PROJECT PLANNING
Figure 1: The Project Planning Phase
Purpose
Usually by the time a project officially enters the Planning Phase, the project team has already
developed a number of documents (i.e. the project logical framework, the project proposal, the project
charter etc.) that contain an extensive level of detail related to the project:
Goal, outcomes and outputs
Scope and activities
Indicators and means of verification
Budget
Schedule
It is important, however, not to confuse the project proposal, the project logical framework, or other
documents developed during project identification and initiation phases with a project plan. The Project
Plan differs significantly from these other documents in terms of the:
1. Format, 2. Purpose, 3. Audience, 4. Level of detail, 5.Participation,6. Timing and 7. Schedule
constraints.
While some argue that the project logical framework and/or the project proposals provide an
acceptable amount of information to serve as a project plan, these documents seldom provide a
sufficient level of detail required to implement a project. This is because those documents are written
to serve different purposes altogether.
Take, for example, the project proposal in comparison with the project implementation plan. Table 2
outlines differences between the two documents in terms of their purpose, format, and level of detail
(note that a similar comparison could be made between the project logical framework and the project
implementation plan).
, Table 1: Project Proposals vs. Project Implementation Plans
Project Proposal Project Implementation Plan
To ensure that the project arrives on time,
To obtain approval and funding for on scope and on budget, and according to
the project, emphasizing clear, established quality parameters; to
Purpose concise communication of ideas that emphasize comprehensive, logical
‘sell’ the project to funding planning and to model the project for
stakeholders review by the project team and other
stakeholders
Format is often determined by donor
Format is determined by the project team
Format requirements or agency stakeholders
and key stakeholders
responsible for investment decisions
Often limited in level of detail – due
Level of detail is developed by the project
Level of Detail to the purpose, format, anticipation,
team and key stakeholders
schedule and timing of proposal
Often written by a small team as a Opportunity exists to expand participation
Participation result of time constraints that limit to include an array of stakeholders,
participation including experts and technical advisors
Focused on donors and stakeholders Focused on the needs of the team
Audience
who distribute resources implementing project activities
The opportunity exists to revisit proposals
Often written under tight time
Timing and to further develop/revise/update plans at
constraints, sometimes months (or
Schedule the beginning of project implementation
even years) prior to implementation
or at key benchmarks in the life cycle
Nevertheless, while there are considerable differences between the purpose, process and content of a
project proposal and a project implementation plan, many development organizations use the project
proposal as an implementing plan. This is especially the case where the proposal format is based on
donor-driven requirements that result in proposals that approximate to project plans in terms of length
and level of detail. Beware – even the most expansive project proposals (and many can exceed 100
pages in length) still have weaknesses that limit their effectiveness in planning for project
implementation.
The format and elements of project implementation plans will vary according to the organization, donor
and/or project. However, regardless of the format of the document, all project implementation plans
(as compared to the initiation deliverables created during earlier phases) should be sure to address the
PMD Pro’s Principles of Project Management:
i. Implementation Planning is balanced!
ii. Implementation Planning is Comprehensive!
iii. Implementation Planning is integrated!
iv. Project Management is Participatory!
v. Project Management is Iterative!
Figure 1: The Project Planning Phase
Purpose
Usually by the time a project officially enters the Planning Phase, the project team has already
developed a number of documents (i.e. the project logical framework, the project proposal, the project
charter etc.) that contain an extensive level of detail related to the project:
Goal, outcomes and outputs
Scope and activities
Indicators and means of verification
Budget
Schedule
It is important, however, not to confuse the project proposal, the project logical framework, or other
documents developed during project identification and initiation phases with a project plan. The Project
Plan differs significantly from these other documents in terms of the:
1. Format, 2. Purpose, 3. Audience, 4. Level of detail, 5.Participation,6. Timing and 7. Schedule
constraints.
While some argue that the project logical framework and/or the project proposals provide an
acceptable amount of information to serve as a project plan, these documents seldom provide a
sufficient level of detail required to implement a project. This is because those documents are written
to serve different purposes altogether.
Take, for example, the project proposal in comparison with the project implementation plan. Table 2
outlines differences between the two documents in terms of their purpose, format, and level of detail
(note that a similar comparison could be made between the project logical framework and the project
implementation plan).
, Table 1: Project Proposals vs. Project Implementation Plans
Project Proposal Project Implementation Plan
To ensure that the project arrives on time,
To obtain approval and funding for on scope and on budget, and according to
the project, emphasizing clear, established quality parameters; to
Purpose concise communication of ideas that emphasize comprehensive, logical
‘sell’ the project to funding planning and to model the project for
stakeholders review by the project team and other
stakeholders
Format is often determined by donor
Format is determined by the project team
Format requirements or agency stakeholders
and key stakeholders
responsible for investment decisions
Often limited in level of detail – due
Level of detail is developed by the project
Level of Detail to the purpose, format, anticipation,
team and key stakeholders
schedule and timing of proposal
Often written by a small team as a Opportunity exists to expand participation
Participation result of time constraints that limit to include an array of stakeholders,
participation including experts and technical advisors
Focused on donors and stakeholders Focused on the needs of the team
Audience
who distribute resources implementing project activities
The opportunity exists to revisit proposals
Often written under tight time
Timing and to further develop/revise/update plans at
constraints, sometimes months (or
Schedule the beginning of project implementation
even years) prior to implementation
or at key benchmarks in the life cycle
Nevertheless, while there are considerable differences between the purpose, process and content of a
project proposal and a project implementation plan, many development organizations use the project
proposal as an implementing plan. This is especially the case where the proposal format is based on
donor-driven requirements that result in proposals that approximate to project plans in terms of length
and level of detail. Beware – even the most expansive project proposals (and many can exceed 100
pages in length) still have weaknesses that limit their effectiveness in planning for project
implementation.
The format and elements of project implementation plans will vary according to the organization, donor
and/or project. However, regardless of the format of the document, all project implementation plans
(as compared to the initiation deliverables created during earlier phases) should be sure to address the
PMD Pro’s Principles of Project Management:
i. Implementation Planning is balanced!
ii. Implementation Planning is Comprehensive!
iii. Implementation Planning is integrated!
iv. Project Management is Participatory!
v. Project Management is Iterative!
