -RAB approved Lead Auditor, Internal Auditing, Implementation, Documentation, as well as customized ISO/TS courses, PPAP, FMEA, APQP and Control Plans. Auditing: He has conducted over 100 third party registration and surveillance audits and dozens of gap, internal and pre-assessment audits to ISO/QS/TS Standards, in the manufacturing and service sectors. Other services: He has provided business planning, restructuring, asset management, systems and process streamlining services to a variety of manufacturing and service clients such as printing, plastics, automotive, transportation and custom brokerage, warehousing and distribution, electrical and electronics, trading, equipment leasing, etc. Education & professional certification: Pretesh Biswas has held IRCA certified Lead Auditor for ISO 9001,14001 and 27001. He holds a Bachelor of Engineering degree in Mechanical Engineering and is a MBA in Systems and Marketing. Prior to becoming a business consultant 6 years ago, he has worked in several portfolios such as Marketing, operations, production, Quality and customer care. He is also certified in Six Sigma Black belt .

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