Programme planning

Programme planning is the process of identifying, analyzing and documenting the activities, dependencies, durations and resources required to deliver a successful programme. It involves developing a roadmap for the programme and outlining the key steps, milestones and dependencies required for the successful delivery of the programme. It also involves ensuring that any risks to the programme are identified and mitigated, and that stakeholders are kept informed of progress.

Example of programme planning

• Establishing a programme management office: Establishing a programme management office involves defining the roles and responsibilities, setting up the processes and tools, and providing the necessary training and support to ensure the successful delivery of the programme. This includes developing a programme charter, defining the project and programme objectives and milestones, and setting up the governance structure.
• Developing a programme roadmap: Developing a programme roadmap involves mapping out the key activities and dependencies that need to be achieved in order to deliver the programme on time and within budget. This includes identifying the deliverables, milestones and resources needed, and developing a timeline for their completion.
• Assessing risks and dependencies: Assessing risks and dependencies involves identifying the potential risks and issues that could impact the successful delivery of the programme, and developing plans to mitigate these risks. This includes understanding the interdependencies between the different activities and stakeholders, and ensuring that the programme is able to effectively manage them.
• Monitoring and reporting progress: Monitoring and reporting progress involves tracking the progress of the programme against the plan, and ensuring that stakeholders are kept informed of progress. This includes regularly reporting progress to the stakeholders, and escalating any issues or risks that arise.

Best practices of programme planning

1. Establish a Clear Vision and Objectives: The first step in successful programme planning is to set a clear vision and objectives for the programme. This should be done in collaboration with key stakeholders to ensure that the vision and objectives are well-defined and that there is agreement on what the programme is trying to achieve.
2. Identify Stakeholders: Identifying and engaging the relevant stakeholders is a critical step in programme planning. Stakeholders should be identified at the outset and their roles and responsibilities should be clearly outlined. This will ensure that all stakeholders are kept up to date and involved in the planning process.
3. Develop a Programme Roadmap: Developing a detailed programme roadmap is essential to ensure the successful delivery of the programme. This roadmap should include key milestones, timelines, dependencies and resources required. It should be used to track progress and identify any areas of risk.
4. Plan and Execute the Programme: Once the roadmap has been created, the programme should be planned and executed in accordance with the roadmap. This should involve assigning tasks, setting up project teams and developing detailed plans for each task.
5. Monitor and Adjust: Throughout the programme, it is important to monitor progress and adjust the plans and activities as needed. This will ensure that the programme is kept on track and that any risks or issues are identified and addressed.
6. Communication and Reporting: Good communication and reporting practices will ensure that all stakeholders are kept up to date on the progress of the programme. Regular updates should be provided to stakeholders and any changes or issues should be reported promptly.

Steps of programme planning

Programme planning is a critical process for ensuring the successful delivery of a programme. It involves identifying, analysing and documenting the activities, dependencies, durations and resources required to deliver the desired outcome. The following steps are typically included in a programme planning process:

• Defining the Programme: This involves determining the purpose and objectives of the programme, and identifying the key stakeholders and their roles.
• Developing a Programme Roadmap: This involves creating a timeline for the programme, including milestones, key activities, and dependencies.
• Risk Analysis: This involves identifying potential risks to the programme and developing strategies for mitigating them.
• Resource Planning: This involves identifying the resources needed for the programme, including personnel, materials and budget.
• Communication Planning: This involves developing plans for keeping stakeholders informed of progress and changes.
• Monitoring and Evaluation: This involves monitoring the progress of the programme, and providing feedback and course corrections as necessary.

By following these steps, organisations can ensure that their programme is planned, managed and delivered successfully.

Advantages of programme planning

Programme planning is an essential tool for ensuring the successful delivery of a programme. It provides a clear roadmap for the programme, outlines the necessary steps and milestones to be achieved, and identifies and mitigates any risks associated with the programme. The following are some of the key advantages of programme planning:

• It helps to ensure that the programme is delivered on time and on budget. By clearly outlining the schedule, resources and milestones that need to be achieved, programme planning can ensure that the programme is delivered on time and within the allocated budget.
• It helps to identify and manage risks. By identifying possible risks and developing strategies to mitigate them, programme planning can help to reduce the impact of any unexpected events.
• It allows for better decision-making. By providing a clear overview of the programme, programme planning can help to identify areas that need more attention or resources, allowing for better decision-making about how to allocate resources.
• It helps to manage stakeholder expectations. By providing a clear roadmap for the programme and outlining the expected deliverables, programme planning can help to manage stakeholders’ expectations and ensure that they are kept informed of progress.

Limitations of programme planning

Programme planning can be a complicated and time-consuming process. It can also be difficult to accurately predict and plan for all potential risks and challenges. Some of the key limitations of programme planning include:

• Limited Visibility: Programme planning is often conducted by a small team with limited visibility over the entire programme. This can lead to a lack of clarity over goals, objectives and dependencies, and can lead to problems further down the line.
• Cost Overruns: Without accurate planning, it can be difficult to accurately estimate the costs associated with the programme, resulting in potential cost overruns.
• Poor Communication: Poor communication between stakeholders can lead to conflicting goals and objectives, and can result in delays and additional costs.
• Lack of Flexibility: Programme planning can be difficult to adjust if the requirements of the programme change. This can lead to problems further down the line.

Programme planning — recommended articles

Applications of project management — Execution of the project — Project implementation phase — Importance of project management — Monitoring and control — Aspects of project management — Structure of the project — Organizational project management — Project planning process

References

• Lycett, M., Rassau, A., & Danson, J. (2004). Programme management: a critical review. International journal of project management, 22(4), 289-299.