Project Planning Essentials: A Comprehensive Framework

1. Project Identification

Project Name and Overview

Briefly describe what is to be done in the project, indicating the executing agency and the sponsoring organization.

2. Nature of the Project

• Rationale

  Explain why the project is being undertaken, detailing its justification and origins.

• Institutional Framework

  Identify the organization responsible for the project's execution.

• Purpose

  Define the overall impact or desired change to be achieved by the project.

• Project Description

  Outline what the project aims to accomplish.

• Goals and Objectives

  Specify when the project aims to deliver, the services to be provided, and what needs or problems it addresses.

• Beneficiaries

  Identify the target audience or groups to whom the project is directed.

• Physical Location and Spatial Coverage

  Indicate where the project activities will take place and its geographical scope.

3. Operational Specifications: Activities and Tasks

This section explains how the project will be organized and describes the coordination of complementary tasks.

4. Methods and Techniques

Further detail how the project will be executed, specifying the instrumental methodology and techniques to be utilized.

5. Project Schedule Determination

Define when project activities will occur, outlining the overall project scheduling.

• Gantt Chart

  A tool for easy comprehension of project timelines.

• PERT (Program Evaluation and Review Technique)

  A more complex network of steps, resolving limitations of other scheduling methods.

• ABC Analysis

  A method of medium complexity for activity scheduling.

6. Resource Requirements

Identify who will be involved and with what resources the project will be executed.

• Human Resources

  Detail personnel capacity, work distribution, and training needs.

• Material Resources

  List tools, instruments, and equipment required.

• Technical Resources

  Specify the techniques and technologies to be utilized.

• Financial Resources

  Outline budgets and credit requirements.

7. Cost Calculation and Budget Elaboration

The project budget should include:

• Personnel costs
• Travel expenses
• Premises and facility costs
• Material and equipment costs
• Operating expenses
• Unforeseen contingencies

Costing Analysis

Determine the factors that make up the various project costs, including the cost and price of each individual factor.

8. Organizational Structure and Project Management

This section defines the personnel responsible for executing the activities. It covers:

• Organizational structure
• Procedures manual
• Personnel functions within the project
• Staff relationships and interaction
• Coordination modalities and mechanisms
• Internal monitoring and evaluation system
• Information channels

Types of Project Organization

• Functional Organization

  Project management occurs within an existing organizational structure.

• Project-Based Organization

  An ad-hoc operational unit is created for each project, which is dissolved upon project completion.

• Matrix Organization

  Each project is directed by a project manager, but the rest of the staff belong to various organizational units with administrative responsibilities.

9. Project Evaluation Indicators

Evaluation indicators are instruments used to measure the progression towards proposed goals. They must possess:

• Independence
• Verifiability
• Validity
• Accessibility

10. External Factors and Prerequisites

Identify external factors that may influence the project. These factors, along with the objectives for achieving the desired effect, need to be realistic, well-substantiated, and comprehensive.

Prerequisites

These are external factors over which the project administration has no direct control, but which are essential for the project's successful outcome.