Step 1: You have to explain the project plan to the key stake holders and discuss the main components.
Components of the project plan include:
Step 2: Define roles and responsibilities
Step 3: Hold a kickoff meeting
Step 4: Develop a scope statement
Step5: Develop a scope baseline
Step 6: Developing the schedule and cost baselines
Step 7: Create baseline management plans
Step 8: Develop the staffing plans
Step 9: Analyse the project quality and risks involved
Step 10: Communication
One needs to create a project plan before heading into developing a construction project. As given above the whole rationale of your basic plan can be laid out in 10 steps as given above. This is to be made before you begin construction.
The project plan is the major most work product in the entire planning process as it contains all the planning project documents.
So as mentioned step 1 deals with making the key stakeholders understand the entire plan of action. Who are these? The owners or financers, the builders, contractors, project managers, engineers, architect and the final consumer which could be a flat owner or rep for them.The key components of the project plan need to be discussed with all. The various documents are handed out, regarding budget, costing, materials and the time line and phased schedules etc. Once changes are made and the documents are streamlined and thrashed out, a final consensus is reached and taken further.
Step1: So what are the components of the project plan:
- Baseline: This is saying the same thing in a formal way.
The project`s three starting points are the scope, schedule and cost baselines ascertaining that the project is on track and collinear with execution.
- Baseline management plans: These plans sum up what changes may occur in the main plan throughout execution and the need for additional planning if there are changes in the baseline- whichever aspect is applicable. What process will be followed, who will be notified and how these changes will be notified and to who and who will do the extra funding. Other work products include: risk management plan, a quality plan, a staff plan and a communicative plan.
Step2: To define the role and responsibilities of all the people involved. All stakeholders may not be needed to approve of the plans. Some of the key players are:
- Project Sponsor: The person bringing in the funds. He must be aware of the entire plan.
- Assigned business experts:These will decide what is needed for the project to be executed.. They also help develop the scope baseline and approve of the ‘scope document’. They are also connected with the timeline, the approximate time that will be taken for project completion.
- Project manager: This is the key person responsible for creation, execution and control of the project. They are the builders of the plan so they are important as well.
- Project team: They build the building. They may participate at the planning stage but needn`t approve plans. Essentially the executors of the approved plan.
- End users: This could be the staff, or a homeowner of an apartment block, may or may not be in the planning stage.
- Others: Auditors, quality or risk analysts, procurement specialists etc. May bunch in with quality or procurement plan.
Step 3: Holding a kickoff meeting: This brings in the stakeholders together to discuss the project. Brings trust between the team members making sure all the participants are in harmony. Also to ensure that the sponsor has said his final ‘yes’. Topics included could be:
- Business vision and POA (sponsor)
- Project vision (sponsor)
- Roles and the various responsibilities
- Team building
- Commitments from the team
- How the team will make decisions
- Ground rules to be followed
- How large the groups should be and if sub-groups need to be formed.
Step 4 : Developing a statement of ‘scope’
This is probably the most important document in the whole plan. The scope statement clearly defines what the project outcome will be. It ties up the sponsor to get his yes and prevents miscommunication between them all. It might change as one goes along. It includes-
- Business need and problems that one might meet.
- Objectives of the project, stating how problems might be resolved.
- Project justification and benefits
- Project scope including what will be discarded, what will be accepted for the project. Example: Marble floors and not wooden ones.
- Key milestones or phases of wok. The approach and other parts as needed as per size and nature of the project.
- Like a contract between the sponsor and project manager, one with changes only having to be vetoed by the sponsor.
Step 5: Developing a scope base line. This figures work break down structure (WBS). This is basically a break down of all the deliverables in the project. It has the following elements.
- Identification of all the deliverables produced on the project, all work to be done.
- Taking up large deliverables for e.g. how many rooms, their dimensions, materials needed, equipments needed. Subunits of deliverables in hierarchical order. So bringing it down to lower and lower levels of detailing.
- The lowest level is called `work package` and can be in numerical order corresponding to all the activities and tasks.
Step 6: Developing schedule and cost baselines
- Identifying activities and tasks which are needed to produce each ‘work package’, developing thus a WBS of tasks
- Identifying the resources needed for each task
- Setting timelines or durations for each activity
- Calculating cost of each task
- Considering constraints of resources, how much time needed for each resource
- Seeing how tasks are intertwined.
- Scheduling tasks with time step by step
- Time phased budget or cost by time period
This process is not a one-time effort. Many steps will be taken and retaken as you go along.
Step7: Creating a baseline management plan. Management plans include a review and approval process for modification of baseline. New requests of change will be added on as per requirement.
Step8: developing the staff plan. Deciding who will stay and for how Long and how others will be reinstated as resources e.g labour, plumbers, supervisors, contractors.
Step 9: Analyze project quality and risks. Making sure that the end product will follow specifications decided upon and maintenance of uniform quality. The plan must become a foundation for all quality reviews and inspections which are being performed during the project and is used throughout the project`s execution.
Project risks: Any changes which might occur e.g. the sponsors changing hands and what will be the impact on the project and how the project will bear the impact or continue efficient functioning inspite of the risk/change.
Step 10: Communicate: Communication plans:
- Who all in the project will receive regular reports of work, how often and in what format and song, which media.
- How various issues will be highlighted and when.
- Where the project will be stored and who all can have access to it. This entire communication especially for the sponsor will include:
- Review and approval of the 2 project
- Process for changing the contents of the plan
- Next steps- executing and control of project plans and roles of key stakeholders in upcoming phases.
Use this all comprehensive guide to plan your next construction project.