Assignment-Supporting Plans

By-Eesha Agarwal

Communication plan

The Importance of Project Communication Plan:

The purpose of the project communication plan is to identify how the information will be
communicated to the team members, stakeholders, sponsors, customer, and every single
person involved in the project. The plan clearly outlines the method of delivery on the
information, frequency, and who will receive the message.

A clear project communication plan is a signature for the effectiveness of all communication
processes during the project. The main goal of every plan is to provide the right information to
the right person at the accurate time in a format that works for both sides.

Crafting a good project communication plan will bring benefits including:

● Improvement of the decision-making process
● Improvement of the entire communication process
● The team will be always up-to-date with the tasks
● Clear roles and responsibilities for the upcoming communication schedules
● Gathering feedback at key milestones

The content:
● Project Scope
● Communication Schedule
● Contact information Reviews and approvals
● Constraints and assumption
● Definitions and acronyms
● Reference Materials
● Comments

The outline of the project communication may differ, but the most important part is the
communication schedule. This section covers the most important key aspects of the project
communication plan such as the communication, frequency and method of delivery, the goal of
the communication, the audience, and who is conducting the communication.

Methods of communication :
● Internal (e.g. team members) and external (customers, the public etc.)
● Formal (reports, briefings) and informal (emails, phone calls etc.)
● Vertical (up and down the organization) and horizontal (with peers)
● Official (e.g. newsletters) and unofficial (off the record)
● Written, verbal (voice inflections) and nonverbal (body language)
Poor communication may contribute to project failure. Because of this, the plan must be detailed
,with clear information, and executed as stated. Another big thing when planning a
communication schedule is to know who and how to contact when the information could be a
security risk. Prepare yourself for this scenario when drafting your communication plan.

Once you have got the project communication plan in order, make sure that it is documented
and distributed to everyone that is involved in the project. So , that everyone will have it on hand
when needed.

The project communication plan can improve the idea behind the whole project, if done
correctly.
Quality Management Plan

The importance of quality management plan:

The quality management plan provides guidance on how quality will be ensured on the project
through design reviews, documentation, and other protocols. It gives management and the
customer a clear understanding of how quality will be maintained and what documentation they
can expect during the life of the project.

The plan is generated by the project team and is used as both a cross reference for other
documentation and as a guidance for responsibility on the quality aspects of the project. The
team members refer to it to find documents that they need to examine regarding quality
standards for their deliverables. managers refer to it to clarify what practices are considered
essential for quality performance and to a firm who is responsible for those practices. The
customer may refer to the quality management plan for assurance that quality practices are in
place for the deliverables and to identify any specific practice for which they are responsible.

The content :

Much of the content in the quality management plan is often referenced. there may be
reference to performance standard guides, quality standard (like ISO 9000), and internal
support documents. The quality management plan is normally limited to a single project or effort
within a project and is specific in terms of outlining responsibilities and ownership.
This may include the following:
● Project information
● project scope
● quality policy
● quality approach
● Supporting documentation

Things to consider

In developing a quality management plan it is important to consider the customers quality

practice. Customers with a high level of quality planning and expertise expect a similar level of
effort from their vendors and supporting organizations. Prior to developing a quality
management plan, it is often prudent to review the customer's quality practice and management
plans.
Procurement Plan

The importance of procurement management plan:

Procurement management is a necessary process to purchase or acquire products, services, or
results needed from a project team through outsourcing.

A procurement management plan holds the purchase framework for your project. It serves as a
guide for managing procure8. Create a Vendor Management Planments such as goods,
supplies, and/or services throughout the life of a project and is updated as procurement needs
change.

This plan identifies the items to be procured, the contracts used in support of the project, the
contract approval process, and decision criteria. It serves as a good start to putting procurement
processes in order. Put to proper use, a procurement management plan helps lower overall
procurement costs and supports smoother business operations.

Furthermore, a procurement management plan defines the following:

● Things to be procured with justification statements and project timelines
● Types of contracts to be used in the project
● Risks associated with procurement management
● Determines approximate costs
● Establishes contract deadlines and deliverables
● Defines how procurement and contracts are coordinated with project scope, budget, and
schedule
● Mentions any constraints pertaining to project procurement
● Tracks performance metrics for procurement activities

Why Does Having a Procurement Management Plan Matters?

Handling the organization’s procurement is one thing, and effectively managing it is another! A
good procurement plan has the power to save money and time while increasing organizational
compliance.

The procurement management plan can be broken down into these eight steps.
● Define Terms
● Outline Type of Agreement
● Identify and Mitigate Risks
● Define Costs
● Identify Constraints
● Get Contract Approved
● Make a Decision Criteria
● Create a Vendor Management Plan
Risk Management plan

The importance of risk management plan:

Risk management plans offer several benefits that make them a worthwhile endeavor for every
project. For example, risk management plans help companies to identify the potential risks they
may face.
Being aware of these risks allows project managers to make plans to avoid specific risks or
deal with them when they arise.

Having a risk management plan also makes financial sense because it allows them to prepare
themselves financially for the most likely problems. It may also increase an appeal to lenders. In
addition, risk management plans protect the company’s resources by allowing the company to
prioritize risks and plan to deal with each possibility. This conserves important resources,
allowing the Tracking Risk company to focus on more important tasks such as accomplishing
sales goals and more.

Risk management in a project can improve the company’s brand by letting employees,
customers and other businesses know that the company is responsible and resourceful.
Furthermore, risk management plans give companies a chance to gather important information
that may be useful for other purposes as well.

As per Deloitte, 2019 risk management survey, 40% of the companies felt risk management is
an important factor to achieve strategic goals. When the survey has proceeded, it has been
found, the compound annual growth rate (CAGR) is likely to increase by 5% when they review
risk management as a source of achieving strategic goals(Rugger et.al, 2019).

Rules To Manage The Risk

● Identify The Early Risk Associated With Projects
● Communicate Risks
● Consider Opportunities And Thread
● Risk Prioritizing
● Assessing Risk
● Developing A Contingency Plan
● Tracking Risk

Why Is Risk Management Important In Project Management

The timeframe in which risk will have an impact should be identified as soon as possible. Also, it
is important to cost, schedule, scope, and quality in detail as per the nature of risk. Hence it can
be said, in all the way, the exposure of risk to a project critically impacts the project and might be
an agreement with the stakeholders (Duggan, 2019).

To combat the overall impact of the risk management process on the project can be defined in
given points-

● Risk management contributes to the success of projects by determining the external

and internal risks

● In order to ensure the project run smoothly, the project manager can communicate their
plans with stakeholders

● This helps project managers to maximize the outcomes and reduce the chances of
falling off projects.

● A risk management plan helps you to become proactive and developing actions to
reduces the likelihoods
Human Resource Plan

What is Hr plan?
Project Human Resource Management includes the processes that organize, manage and lead
the project team”.
“The project team is composed of the people with assigned roles and responsibilities for
completing the project.”

The importance of HR plan:

Human resource planning enables businesses to meet their current and future demands for
talent, allowing human resource managers to anticipate and develop the skills most valuable to
an organization and provide the enterprise with the optimal balance of staff in terms of available
skill-set and number of personnel.

Key part of human resource planning is projecting future workforce requirements and
developing Strategies for deploying this talent to avoid skills shortages or surpluses practically.
The aim is to achieve a balance of skills based on the need and objective of enterprise HR
planning must therefore be a continuous process with the structure and monitoring system that
enables the organization to provide sufficient Lead time for the recruitment and training of
employees to meet its future requirements.

● Acquire Project Team-The process of confirming human resource availability and

obtaining the team necessary to complete project assignments.
● Develop Project Team-The process of improving the competencies, team interaction and
the overall team environment to enhance project performance.
● Manage Project Team-The process of tracking team members performance, providing
feedback, resolving issues, and managing changes to optimize project performance.

HR planning methodology:
● Analyze the objective of your organization
● Make an Inventory of current human resources
● Forecast your HR demand
● Determine the number and extent of his skills gap
● Draw a pen Action Plan
● Integrate and implement a plan
● Monitoring, measurement, and feedback