Unit 3 Project Planning DCA3245 BCA Notes

Introduction to Project Planning

Project planning is an essential part of project management that ensures smooth execution and successful completion. It involves defining the project's scope, goals, and objectives while identifying stakeholders and deliverables. The process is generally divided into two phases:

Unit 3 Project Planning DCA3245 BCA Notes

Phase 1: Identifying and Meeting Stakeholders for Approval
Phase 2: Setting Goals and Objectives for Process Flow

Now, let’s break down each step involved in project planning with real-world examples.

1. Create and Analyze Business Case

Before starting a project, it's crucial to determine why the project is needed. A business case is prepared to justify the investment by explaining the benefits, risks, costs, and expected returns.

Example:

Imagine a company wants to develop a mobile app for online food ordering. The business case should highlight:

The growing demand for online food delivery
Expected customer base and revenue
Costs of development and marketing
Potential risks (competition, technical issues)

If the business case shows a good return on investment, the project gets approval.

2. Identify and Meet Stakeholders for Approval

Stakeholders are the people who will be affected by the project or have an interest in it. They could be clients, managers, team members, or investors. Meeting them helps align expectations and gain approvals.

Example:

For the food delivery app, stakeholders may include:

Restaurant owners (who will list their food items)
Customers (who will use the app)
Delivery partners (who will deliver food)
Investors (who fund the project)

A meeting is held to discuss the app’s features, design, and potential revenue model. Once everyone agrees, the project moves forward.

3. Define Project Scope

The project scope defines what the project will and will not include. A clear scope helps avoid misunderstandings and scope creep (adding features beyond the original plan).

Example:

For the food delivery app, the project scope might include:
✅ Features like user registration, restaurant listing, food ordering, and payment options
❌ Excluding features like grocery delivery or table reservations to keep it simple

If the scope is not defined properly, the development team might keep adding features, leading to delays and higher costs.

4. Set Goals and Objectives

Goals define what you want to achieve, while objectives provide measurable steps to reach those goals.

Example:

For the food delivery app:

Goal: Launch the app within 6 months
Objectives:
- Develop a prototype in 2 months
- Get at least 50 restaurants onboard before launch
- Ensure app security and smooth payment processing

Having clear goals and objectives ensures that the project stays on track.

5. Determine Deliverables

Deliverables are the final outputs of the project. These could be reports, software, or products. Each deliverable should have a deadline and quality standards.

Example:

For the food delivery app, deliverables may include:

A working mobile app (Android & iOS)
User documentation (how to use the app)
Marketing materials (website, ads, social media pages)

By defining deliverables, the project team knows what needs to be completed and delivered at each stage.

Tasks in Project Planning: A Detailed Explanation

Project planning is a critical phase in project management that lays the foundation for smooth execution. It involves defining the project scope, breaking down tasks, estimating time and costs, and optimizing resource allocation. The project plan acts as a baseline against which progress is measured throughout the project lifecycle.

Let's go step by step through the key tasks involved in project planning.

1. Determining the Project Scope

Before starting, the project scope must be well-defined. This includes:

Understanding the purpose of the project
Identifying what the project will deliver
Setting clear boundaries on what is included and excluded

🔹 Example:
A company wants to develop an e-commerce website. The scope includes:
✅ Online product catalog, shopping cart, and payment gateway
❌ Excluding mobile app development for now

A clear scope helps prevent scope creep, where unnecessary features are added, leading to delays.

2. Work Breakdown Structure (WBS) & Task Listing

The project scope is broken into smaller tasks using a Work Breakdown Structure (WBS). This makes it easier to assign work and track progress.

🔹 Example:
For an e-commerce website, WBS may include:

Frontend Development (Designing UI, Implementing product pages, Payment Integration)
Backend Development (Database setup, User authentication, Order processing)
Testing (Functional testing, Security testing)

Each major component is divided into smaller tasks, which are assigned to team members.

3. Estimating Task Duration

Each task's time requirement is estimated based on past experience or industry standards.

🔹 Example:

UI Design: 2 weeks
Backend Development: 4 weeks
Testing: 3 weeks

This helps create a realistic timeline for the project.

4. Identifying Task Dependencies

Some tasks depend on others being completed first. These dependencies are mapped using tools like:
✅ Gantt Chart (A visual representation of tasks and timelines)
✅ Network Activity Diagram (A flowchart showing task relationships)

🔹 Example:
For an e-commerce website:

"Payment Gateway Integration" depends on "Product Page Development"
"Security Testing" depends on "Backend Development"

This helps in scheduling tasks in a logical order.

5. Scheduling and Critical Path Identification

Once tasks and dependencies are mapped, a schedule is created. The Critical Path Method (CPM) is used to find the longest path in the project timeline, which determines the minimum time required for completion.

🔹 Example:
If a project has five tasks with estimated durations:

Task A: 2 weeks
Task B: 4 weeks
Task C: 1 week
Task D: 3 weeks (depends on Task B)
Task E: 2 weeks (depends on Task D)

The Critical Path will be: B → D → E = 9 weeks (longest path). Delays in these tasks will delay the entire project.

6. Optimizing the Project Plan (Float or Slack Time)

Some tasks have Float Time (Slack), meaning they can be delayed without affecting the final deadline. Identifying float helps optimize resource allocation.

🔹 Example:
If Task C has a 1-week float, it means it can be started later without delaying the overall project.

7. Estimating Project Costs

After scheduling, the project budget is estimated based on:

Resource costs (developer salaries, designers, testers)
Tool costs (software licenses, hosting services)
Infrastructure costs (servers, office expenses)

🔹 Example:
For an e-commerce website, the estimated cost breakdown might be:

Development team: ₹8,00,000
Software tools: ₹2,00,000
Hosting and maintenance: ₹1,00,000
Total Estimated Cost: ₹11,00,000

A Cost-Benefit Analysis is done to check if the project is financially viable.

8. Reviewing & Getting Approval

The project plan is reviewed to ensure:

The timeline is realistic
Resources are adequate
The budget is within limits

Once approved by stakeholders, the plan becomes the baseline for tracking progress.

9. Monitoring Progress & Handling Deviations

During implementation, actual progress is compared with the baseline schedule.

If delays or cost overruns occur, Earned Value Management (EVM) is used to analyze:

Schedule Variance (SV) = Actual progress vs. planned progress
Cost Variance (CV) = Actual cost vs. planned budget

If issues arise, the project plan is adjusted accordingly.

10. Final Review and Implementation

At the end of the project:
✅ A review is conducted to compare planned vs. actual performance
✅ Any lessons learned are documented for future projects
✅ The final product is delivered to stakeholders

🔹 Example:
After launching an e-commerce website, feedback is collected and any necessary updates are planned for future releases.

Key Questions in Project Planning

To ensure a successful plan, the project team needs to answer these questions:

A. Project Timeline Questions

✔ When will the project start and end?
✔ What is the project life cycle? (Waterfall, Agile, etc.)
✔ Should all features be released together or in phases?

B. Resource Allocation

✔ What skills and number of team members are required?
✔ What are the current resource availabilities?

C. Task Dependencies & Scheduling

✔ What are the dependencies among tasks?
✔ How many tasks can be done in parallel?

D. Review & Cost Management

✔ What review methodologies will be used?
✔ How will the project cost be estimated?

Work Breakdown Structure (WBS) – Detailed Explanation

What is a Work Breakdown Structure (WBS)?

A Work Breakdown Structure (WBS) is a hierarchical decomposition of a project into smaller, manageable tasks or work packages. It breaks down the overall project scope into structured levels, making it easier to plan, assign, and monitor tasks.

WBS helps project managers and teams to:

Clearly define project deliverables.
Organize and structure tasks efficiently.
Improve task allocation and resource management.
Track progress and ensure timely completion.

Key Characteristics of WBS:

Hierarchical Structure
- The WBS follows a top-down approach, starting from the main project and breaking it into sub-projects, phases, tasks, and work packages.
Deliverable-Oriented
- Each section of the WBS represents a deliverable or a major component of the project.
100% Rule
- The sum of all sub-tasks at any level must equal the total work defined at the higher level.
Unique Numbering System
- Each task in the WBS is assigned a unique code to track dependencies and relationships between tasks.

Structure of WBS:

A typical WBS consists of multiple levels:

Level 1: Project Name
- This represents the overall project (e.g., "Website Development Project").
Level 2: Major Deliverables / Phases
- Breaks the project into major sections (e.g., "Design," "Development," "Testing," "Deployment").
Level 3: Work Packages
- Each deliverable is divided into specific work packages (e.g., "Front-End Design," "Database Setup," "Unit Testing").
Level 4: Activities / Tasks
- The lowest level includes detailed activities required to complete each work package (e.g., "Create wireframes," "Write database queries," "Test login functionality").

Example of a WBS for a Website Development Project:

Types of Work Breakdown Structure:

Deliverable-Based WBS
- Focuses on the project deliverables.
- Example: Software development project → UI Design, Backend, Database, Testing, etc.
Phase-Based WBS
- Divides tasks based on project phases like Initiation, Planning, Execution, Monitoring, and Closure.
Task-Oriented WBS
- Breaks down tasks in a logical sequence for execution.
Organization-Based WBS
- Assigns tasks based on departments or teams handling different aspects of the project.

Advantages of Using WBS:

✅ Better Project Planning – Helps in defining the scope and requirements clearly.
✅ Improved Task Allocation – Assigns work packages efficiently to team members.
✅ Effective Monitoring & Control – Helps track progress, dependencies, and potential delays.
✅ Enhanced Resource Management – Ensures the right people work on the right tasks at the right time.
✅ Reduces Risks – Identifies potential roadblocks early.
✅ Cost Estimation – Helps in calculating the budget and resources required.

Project Planning Methods – Detailed Explanation

Project planning is a crucial phase of project management that ensures all tasks are organized, scheduled, and executed effectively. Various planning methods help project managers allocate resources, track progress, and achieve project goals.

Below, we discuss different project planning techniques and methods, including PERT Chart, Gantt Chart, and specific planning frameworks.

1. PERT Chart (Program Evaluation and Review Technique)

What is a PERT Chart?

A PERT Chart is a graphical representation of a project's tasks, showing the sequence and dependencies between activities.
It is primarily used for projects where task durations are uncertain, as it calculates the minimum time required for project completion.

Key Features:

✔ Displays task dependencies (which tasks must be done before others).
✔ Uses three-time estimates (Optimistic, Pessimistic, and Most Likely) for better scheduling.
✔ Helps identify the Critical Path (the longest path determining project duration).

Example of a PERT Chart:

Here, tasks A and D run in parallel, while B, C, and E depend on previous tasks.

2. Gantt Chart

What is a Gantt Chart?

A Gantt Chart is a visual timeline that represents tasks along with their start and end dates. It is one of the most widely used tools in project management.

Key Features:

✔ Bars represent tasks and their duration.
✔ Shows task dependencies and overlap between activities.
✔ Helps with resource allocation and tracking progress.

Example of a Gantt Chart:

Task	Start Date	End Date	Duration
Task A	Jan 1	Jan 5	5 days
Task B	Jan 3	Jan 10	7 days
Task C	Jan 8	Jan 15	7 days

This chart helps project managers visualize deadlines and adjust schedules accordingly.

3. Different Types of Project Planning Methods

3.1 PRINCE2 (Projects IN Controlled Environments Version 2)

What is PRINCE2?
PRINCE2 is a structured project management method widely used in the UK and internationally. It divides projects into manageable stages, each with specific objectives and deliverables.

Key Features:
✔ Follows seven principles, including business justification, learning from experience, and defining roles and responsibilities.
✔ Uses a stage-gate approach, meaning the project is reviewed before moving to the next stage.
✔ Focuses on documentation and standardization to maintain control.

Best For: Large, structured projects like government, IT, and construction projects.

3.2 CCPM (Critical Chain Project Management)

What is CCPM?
CCPM is a method that focuses on resource constraints to optimize project completion time. Unlike traditional methods, CCPM accounts for:

Task Dependencies
Resource Availability
Buffer Management (adding extra time to critical tasks to prevent delays)

Key Features:
✔ Helps manage limited resources effectively.
✔ Reduces multitasking, ensuring tasks are completed one at a time.
✔ Uses buffers to absorb delays and keep the project on track.

Best For: Manufacturing, software development, and complex engineering projects.

3.3 CPM (Critical Path Method)

What is CPM?
The Critical Path Method (CPM) helps identify the longest sequence of dependent tasks in a project. This is known as the critical path, which determines the shortest possible project duration.

Key Features:
✔ Identifies tasks that cannot be delayed without affecting project completion.
✔ Helps in time estimation and resource allocation.
✔ Uses a network diagram to track dependencies.

Best For: Construction, manufacturing, and engineering projects.

3.4 APF (Adaptive Project Framework)

What is APF?
APF is a flexible project management method that allows adjustments based on stakeholder feedback and project evolution. It focuses on continuous learning and adjustments during execution.

Key Features:
✔ Suitable for projects with changing requirements.
✔ Focuses on iteration and stakeholder involvement.
✔ Prioritizes value delivery over rigid plans.

Best For: Software development, research, and startup projects where changes are frequent.

3.5 XPM (Extreme Project Management)

What is XPM?
XPM is an agile approach that focuses on flexibility and rapid changes. It is best suited for projects with high uncertainty and evolving requirements.

Key Features:
✔ Prioritizes speed and adaptability.
✔ Encourages frequent stakeholder feedback.
✔ Uses iterative cycles to adjust project goals dynamically.

Best For: Software development, innovation projects, and research-based projects.

3.6 PRISM (Projects Integrating Sustainable Methods)

What is PRISM?
PRISM focuses on sustainability in project management. It ensures projects follow environmental, economic, and social responsibility guidelines.

Key Features:
✔ Aligns projects with sustainability and corporate social responsibility (CSR).
✔ Focuses on long-term impact and compliance with environmental laws.
✔ Uses green project management practices.

Best For: Eco-friendly construction, energy, and social impact projects.

3.7 BRM (Benefits Realization Management)

What is BRM?
BRM ensures that the expected benefits of a project are realized by aligning it with business objectives. It focuses on the value delivered rather than just completing tasks.

Key Features:
✔ Tracks project outcomes and benefits.
✔ Aligns project goals with business strategy.
✔ Focuses on long-term success rather than just project completion.

Best For: Corporate projects, IT transformation, and business process improvements.

3.8 CRYSTAL

What is CRYSTAL?
CRYSTAL is an Agile project management methodology that focuses on team collaboration and efficiency. It is designed for small to medium-sized teams.

Key Features:
✔ Prioritizes people and communication over processes.
✔ Allows freedom to adapt methods based on team needs.
✔ Has different versions like Crystal Clear, Crystal Yellow, Crystal Red, depending on project size.

Best For: Software development, startups, and fast-paced industries.

Different project planning methods are suitable for different industries and project types. Choosing the right method depends on project complexity, flexibility needs, and resource constraints.

Quick Summary Table:

Planning Method	Best For	Key Benefit
PRINCE2	Large structured projects	Standardized approach
CCPM	Engineering, manufacturing	Optimizes resource use
CPM	Construction, engineering	Identifies critical tasks
APF	Agile projects	Flexibility in planning
XPM	Innovation, research	Adapts to rapid changes
PRISM	Sustainable projects	Environmentally responsible planning
BRM	Corporate strategies	Ensures business benefits
CRYSTAL	Software, startups	Focus on teamwork

Software Development Life Cycle (SDLC) Models

Software Development Life Cycle (SDLC) models define how software is planned, designed, developed, tested, and maintained. The Waterfall Model was the first documented SDLC model, introduced by Winston Royce in 1970. Since then, several other models have emerged, each suitable for different project needs.

Below, we discuss the commonly used SDLC models with examples.

1. Waterfall Model

What is the Waterfall Model?
The Waterfall Model follows a linear and sequential approach, where each phase must be completed before moving to the next. It is rigid and well-structured, making it suitable for projects with well-defined requirements.

Phases of the Waterfall Model:

Requirement Gathering – Collecting all project requirements.
System Design – Creating a blueprint for the software.
Implementation – Coding the software.
Testing – Checking for defects.
Deployment – Releasing the software to users.
Maintenance – Fixing bugs and updating the software.

Example:

A banking system follows the Waterfall Model because its requirements are fixed, and strict testing is needed before release.

2. Spiral Model

What is the Spiral Model?
The Spiral Model combines elements of the Waterfall Model and iterative development. It focuses on risk management by building software in multiple cycles (spirals), where each cycle includes planning, risk analysis, development, and evaluation.

Phases of the Spiral Model:

Planning – Defining project goals and constraints.
Risk Analysis – Identifying risks and solutions.
Development & Testing – Coding and testing.
Evaluation – Reviewing progress and making improvements.

Example:

An aircraft control system uses the Spiral Model because risks must be analyzed continuously before development.

3. Throwaway Prototyping Model

What is the Throwaway Prototyping Model?
In this model, a temporary prototype is created to understand user needs before developing the actual software. Once the final requirements are clear, the prototype is discarded, and actual development starts.

Steps:

Create a prototype based on initial requirements.
Gather user feedback and refine requirements.
Discard the prototype and develop the actual system.

Example:

A hospital management system where users test a sample interface before finalizing requirements.

4. Evolutionary Prototyping Model

What is the Evolutionary Prototyping Model?
Unlike the Throwaway Prototyping Model, in this approach, the prototype is continuously refined until it becomes the final system.

Steps:

Develop an initial prototype with basic features.
Get user feedback and improve the prototype.
Repeat the cycle until the final version is complete.

Example:

A social media app that starts with basic features (posting, messaging) and evolves over time (adding stories, video calls, AI suggestions).

5. Incremental/Iterative Development

What is Incremental Development?
This model develops the software in small, independent modules (increments). Each increment adds new functionality, and the software is gradually improved.

Phases:

Divide the project into smaller parts (increments).
Develop and test each part separately.
Combine all parts into the final system.

Example:

A food delivery app (like Swiggy/Zomato):

First increment: Users can order food.
Second increment: Payment gateway is added.
Third increment: Live tracking feature is introduced.

6. Automated Software Synthesis

What is Automated Software Synthesis?
This approach automatically generates software code based on high-level specifications, reducing human effort. AI and automation tools are used to convert requirements into working software.

Example:

Low-code/no-code platforms (like OutSystems, Mendix) where users can build applications using drag-and-drop interfaces instead of writing code manually.
AI-driven code generation tools that create software automatically.

Comparison Table of SDLC Models

Model	Best For	Key Advantage	Key Disadvantage
Waterfall	Fixed requirements	Simple and structured	No flexibility for changes
Spiral	High-risk projects	Strong risk management	Expensive and time-consuming
Throwaway Prototyping	Unclear requirements	Ensures user satisfaction	Prototype is discarded
Evolutionary Prototyping	Continuous improvements	Flexible and user-focused	May lack structured planning
Incremental Development	Large projects	Delivers working software early	Integration issues
Automated Software Synthesis	Fast development	Reduces manual effort	Limited by technology capabilities

Generic Project Model – A Structured Approach to Project Management

A Generic Project Model provides a universal framework that can be applied to any type of project, regardless of the industry or domain. It consists of standardized phases that help in managing projects efficiently. This model ensures structured execution, better control, and predictable outcomes.

Phases of a Generic Project Model

A Generic Project Model typically consists of the following five key phases:

Initiation
Planning
Execution
Monitoring & Controlling
Closure

Each phase has specific tasks, deliverables, and objectives, ensuring smooth project progression.

1. Initiation Phase

Objective: Define the project's purpose, scope, and feasibility.

Key Activities:
✅ Identify project goals and objectives.
✅ Conduct feasibility studies.
✅ Define key stakeholders and team members.
✅ Prepare a business case and get approvals.

Example:

A company wants to develop a mobile banking app. The initiation phase would include defining objectives like secure transactions, a user-friendly interface, and compliance with banking regulations.

2. Planning Phase

Objective: Develop a detailed project roadmap.

Key Activities:
✅ Define project scope, timeline, and resources.
✅ Create a Work Breakdown Structure (WBS).
✅ Develop a Gantt Chart or PERT Chart for scheduling.
✅ Identify risks and mitigation strategies.
✅ Allocate roles and responsibilities (RACI Matrix).

Example:

For the mobile banking app, planning would include defining features (fund transfer, bill payments), setting deadlines, and assigning tasks to developers and testers.

3. Execution Phase

Objective: Convert plans into action and complete project deliverables.

Key Activities:
✅ Develop and test the product/service.
✅ Manage team coordination and communication.
✅ Implement quality control measures.
✅ Ensure adherence to project scope and deadlines.

Example:

In a website development project, execution includes coding, designing UI/UX, database integration, and testing website responsiveness.

4. Monitoring & Controlling Phase

Objective: Track progress, identify deviations, and take corrective actions.

Key Activities:
✅ Measure project performance using KPIs.
✅ Identify risks and take corrective actions.
✅ Ensure quality control and compliance.
✅ Optimize resources to prevent cost overruns.

Example:

If a construction project is delayed due to material shortages, monitoring helps in adjusting schedules, optimizing resources, or finding alternative suppliers.

5. Closure Phase

Objective: Finalize the project and assess its success.

Key Activities:
✅ Conduct final testing and validation.
✅ Obtain client or stakeholder approval.
✅ Prepare project documentation and reports.
✅ Conduct post-project review and lessons learned.
✅ Celebrate project success and disband the team.

Example:

After launching an e-commerce website, the team collects feedback, fixes post-launch issues, and documents the entire process for future improvements.

Comparison of the Generic Project Model with SDLC Models

Aspect	Generic Project Model	Software Development Life Cycle (SDLC)
Application	Any type of project (construction, IT, business)	Only for software development
Flexibility	Highly adaptable to different industries	Mostly structured for software
Phases	Initiation, Planning, Execution, Monitoring, Closure	Requirement, Design, Development, Testing, Deployment
Risk Management	Focuses on risk control and contingency planning	Risk is handled based on the chosen SDLC model
Outcome	A successful project in any domain	A functional software product

Why Use a Generic Project Model?

✅ Standardized Approach – Ensures consistency in project execution.
✅ Improved Risk Management – Helps in early detection and mitigation of risks.
✅ Better Resource Utilization – Optimizes manpower, budget, and technology.
✅ Scalability – Can be adapted to small, medium, or large-scale projects.
✅ Efficient Communication – Clearly defines roles, responsibilities, and reporting structures.

Conclusion – Project Planning (Unit 3: DCA3245 BCA Notes)

Project planning is a crucial phase in project management that lays the foundation for successful execution and completion. It involves defining project objectives, creating a work breakdown structure (WBS), estimating timelines, allocating resources, and identifying task dependencies using tools like Gantt Charts and PERT Charts.

A well-structured project plan ensures efficient resource management, risk mitigation, and cost optimization, making it easier to track progress against the baseline schedule. Different planning methods like PRINCE2, CCPM, CPM, APF, XPM, PRISM, BRM, and CRYSTAL provide structured approaches to manage projects effectively based on their nature and complexity.

By following a systematic project planning process, organizations can minimize risks, maximize efficiency, and achieve project goals successfully. The knowledge of project planning is essential for software development, business operations, and any structured project execution, making it a fundamental skill for project managers and professionals.

Project Planning DCA3245 - FAQs

What is meant by project planning?
Project planning is the process of defining project objectives, scope, timeline, tasks, resources, and deliverables to ensure successful execution.
What are the key stages of project planning?
The key stages include initiation, planning, execution, monitoring, and closure.
What are the 7 steps of planning?
The seven steps include setting objectives, identifying tasks, estimating resources, defining dependencies, scheduling, risk assessment, and finalizing the plan.
What are the 7 project life cycle phases?
The phases include initiation, planning, execution, monitoring & controlling, closure, and sometimes maintenance & review.
What are the four roles in a RACI matrix?
The RACI roles are Responsible, Accountable, Consulted, and Informed, used to define team responsibilities in a project.
What is a Work Breakdown Structure (WBS)?
WBS is a hierarchical breakdown of a project into smaller, manageable tasks for better planning and execution.