A project baseline is a starting point for a project. This introductory plan is put together with stakeholders and serves as a reference point for the projects progress over time (Viter, 2021).
There are Six steps to creating a project baseline plan:
1 - Identify actives
The activities that need to be carried out, in order to create the deliverable must be identified. Deliverables are best described by using a verb and an object, for example, sow tomato seeds (Sebastian, 2021).
2 - Estimate durations and resource needs
The time that it is going to take to complete and activity and the resources required to complete the activity must be estimated (Sebastian, 2021).
3 - Create a schedule model
All of the information gathered in the first two steps, comes together in this step. Activities, the order in which they need to be done and the resources required to complete them are put on a time line. Using a management software programme is suggested (Sebastian, 2021).
4 - Seek approval
Steering committee’s should be established to obtain approval (Sebastian, 2021).
5 - Communicate the schedule baseline
RACI, which stands for responsible, accountable, consulted and informed, can be used to identify individuals that need to be informed (Sebastian, 2021).
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6 - Use and maintain the schedule baseline
After the project has begun, the schedule baseline can be used to measure the projects performance (Sebastian, 2021).
There are Nine project plan elements:
1.) Overview - this is a synopsis of the objectives and scope of the project
2.) Specific Project Objectives - a comprehensive statement of the goals
3.) Schedules - the details of when tasks will be carried out, how long they need to be completed, when they will be completed and it also catalogs any big events during a projects life
4.) Resources - this refers to the budget and cost monitoring and control procedures
5.) General approach to the work - the managerial and technical job descriptions are specified
6.) Contractual aspects - the totality of legal arrangements, pertaining to, but not limited to, cancellation rules, project reviews and liaison arrangements
7.) Personnel issues - all of the individuals, their unique skills, training requirements and security clearances, required for the project, are compiled in this section
8.) Evaluation Methods - at the beginning of the project, evaluation methods, such as outcomes based, goal based or process based are established
9.) Potential problems and or risks - any aspect of the project that may be an impediment, such as technical failures, must be stated in this section
After project approval has been given, planning completed and resources secured, a Project Initiation Document (PID) must be drawn up. A PID is used by both internal and external stakeholders as a point of reference. It contains elementary information about the project, like the scope, context, team and management.
The following are the Twelve features of the Project Initiation Document:
Project justification
Projection definition
Key assumptions
Business Case
Organisation
Communication plan
Quality plan
Project plan
Controls
Risk log
Contingency plans
Documentation structure
What is a Project Action Plan:
A project action plan is a document that lists the steps required to achieve a target. These tasks are sequenced or linked in order to ascertain the duration of the project. The resources, personnel and timeline needed to achieve the goal is included in the project action plan (Bridges, 2019).
A project scope statement is a precise description of tasks that need to be carried out, in order to achieve the goal of the project, in a timely fashion and within budget (Eastwood, 2019).
There are eight steps to developing a project scope statement:
1 - Understand why the project was initiated
2 - Define the key objectives of the project
3 - Outline the project statement of work
4 - Identify the larger deliverables
5 - Choose key milestones
6 - Identify major constraints
7 - List scope exclusions
8 - Obtain sign-off (Eastwood, 2019)
It is important to put together a scope management plan, so as to ensure that the project stays on track (AIPM, 2021).
Project scope is written into a statement of work and includes the target date, costs, a task plan, deliverables, objectives and goals. The roles and responsibilities of personnel is also described and assigned (AIPM, 2021).
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Scope creep is problematic, in that unnecessary changes may be made to the scope of a project, which then results in the project steering away from it’s original path and plan. Therefore, it must be planned for (AIPM, 2021).
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What is project leap?
Project leap occurs when there is a drastic alteration in the strategic focus or direction of the project, therefore changing the foundations on which the project operates (Rajagopalan, 2018).
Scope change occurs due to a shift in the original scope. This could potentially extend the project deadline and or increase the projects budget. Handling a scope change can be challenging for project managers (PMK, 2021).
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A hierarchical planning system is a method of breaking down complex tasks into accurately defined and co-ordinated activities. While some activities may need to be completed first, before the next begins, other activities can be carried out concurrently.
It is suited to creating a work breakdown structure (WBS) as activities can be easily identified and categorised.
A WBS deconstructs a large and complex task, into smaller and more manageable tasks. There are different ways that a WBS can be organised (Duke, 2021). An example is depicted in the image below:
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There are four approaches to developing a WBS:
Guidelines
Analogy
Top down approach
Bottom up approach
The video below, explains WBS further:
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