Stage 3: Planning

  • How you will go about it, when it will happen and who will be involved

    This stage is focused on the practical planning of the project.  The elements of the plan being brought together to form the Project Initiation Documentation (PID). 

    The PID forms the contract between the Project Manager and the Project Board.  It is a live document updated periodically, with board approval, to reflect the current status of the project.

    Key stakeholders will be actively engaged and input into the development of the PID documentation and supporting plans. Collaboration with others will help to form robust plans and enable the Project Manager to overcome any initial challenges and be supported in identifying mitigating action to any reported risks.

    Any changes to the definition and scope of the project are solely the responsibility of the Project Board. If detailed planning activity reveals necessary or desirable changes these can be requested by submitting a Request for Change form for approval as outlined in the Governance and Change Controls guidance.

    The Project Board may require that project delivery is managed in controlled stages.  Deliverables can then be defined, planned and managed in stages, with the output being presented as a Stage Plan to the Project Board. 

    Realistic plans are critical to achieving a successful project.

  • Key actions

    • Ensure Benefits Management activity has begun
    • Arrange with VPO to carry out stakeholder mapping workshop and use findings to develop Communication Plan
    • Work with users to develop Quality Plan
    • Suppliers begin development of detailed technical specification based on Customer Quality Requirements & Acceptance Criteria 
    • Work with stakeholders to establish timeline, dependencies and critical path.
    • Ensure resource availability is accounted for in timeline
    • For complex projects, complete an additional document template: Stage Plan
    • Compile documents into PID

    Key outcomes

    • Benefit Profiles completed and owners agreed
    • Benefits measures agreed and baselined
    • A Communication Plan that stakeholders agree meets their needs
    • Users confident that monitoring and control processes will support delivery to the required quality 
    • Suppliers confident that they understand and can deliver requirements and can now develop technical plans for how to achieve this
    • Project Plan (Timeline and Resource Plan) in place that suppliers and users accept as realistic
    • Project Initiation Documentation (PID) ready for Board for decision at Gateway 3