BM-TD-P-25-002
1. Purpose #
1.1 This procedure establishes a formal and standardized process for planning all approved projects and products within Blih Technology Solutions’ Technology Department. Its purpose is to ensure that all technical, business, financial, and design aspects are meticulously documented, aligned, and prepared for efficient execution within an Agile development environment.
2. Scope of Application #
2.1 This procedure applies to all technology-driven project and product planning activities that follow executive approval from the Project/Product Initiation Procedure (BM-TD-P-25-001). It covers all planning-related tasks and responsibilities prior to the formal commencement of the development (sprint execution) phase.
3. Definition #
3.1 Project / Product Planning: The formal process of detailing the scope, requirements, technical approach, timelines, resources, and budget for an approved project or product, culminating in a comprehensive Planning Document
3.2 Technical Lead: The designated individual from the Technology Department responsible for leading the technical aspects of planning, backlog structuring, and technical estimations.
3.3 Sprint: A fixed-length time period (typically 1-2 weeks) during which a development team works to complete a defined set of work from the sprint backlog. Sprint Backlog: A prioritized list of features, user stories, and tasks that the development team plans to complete during a sprint.
3.4 Jira: A software application used for project management, issue tracking, and agile workflow management, utilized for structuring the sprint backlog.
3.5 Story Points: A unit of measurement used to estimate the complexity, effort, and risk of completing a task or user story.
3.6 Burn Rate: The estimated speed at which the project’s allocated budget will be consumed over a specific period.
3.7 Planning Document: A comprehensive document that serves as the detailed blueprint for an approved project, outlining features, sprint plans, timelines, team assignments, and budget.
4. Responsibility #
4.1 Business Development Department
4.1.1 Provides detailed business use cases and user requirements for the project.
4.1.2 Defines and prioritizes deliverables to align with business objectives.
4.1.3 Actively participates in backlog refinement sessions, collaborating with the Technical Lead to clarify, prioritize, and adjust project scope as needed to align with business objectives and technical feasibility.
4.2 Technology Department
4.2.1 Assigns the Technical Lead for the project, ensuring the selected individual possesses the necessary expertise and experience to guide the technical aspects of the project.
4.2.2 Coordinates input from all relevant departments during the planning phase, facilitating effective communication and collaboration to gather comprehensive requirements and insights. This includes liaising with product management, engineering, design, quality assurance, and other key stakeholders.
4.2.3 Creates and structures the sprint backlog in Jira, outlining tasks, providing accurate estimates for each, and organizing them logically into sprints to ensure a clear and manageable workflow for the development team.
4.2.4 Develops and finalizes all technical documentation for the planning document, including architectural designs, technical specifications, data models, and any other necessary documentation to support the project’s technical implementation.
4.2.5 Oversees and facilitates the internal sign-off process for the final Planning Document, ensuring all stakeholders review and approve the document. This role also ensures a smooth and efficient transition of the project from the planning phase into sprint execution, providing ongoing support and clarification as needed.
4.3 Creative & Design Department
4.3.1 Prepares and provides design mockups, wireframes, and UI/UX guidelines.
4.3.2 Validates that proposed designs align with established brand and user experience standards.
4.3.3 Supports sprint planning by providing necessary design assets and clarifications.
4.4 Finance Department
4.4.1 Confirms budget availability and reviews all estimated costs for the project.
4.4.2 Aligns planned sprints with confirmed budget allocations by reviewing estimated costs per sprint and confirming the availability of funds. This ensures that financial resources are synchronized with the development timeline, preventing budget overruns or funding shortages.
4.4.3 Approves or recommends revisions to financial figures and resource allocation to ensure fiscal viability.
4.5 IT Operational Manager
4.5.1 Conducts a comprehensive review of the final Planning Document for strategic alignment, adherence to organizational goals and technical standards, and operational feasibility.
4.5.2 Provides feedback for revisions where necessary, provides final approval and sign-off for the project to proceed to the sprint execution phase.
5. Work flow #
5.1 Planning Kickoff
5.1.1 The Head of Technology assigns a Technical Lead for the project.
5.1.2 The Technical Lead schedules and facilitates a Planning Kickoff meeting with representatives from Business Development, Creative & Design, and Finance Departments to define initial scope, timelines, and roles.
5.2 Requirement Gathering
5.2.1 Business Development provides detailed user requirements and use cases.
5.2.2 Creative & Design submits initial wireframes, mockups, and UI/UX guidelines.
5.2.3 The Technology Department assesses the technical feasibility of requirements and designs, providing feedback for iterative revisions.
5.3 Backlog Structuring
5.3.1 The Technical Lead creates and prioritizes the sprint backlog in Jira, translating requirements and designs into actionable tasks.
5.3.2 Tasks are estimated using “story points,” which are relative units of measurement reflecting the complexity, effort, and risk required to complete each task.
5.3.3 Tasks are organized into manageable work cycles called “sprints,” typically ranging from 1 to 2 weeks, ensuring balanced workload and identifying dependencies.
5.4 Timeline and Budget Planning
5.4.1 The Technical Lead develops a detailed sprint schedule, aligning with forecasts from the Project Initiation Packet.
5.4.2 The Finance Department conducts a thorough review of the project’s financial plan by assessing the projected “run rate” or “burn rate.” This analysis involves evaluating estimated costs for each sprint and confirming that sufficient funding is available.
5.4.3 Any misalignments between the planned schedule/budget and financial capacity are addressed and adjusted through consultation.
5.5 Final Planning Document Drafting & Internal Sign-off
5.5.1 The Technology Department drafts a comprehensive Planning Document, including features, sprint plan, timelines, team assignments, and a budget overview.
5.5.2 The draft Planning Document is circulated to Business Development, Creative & Design, and Finance Departments for internal review and feedback.
5.5.3 Formal sign-offs are obtained from each relevant department, ensuring consensus and commitment to the project approach.
5.6 Executive Review and Approval for Execution
5.6.1 The draft Initiation Packet is circulated internally to relevant departments for review and feedback.
5.6.2 The review process should be structured and should provide clear deadlines for providing feedback.
5.6.3 Feedback from the internal review is incorporated into the Initiation Packet, and the final version is prepared by the Technology Department.
5.6.4 The final version should be carefully proofread and should be free of errors.
5.7 Executive Review and Approval
5.7.1 The internally signed-off Planning Document is formally submitted to the IT Operational Manager for their comprehensive review and ultimate approval.
5.7.2 The IT Operational Manager reviews the document for strategic alignment, technical standards, and operational feasibility.
5.7.3 Upon approval, the IT Operational Manager provides final sign-off, and the project formally transitions into the sprint execution phase.
5.7.4 If revisions are required, feedback is incorporated by the Technology Department, and the document is resubmitted for approval.
6. Generating records #
6.1 <<<< BM-TD-P-25-002-01A Project/Product plan document>>>>
7. Reference documents #
7.1 <<BM-TD-P-25-001-01A Product Initiation Request Form>>
8. Relevant documents #
8.1 << BM-TD-P-25-001 Project and Product Initiation Procedure>>
9. Flow chart #
