What is a Project Management Plan, and How Do You Write One?
A Project Management Plan is often referred to
as a Gantt chart or a Schedule by many professions. Professionals who bring
this misunderstanding into the PMP® certification exam have the lowest chance
of passing. A Project Management Plan is a document that specifies how a
project is completed, monitored, and managed; it is much more than a schedule
chart, as you will see in this article. A thorough grasp of the project plan
can be highly beneficial in studying for the PMP®certification exam and managing projects.
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What is a Project Management Plan, and why do you need one?
Following input from the project team and key
stakeholders, the project manager creates the project management plan. A
project management plan is a formal, approved document that details the
project's execution, monitoring, and control. Baselines, subsidiary management
plans, and other planning papers may be included in a summary or detailed
document. This document is used to define the project team's approach to
delivering the project's targeted project management scope.
The project's performance is monitored against
the performance measurement baseline specified in the project management
strategy as work progresses. The performance measurement baseline is made up of
the scope baseline, schedule baseline, and cost baseline. If a deviation from
the baseline occurs during the job, the project manager addresses it by making
modifications to remedy the deviation. If these adjustments fail to correct the
deviations, official baseline change requests will be required.
Project managers devote a significant amount of
time to ensuring that baselines are met and that the project sponsor and the
organization benefit fully from their projects. A project manager's
competencies include appropriate planning and efficient project control, and
ensuring project deliverables are on time—and that the project is finished
according to the project management plan.
Related read: How
is Earned Value Calculated in Project Management?
What Constituents a Project Management Plan?
A project management plan is made up of several
different baselines and subsidiary plans, such as:
- Scope, schedule, and cost baselines
- Project management prepares for the following aspects: scope and schedule, costs, quality, human resources, communications, risks, and procurement
- Requirement management plan
- Change management plan
- Configuration management plan
- Process improvement plan
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Developing a Project Management Plan
The project management plan is an output of the
Develop Project Management Plan procedure in the Project Integration Management
Knowledge Area, according to the PMBOK® Guide.
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The project management strategy isn't made in
one sitting. It is developed, refined, revisited, and updated as it is further
developed, refined, revisited, and updated. Because the project management plan
ties all of the knowledge area management plans together, it must be put
together after all of the component plans have been completed.
The majority of the project management plan's
components are formed in the PMBOK® Guide's various processes; for example, the
Communications Management Plan is created in the Plan communications process.
The Develop Project Management Plan process, on
the other hand, creates the Schedule Management Plan, Cost Management Plan, and
Scope Management Plan. When the starting process group makes a project charter,
it includes a summary of scope, budget, and a summary (milestone) schedule.
You can go ahead and construct the scope
management plan, cost management plan, and schedule management plan because you
already have these items before you start developing the project plan. You can
amend the components of the project plan with greater information later, when
you execute the Plan Scope, Estimate Costs, and Develop Schedule processes, to
reflect a deeper understanding of the project.
Approval of the Project Management Plan
Because the project management plan is a formal
document used to govern the project's execution, it must be approved in
writing. The organizational structure and some other criteria influence who
approves the project management plan.
The project management plan document is usually
not approved by the customer or the organization's top management. The customer
signs the contract, but the internal workings of the project delivery
organization are frequently overlooked. Typically, the project manager, sponsor,
or functional managers who provide the project's resources approve the project
plan.
The approval of the project management plan
becomes less hard for a project manager if:
- All stakeholders, as well as their requirements
and objectives, are identified.
- Conflicting priorities are handled in advance
by the project manager.
Conclusion
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