Planning Steps
Planning Steps in PRINCE2 constitute a structured approach to creating robust project plans. The methodology outlines a systematic process comprising eight essential steps that guide project teams through plan development, ensuring consistency and comprehensiveness. The process begins with designing the plan, where the planning approach, tools, and estimating methods are determined. This is followed by defining and analyzing the products needed to achieve the plan's objectives. The third step involves identifying activities and dependencies, establishing what work is required to create the products and the sequence in which it must be performed. Once activities are mapped out, the fourth step focuses on preparing estimates for each activity, considering the resources required and their capabilities. The fifth step involves creating a schedule, which transforms the activity network into a time-based plan, often using techniques like Gantt charts or critical path analysis. Risk analysis is the sixth step, where potential threats to the plan are identified and appropriate responses formulated. The seventh step involves documenting the plan, compiling all planning information into a cohesive document that includes narrative sections explaining the plan's approach, assumptions, and constraints. The final step is reaching agreement on the plan with stakeholders, ensuring commitment and securing necessary approvals before execution begins. These Planning Steps are applied iteratively throughout a project at different levels (project, stage, team) and are scalable according to the project's size and complexity. By following this structured approach, PRINCE2 ensures that plans are not only comprehensive but also realistic, achievable, and aligned with business objectives.
Planning Steps in PRINCE2 Foundation: A Comprehensive Guide
Why Planning Steps are Important
Planning Steps form a critical element of the Plans theme in PRINCE2. They provide a structured approach to creating plans that are realistic, achievable, and aligned with project objectives. Understanding these steps is essential because:
• They ensure consistency in plan development across all management levels
• They help project managers consider all necessary elements before committing resources
• They facilitate effective communication about what needs to be done
• They form the foundation for successful project execution
What are the Planning Steps in PRINCE2?
PRINCE2 defines a systematic approach to planning through these sequential steps:
1. Design the plan - Define the planning approach, tools, and techniques to be used
2. Define and analyze the products - Create product descriptions and the product breakdown structure
3. Identify activities and dependencies - Determine what activities are needed to create the products and establish their logical sequence
4. Prepare estimates - Estimate the effort required for each activity
5. Prepare the schedule - Calculate when activities will be carried out and who will do them
6. Analyze risks - Consider threats and opportunities that might impact the plan
7. Document the plan - Record all planning information in a suitable format
How Planning Steps Work in Practice
The planning steps are applied at all levels of planning in PRINCE2:
• Project Plan: Created during initiation, covering the entire project
• Stage Plans: Detailed plans for each management stage
• Team Plans: Created by Team Managers for delivering work packages
• Exception Plans: Created when a plan needs to be modified due to forecasted deviation
These steps are not always linear - they may be iterative and revisited as the plan develops. The level of detail and formality depends on the scale and complexity of the project.
Exam Tips: Answering Questions on Planning Steps
1. Memorize the sequence: Learn the seven steps in order as they often appear as sequence questions
2. Understand each step's purpose: Rather than just memorizing names, know what each step involves
3. Connect to other themes: Recognize how Planning Steps relate to other themes, especially Risk (step 6) and Quality (step 2)
4. Focus on key outputs: Remember the primary outputs of each step:
• Step 2: Product descriptions and PBS
• Step 3: Activity network
• Step 4: Resource requirements
• Step 5: Gantt charts, timelines
• Step 7: The completed plan document
5. Practice applying: Get comfortable applying the steps to different planning scenarios
6. Watch for distractors: Exam questions may include steps that sound plausible but aren't part of the official PRINCE2 steps
7. Remember tailoring: Understand that steps may be tailored according to project scale, but know the full sequence for the exam
The Planning Steps provide a structured approach that ensures plans are comprehensive, realistic, and focused on delivering the required products. Mastering these steps will serve you well in both the PRINCE2 Foundation exam and real-world project management.
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