05 Strategic planning & management public & private sector

PROF. BHASKER V. BHATTCIVIL ENGINEERING DEPARTMENT

SCET, SURAT

Strategic planning and management in the public and

private sector

Politics & Public Policy Planning (2734804)

Major Elective IVM. E. (II) Town and Country Planning

Semester – III

Strategic planning and management in the public and private sector by Bhasker V. Bhatt is licensed under a

Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License.

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Introduction

It is rightly said “If you don’t plan, it doesn’t work, if you plan, it doesn’t work either”. Well then why plan? Because, if you don’t plan you get shocks followed by depression and pain. The basic function of planning & management is to use skills and knowledge to manage and fully utilize all the resources in any project.

Peter Ducker has said “Plans are only good intentions unless they immediately degenerate into hard work.” And to accomplish this tough task is the biggest challenge faced in any project. To face the challenge well, it is necessary to make sure you spend maximum time in planning.


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Objectives

• List the nine Knowledge areas and process groups.

• Mapping the various processes with the respective Knowledge areas and process groups.

• Explain project plan and its purpose

• Explain Work breakdown structure.

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Mapping of planning process with Knowledge areas

Most of the experienced planners believe that project management can be dichotomized in two major ways; firstly as process groups and secondly as Knowledge areas.

Project management can be dissected into 9 knowledge area and 5 process groups.

Deming’sPDCACycle

Plan

Do

Check

Act


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Process groups

The five process groups are based on Deming’s cycle, considering a project as a solution to a given problem. As per the cycle, these are four steps to a problem solving process. These four steps are Plan-Do-Check-Act.

These five process groups are: Initiation Planning Execution Monitoring and Controlling Closing


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Knowledge areas

The 42 processes are also grouped into various knowledge areas. The nine knowledge areas are:

Project Integration Management Project Scope Management Project Time Management Project Cost Management Project Quality Management Project Human Resource Management Project Communication Management Project Risk Management Project procurement management


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Internal environment

The internal environment is essentially all the factors that can be controlled by the organization. These factors are usually things like technology advancement, e-commerce, and business expansion.

The factors that constitute the internal environment: Value System Vision, Mission and Objectives Management Structure and Nature Internal Power Relationship Human Resources Company Image and Brand Equity


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WBS & Project plan

A project management plan defines how the project is executed, monitored and controlled and closed. The major parts of a project management plan are lifecycle selected, change management plan and configuration management.

A project plan is needed because of the following reasons: Project plan is like a guide to the project from initiation to closing. Project plan documents the basic requirements, assumptions and

constraints of the project. It documents the decisions regarding the alternative choices,

identified risks, mitigation/contingency plan. List the various stakeholders, communication requirements.


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Project plan elements

Project Requirements General Approach List of stakeholders Contractual aspects Resources Risk Communication Quality


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Project Plan Project Management

As a Planner, you’ll know that the most important item in your tool-box is your Project Plan.

It tells you what the current status of your project is, whether you’re on track and what your forecast delivery date is.

To keep your plan up-to-date, following are steps needed to take to complete this project activity more efficiently.

How to keep your Project Plan Up-To-Date…


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However the process of entering all of the required information into the project plan and having it ready for review on a weekly basis is a tedious task itself!

But if simple steps are followed, then updating the project plan would be an easier task and output would be more accurate, giving all of the information needed to make crucial decisions about the project.


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Step 1: Enter Utilized Time Information

The first step taken when updating the Project Plan is to identify how much time the project team has already utilized in the project till day.

Calculation needed for: The total time allocated to the project at the initiation

Time spent on the project till date. Estimated time required to complete the project.


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Step 2: Update schedule with delivery status

As the time utilization part is done, sufficient idea is available about the time taken to complete each activity.

However the status of the milestones as per project schedule is still not known.

Now its time for the project team to update the plan with the status of the milestones, list of deliveries’ made and time of delivery and also the percentage of work completed on the upcoming deliverable.

This will help in knowing the amount of project completed.


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Step 3: Update Cost factors

The last step required to update you plan completely is entering the cost parameters of the project; i.e. the expenses and earning as on date.

What needed is to gather all of the project invoices for the current reporting period and calculate the total cost incurred in the project till date and budget needed to complete the pending project.


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Step 4: Perform Project Planning Maintenance

Having now updated the Project Plan and determined whether the project is on track, there are several other tasks to perform, including:

Re-base lining the Project Plan if needed…

Raising a change request, if required…

Updating the various subsidiary plans of the project management plan like cost management plan, human resource plan, risk management plan…


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Elements to be planned

There are several factors which need to be planned before a project is successfully executed. Some of the parameters are listed below:

Risk management plan

Quality management plan

Human resource management plan


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Risk management plan

Risk can be a big threat or opportunity for the project.

For a project to be successful it is very important that risks are identified timely and appropriate actions planned for the same.

Risk management plan describes how risk will be structured and performed on the project.

It is a part of the project management plan.

The main components of the risk management plan are methodology, budget, risk management process and risk categories, risk probability and impact, stakeholder tolerance, risk tracking and risk reporting format.


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Quality management plan

This part of the project management plan describes the performing organization quality policies.

It includes quality control, quality assurance and continuous process improvement approaches for the project.

This plan can be either formal or informal.


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Human resources management plan

This subsidiary plan lists the roles and responsibilities and skill requirements of the project.

It describes the Reporting relationships, Resource acquisition requirements, Resource availability calendar, Resource release plan, Organization hierarchy chart, Project training needs, and Reward and recognition policies.


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Planning requirement on resources inventory

Resourcing is not only about people but also about resource and machinery.

Thus to make sure all the resources are well utilized it is very important that the planner has complete information about what needs to be delivered when and to whom.

Resource planning is part of the project planning phase of the project management life cycle and takes place before project execution…


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Vision, mission and strategies

The first management action in the strategic planning process is executive development and set of strategies that support the enterprise vision / mission.

The next step is to create a list of strategies that describes executive management purpose and scope for each strategy.


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Framing a strategy

The strategy is framed around the six classic logical questions:

What benefit and cost the project brings to the business

Why the project is important and should be funded Where the project needs to be implemented When the project can be implemented Who is required to implement the project How the project can be implemented with success

05 Strategic planning & management public & private sector

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