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Information Documents Used in Planning and Control Tutorial

1 Information Documents Used in Planning and Control

This lesson focuses on the information conveyed by the various planning and control documents. Let us begin with the objectives of this lesson in the next screen.

2 Objectives

By the end of this lesson, you will be able to: ? List the contents of the documents used in planning and control Let us move on to the next screen to discuss the information documents used in the planning and control process.

3 Information Documents Used in Planning and Control

Following are few important documents used in the planning and control process: Click each tab to learn more. Monitoring and control strategy defines how the programme will apply internal controls to itself. It can be deployed as part of the programme plan or integrated with quality and assurance strategy. The monitoring and control strategy document will contain the following. The monitoring and control strategy is a document that defines what controls will be in place, including project decision authority, change activities and tolerance. It also includes the criteria to assess efficiency and effectiveness. In addition, the monitoring and control strategy includes guidelines on how projects will be started and monitored, and how the programme’s internal process effectiveness will be monitored. It also includes standards which need to be applied to control projects, information required for monitoring projects and margins within which the programme will operate. In addition, the monitoring and control strategy includes escalation routes for managing exceptions. The document defines how to control dependencies and what performance criteria will be used to assess effectiveness. Programme plan is used to control and track the progress and delivery of a programme and its resulting outcomes. It may also include resource, quality and assurance, communication and benefits realisation details. The programme plan document will include the following. The programme plan includes the overall programme schedule showing relative sequencing of all projects in projects dossier. It also includes the dependency network illustrating project input and output relationship. In addition, the programme plan includes cross-reference with risk register to explain any planned risk response activities. The programme plan provides an explanation of grouping of projects and major activities in tranches and points at which the end of tranche reviews will take place. Along with these, the plan includes information on risks and issues referenced during planning. In addition, the program plan includes transition planning information and schedules, programme-level management activities, estimated effort and cost and details of how the monitoring and control strategy will be deployed. Resource management strategy is used to identify how the programme will acquire and manage resources required to achieve a business change. The resource management strategy document will contain the following. The content of resource management strategy includes the details of funding requirements, budgets and accounting procedures along with the procurement approach and contract frameworks. It also contains cost and expenditure profile across the programme, expenditure approval procedures and profile of shared resources. Resource management strategy also includes the list of required assets, technologies, specialist skills and subject matter experts needed. It will define how to manage human resource requirements including internal and external resources, how to transfer skills and knowledge and what should be the approach to resolve resource dispute. The purpose of resource management plan is to define the arrangements required for implementing resource management strategy. The resource management plan document will contain the following. Resource management plan includes the schedule required to implement resource management activities. It includes the details of who will be responsible for resource management strategies, how to track the use of resources, and what will be the timing of reviews and monitoring activities. Resource management plan also explains how resources will be managed between programme and projects and what will be the estimated effort and associated costs. The purpose of projects dossier is to provide a list of projects required to deliver blueprint with high-level information and estimates. The plan is also known as project register. The projects dossier document will include the following. The projects dossier includes a list of projects with their descriptions and objectives. It also outlines information on outputs and resources required to deliver them. It defines the timescales and dependencies associated with each project. The projects dossier also includes the details of initial requirements for each project along with the high-level budgets allocated to individual projects. In addition, it includes links showing the contribution each project and major activity will make towards the programme. The projects dossier also explains the issues and risks for each project. The purpose of information management strategy is to describe the measures, systems and techniques that will be used to maintain and control programme information. The information management strategy document will include the following. Information management strategy includes standards and processes to cover data and records management. It also includes description of the naming conventions, use of terms or glossary and versioning controls. Information management strategy mentions the systems to be used to store information and the responsibilities of management and information maintenance team. It also defines the levels of confidentiality, security and how information integrity will be maintained. In addition, information management strategy includes the criteria to assess effectiveness, and any information audit requirements which should be met. It also includes the arrangements required for release management and the procedures for configuration management including responsibilities, naming conventions and baseline details. The purpose of information management plan is to set out the timetable and arrangements for implementing and managing the information management strategy. It can be a part of programme plan. The information management plan document will contain the following. The information management plan includes the timetable required to achieve the information storage systems for storing data created during a programme. It also includes the details of configuration management systems to be used in the programme, along with the release management details. The information change control and naming conventions to be used in the programme are also detailed in the information management plan. It defines security controls and information, filing and documentation structure for the programme’s life cycle. The information management plan also mentions the schedule for availability of templates to support programme governance. It gives an estimate of the effort and cost associated with the plan and the schedule for extraction and delivery of information to support review. It monitors and reports how and when information management works, and mentions who will be responsible for actions identified in the plan.

4 Summary

Let us summarise what we have learnt in this lesson: Some of the documents used in planning and control are monitoring and control strategy, programme plan, resource management plan and project dossier. Monitoring and control strategy document includes what controls will be in place, project decision authority, change activities and tolerance. Programme plan document includes the overall programme schedule showing relative sequencing of all projects in the projects dossier. Resource management plan document includes the schedule required to implement resource management activities. Projects dossier document includes the list of projects. Next, we will look at a few questions based on the lessons covered so far.

  • Disclaimer
  • PMP, PMI, PMBOK, CAPM, PgMP, PfMP, ACP, PBA, RMP, SP, and OPM3 are registered marks of the Project Management Institute, Inc.

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