Build a project management plan

A project is any work that has a clear beginning and end, a schedule, clear outcomes and is undertaken in order to create a unique product or service. Project management is a composite activity with multiple dimensions. Depending on the type of the project, this management activity can be very complex.

Running this play will provide you with a preliminary understanding of project management; use this play as a starting point and continue to deepen your knowledge by reviewing all other connected plays.

Good project management has many benefits, it:

• Sets a plan and goals that can be measured
• Promotes structured decision-making
• Makes sure that key stakeholders are consulted
• Makes sure that time and resources are being used appropriately
• Points out problem areas and solutions
• Shows and controls risks to help avoid delays, duplication and cost overruns
• Clearly shows who is responsible for the project’s outcomes
• Makes sure that outcomes are monitored and reporte

This play will guide you through the five phases of project management:

1. The Initiation Phase: Where the project’s value and feasibility are measured.
2. The Planning Phase: Where the project plan is developed. The plan also prepares teams for the obstacles they might encounter.
3. The Execution Phase: Where deliverables are built and it relies heavily on the planning phase.
4. The Monitoring and Controlling Phase: Where teams monitor their own progress. This phase is often combined with the execution phase.
5. The Closing Phase: Where the project is delivered. The team evaluates and documents the project.

The Initiation Phase brings a project formally into existence. In this phase we begin planning as it relates to activities, resources and partners. It is important to ensure proper project justifications are documented, and from there develop an initial work plan/timeline that includes a budget. It is important at this stage to define the boundaries of the project and get formal, documented approval from your sponsor(s). Key deliverables of the initiation phase are the  project charter and stakeholder register.

In the Planning Phase we explain and present the concept of management and validate it with stakeholders. We are then able to detail the blueprint of the project created in the previous phase. We are always sure to incorporate a well devised change management plan to increase the probability of project success.

Based on the requirements and expectations of stakeholders, we refine objectives of the project; in order to achieve the objectives, we determine the overall scope of work that we need to carry out, and we devise a comprehensive course of action considering different aspects of implementation. Key deliverables of the phase are the Project Management Plan (included in the project charter) and project documents, such as the  dashboard template.

In the Execution Phase we carry out work and create deliverables based on the project management and change management plans created in the Planning phase. It is also important at this stage that we solve problems to mitigate risks and ensure project success, as well as document and measure project activities. If necessary, hold trainings to give the project team the knowledge they need to be successful. Relevant documents for this phase include the risk and issues register and  Condensed Project Complexity and Risk Assessment.

In the Monitoring and Controlling Phase we deal with progress and performance issues of our project. We track our progress with respect to what was planned; we review our progress and analyze our performance; and then based on our findings, suggest and initiate changes in order to make necessary adjustments.

All this is done by evaluating the success of the project; identify opportunities for improvement and “best practices” to be used in future projects. It is also necessary to deliver a document that lists lessons learned, such as the lessons learned log.

Reflecting on the project allows for success on future work. It is also in this phase that we evaluate project members and develop a reinforcement plan to ensure we are able to sustain the outcome of the project.

In the Closing Phase we bring our project or a phase of our project formally to an end by finalizing all activities. This phase happens through all the other phases and involves measuring the actual performance of each stage against the planned performance. This phase is where we review documentation, as well as monitor risks, issues and resistance. All of this allows you to document your findings for future use on other projects, using documents such as the  close-out report and close-out memo.

• Treasury Board Secretariat: Policy on the Management of Projects
• TC Transformation on GCPedia: Project Management
• MyTC IM/IT Project Management on GCPedia: PMPedia

If you need more information on project management, please contact a Project Oversight Secretariat advisor:

Polly Leung 

• IT Infrastructure Projects
• Information Management and Business Intelligence & Analytics
• Enabling Technology Projects
• Civil Aviation and Surface

Jade Fournier 

• Oceans Protection Plan (OPP)
• Marine Projects
• Finance & Human resources
• Policy and Security
• Programs
• Cost Recovery

Materials on this website were produced and/or compiled for the purpose of providing Canadians with access to information about the programs and services offered by the Government of Canada. It is subject to the following Terms and conditions.