Models of operational plans
Ross Woods, 2010. Rev. 2013, 17
Contents
Elements in common
The basic model
A similar model
Incoming information
Multi-site operational plan
Annual or monthly operational plan
A flow chart operational plan
Scenario-based plan
Operational planning form (Link opens new window)
Elements in common
Operational plans all have the key components in common:
- A concrete goal
- A set of criteria for defining the goal (often called Key Performance Indicators)
- A set of tasks to reach the goal
- An order that tasks must be done in
- Contingency planning
- A means of monitoring implementation
- A beginning and an end
The basic model
- Define what it is you are supposed to achieve in the project. Mention specific deliverables.
- List the main stages of the project.
- List the Key Performance Indicators for each stage of the project.
- Write a Gantt chart:
- Show dependencies
- Show the critical paths
- Show any float times
- Write a list of stakeholders (e.g. clients, area managers, etc.) and say how you will communicate with each one during the planning phase and the project. (Some will be day to day oral reports, some will be phone calls, some will have to be written.) Hint: It might be helpful to make a list of things to need to communicate with each one about.
- Make a list of resources you'll need to buy in, whether outsourced services, finance, or things to buy. To do this, you'll have to talk to colleagues who are responsible for each area, or suppliers.
- Get costings for each resource and firm them up as much as you can (e.g. use price-list from preferred/contracted suppliers, get written quote, shop around to compare).
- Write up a cost schedule (i.e. when you will actually have to pay for things during the project)
Note: The budget will comprise mostly of firm costings and your cost schedule.- Do a risk management exercise for each stage of the whole project:
- Make a list of things what could go wrong
- Consider the probability of occurrence
- Consider the amount of harm
- Assess/calculate the risk
- Develop contingency plans for any significant risks
Note: Keep an eye on risks while the project is running. You may need to develop other contingency plans as you go.- Write up the proposal on a word processor. It needs to be in good English, succinct, and practical. However you may need to include other necessary information (e.g. budget, time estimates, expertise estimates, technical data, etc.) Ask for specialized help if you need it for this information.
- Check that any colleagues and work teams understand their role in the plan.
- Submit your plan to your supervisor or client for approval. As getting approval is a requirement to continue, you might have to revise the plan and resubmit it to get approval.
See a simple form for an operational plan, and a risk management template.
A similar model
This one is almost the same as above:
- Determine the objective of project
- Define the scope of the project (i.e. what's included and what's not)
- Define tasks to be done
- Identify vulnerable points
- Define Critical Success Factors (i.e. things you must get right for the project to succeed)
- Execute the plan
- Review
Incoming Information
This one allows for the project manager to continually update the plan according to new information. It presumes that some aspects are outside his/her control:
1. Determine objective of project
New information
2. Define the scope of the project (i.e. what's included and what's not)
New information
3. Define tasks to be done
New information
4. Identify vulnerable points
New information
5. Define Critical Success Factors (I.e. Thing you must get right for the project to succeed)
New information
6. Execute the plan
New information
7. Review
New information
Multi-site operational plan
A multi-site operational plan is similar but is much more complex because it involves liaison and coordination between the project manager and different site managers all doing different things on their own sites. This kind of plan is important in large building and engineering projects.
Annual or monthly plan
Some organizations have an annual operational plan to meet the year's objectives of its strategic business plan.
Some organizations have a monthly operational plan to meet short-term goals that add up to a set of annual goals. This is most common in sales organizations.
A flow chart operational plan
A flow chart operational plan allows for choices in case the project manager must make decisions later down the track. It allows for lots of "what if?" situations.
Scenario-based plan
This particular plan allows for a particular scenario to arise before taking action. For example, you might not be able to act until you have a forecast of fine weather for a period of five days.
Trigger
Preconditions
Action
Intended outcome
Resources
