How to Actually Develop a Project Management Plan

Do you know the 5Ps? Proper Planning Prevents Poor Performance. If this is true, why is it that some project managers put so little time in developing a project management plan?

One of the reasons is that project managers may not know what to include. I've developed this checklist to help you develop your project management plan including baselines, subsidiary plans, and ancillary plans.

Every project is different. Select only the planning elements that are appropriate for the size and complexity of your projects. The project plan may be general or detailed depending on the needs of the project team.

Focus on keeping the plans simple and practical. Engage your team members in developing the plans. This will greatly improve the quality of the plans and the buy-in. Otherwise, people will ignore the plans.

First, let's look at three baselines that you may wish to include: the scope, schedule, and cost baselines.

Harry Hall, the Project Risk Coach

What is a project management plan?

The project management plan is “the document that describes how the project will be executed, monitored and controlled, and closed. It integrates and consolidates all of the subsidiary plans and baselines, and other information necessary to manage the project" (PMBOK® Guide—6th Edition). 

Project Management Plan Baselines

So, what exactly is a baseline? A project baseline is a snapshot against which all future measurements will be compared. For example, a project manager can compare actual completion dates of activities to an approved schedule baseline.

Think about this. Without a baseline, how will you monitor and control your projects?

  1. Scope Baseline
    • Project Scope Statement – describe the products, project work, major deliverables, assumptions, and constraints
    • Work Breakdown Structure – create a hierarchical decomposition or outline of the scope of work to achieve the project objectives and to create the deliverables
    • Work Breakdown Structure Dictionary – provide the detailed information about the deliverables, activities, cost estimates, and scheduling information for each item in the WBS
  2. Schedule Baseline – approved version of the schedule
  3. Cost Baseline – approved version of the project budget

More...

Project Management Plan: Subsidiary Plans

The Project Management Institute (PMI) highlights ten Knowledge Areas. Each of these areas includes a subsidiary plan such as the scope management plan.

PMI is not saying that we need to include all ten of the plans for every project management plan. Select the plans that will provide value to each project.

Project Subsidiary Plan

Description

1. Integration Management Plan

Define how you will identify, define, combine, unify, and coordinate the project processes and activities.

2. Scope Management Plan

Define how you will plan scope management, collect requirements, define scope, create WBS, validate scope, and control scope.

3. Schedule Management Plan

Define how you will plan schedule management, define activities, sequence activities, estimate activity durations, develop the schedule, and control the schedule.

4. Cost Management Plan

Define how you will plan cost management, estimate costs, determine the budget, and control costs.

5. Quality Management Plan

Define how you will plan quality management, manage quality, and control quality.

6. Resource Management Plan

Define how you will plan resource management, estimate activity resources, acquire resources, develop the team, manage the team, and control resources.

7. Communications Plan 

Define how you will plan communications management, manage communications, and monitor communications.

8. Risk Management Plan

Define how you will plan risk management, identify risks, perform qualitative risk analysis, perform quantitative risk analysis, plan risk responses, implement risk responses, and monitor risks.

9. Procurement Management Plan

Define how you will plan procurement management, conduct procurements, and control procurements.

10. Stakeholder Management Plan

Define how you will identify stakeholders, plan stakeholder engagement, manage stakeholder engagement, and monitor stakeholder engagement.

Ancillary Project Plans

Lastly, consider ancillary plans for your project management plans. For example, when I manage software development or configuration projects, I always include the requirements management, change management, and configuration management plans.

  • Requirements Management Plan - describe how you will identify, analyze, document, and validate requirements.
  • Change Management Plan - describe the process for managing changes in the project.
  • Process Improvement Plan - describe how you will evaluate and improve the project processes to enhance the value, decrease cost, and expedite delivery.
  • Configuration Management Plan - describe how you will identify and document the functional and physical characteristics of a product, service, or result.

Additional Tips

  • Work with the project team to think ahead. Discuss the development and testing of the product, service, or result. Identify threats and opportunities. Define your project plan accordingly.
  • Focus on collaboration, communication, and stakeholder buy-in.
  • Keep the project plan as simple as possible.
  • Determine your project life cycle. Will the project be a plan-driven project or a change-driven project?

Avoid making Rookie Mistakes in Planning Your Projects

The project management plan checklist.convertkit form

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