Overview

The planning phase defines how the project will be carried out from start to finish. It outlines the scope, tasks, timeline, budget, risks, and roles needed to complete the project successfully.

  • Finalize the Project Scope & Deliverables 

    • Define exactly what the project will include and what outcomes will be produced. The scope should be specific, so all team members understand what is included in the project. 

  • Create a Work Breakdown Structure (WBS) 

    • Break the project into smaller, manageable components. A WBS makes it easier to assign tasks, understand the work involved, and plan a realistic schedule. 

  • Create a GANTT Chart or Timeline 

    • Use the WBS as a foundation to create a timeline that shows each task over a series of weeks. A GANTT chart makes it easy to see when tasks start, when they overlap, and the order in which they must be completed. 

  • Estimate Costs & Build a Budget 

    • Determine the costs associated with materials, supplies, events, staffing, and other needs. A simple budget helps prevent overspending and ensures resources are allocated appropriately. 

  • Identify Risks & Create a Risk Management Plan 

    • List possible challenges, such as low participation or delays. For each risk, identify the likelihood, potential impact, and a plan to prevent or respond to it. This helps the team stay prepared throughout the project. 

  • Assign Team Roles and Establish Communication Routines 

    • Clarify who is responsible for each task, who approves decisions, and how updates will be shared. Regular communication prevents confusion and keeps everyone working toward the same goals. 

  • Finalize the Project Scope and Deliverables 

    • Scope: design program materials, recruit mentors/mentees, run orientation and training, conduct one semester pilot, gather evaluation data. 

    • Deliverables: program handbook, recruitment materials, training slides, spreadsheets, evaluation surveys, pilot summary. 

  • Create a Work Breakdown Structure (WBS) 

    • Main categories include: 

      • Program design 

      • Mentor recruitment '

      • Mentee recruitment 

      • Orientation and training 

      • Matching process 

      • Pilot implementation 

      • Program evaluation 

    • Each category is broken down into specific tasks (e.g. “create promotional flyer,” “develop training slideshows”) 

  • Build a Gantt Chart or Timeline 

    • Weeks 1-3: design materials, build website text, finalize branding 

    • Weeks 4-7: open mentor and mentee recruitment 

    • Week 8: complete matching process 

    • Weeks 9-10: hold orientation and training 

    • Weeks 11-16: run the mentoring pilot 

    • Week 17: distribute and collect evaluation surveys 

  • Estimate Costs and Build a Budget 

    • Estimated expenses include: 

      • Printing flyers/posters 

      • Refreshments for training sessions 

      • Small thank you gifts for mentors 

    • Total estimated cost fits within the DSL project budget. 

  • Identify Risks & Create a Risk Management Plan 

    • Risk: low mentor sign-up 

      • Mitigation: emphasize faculty outreach, offer recognition opportunities  

    • Risk: mismatched pairs 

      • Mitigation: allow rematching during Week 3 

    • Risk: scheduling conflicts 

      • Mitigation: offer evening or virtual orientation options 

  • Assign Team Roles & Establish Communication Routines 

    • Outreach Lead: manages email campaigns and information sessions 

    • Logistics Lead: books rooms, prepares materials, coordinates event needs 

    • Matching Lead: organizes application data and pairs students 

    • Schedule weekly 20-minute check-ins between staff involved