The document discusses the key elements and process for creating effective planning documents. It explains that planning documents capture the issues, analysis, images and recommendations of a planning project. The production process involves defining the document purpose and intended audience, collecting and creating content, producing drafts, and delivering the final document. Key considerations are determining responsibilities, establishing workflows, and allowing for reviews and revisions to incorporate feedback. Managing changes that may occur over the course of a project is also important to keeping the document production on schedule and within budget.

3. What is Plan Document?
The plan document is the
written record of the planning
process and must describe how the
plan was prepared for each
jurisdiction, including the schedule
and activities that made up the
plan’s development as well as who
was involved in the process.

5. Planning the Documents

6. Planning Documents
Planning documents are very often the key
deliverables of a planning project. They are the
primary methods planners use to capture the
process, design, and planning recommendations
for a site, district, community, or regional
planning effort, or to address a specific policy
topic.
Document content must be accurate and
must precisely reflect the expert analysis, sound
data sources, and many stakeholder inputs
received.

7. Planning the Documents
Planning documents capture the
issues, analysis, images, and
recommendations of a planning project.
With solid preparation, the production
of the planning document can be a linear,
organized process that leverages
collaboration, stays on schedule, and comes
in at or under budget.

8. ELEMENTS OF THE
PLANNING
DOCUMENT

9. Plan Document
A documentation plan can include varied elements. These
are the things that get included to such plans:
• Project Name
• Scope and Objectives
• Detailed Content Plan
• Time Estimates
• Responsible Persons
• Workflow
• Resources (software, style guides, websites)
• Publishing Details (formats, ways of delivery to end
users)

10. DOCUMENT
PRODUCTION
PROCESS

11. •Document Purpose
Key consideration is
determining who will read the
document and how they will
use it. This is commonly
referred to as identifying the
audience and considering the
optimal methods for
communicating the ideas
presented in the document.

12. •Document Content
Often a document’s
content is developed in steps.
The team should identify if
there are any interim reports
that must be prepared, how
they should be prepared,
whether they will be made
public, and how they will be
incorporated into the final
document.

13. •Document Set Up
How the project
document will be set up and
worked on collaboratively
are critical early decisions
for the team. Document
layout must meet the vision
of the project manager.

14. •Content Collection and
Creation
It is critical to determine at
the planning document kickoff
meeting who the audiences are
for the final document, what
will be included in the
document, and who is
responsible for developing it.

15. • Draft Production
The project manager should
articulate assumptions about who will
review the document, including specific
stakeholders and agencies, as well as
expectations about the number of days
allowed for reviewers to provide
comments. It is essential to build time into
the schedule for planning staff reviews,
while at the same time defining limits and
deadlines so the document effort is not
delayed due to waiting for comments.

16. •Community Engagements and
Approvals
Typically, a planning
document is part of a larger
planning project that has an
emphasis on stakeholder
engagement and sharing
information with the public. The
process of developing the
document often runs in parallel to
the effort of engaging the public.

17. Considerations in Creating a Document
•Text
•Tables
•Importing Graphics
•Image Resolution
•Image File Format
•Automation

18. DOCUMENT
DELIVERY
AND PROJECT
WRAP-UP

19. PRINTING
✔Verify size, bleed, and paper requirements during the project
kickoff meeting.
✔Use the Printing Checklist to verify quantity, size and format,
binding method, tabs, paper type, cover materials, printing
options, and delivery and distribution method.
✔Communicate print quality, quantity, and delivery
expectations.
✔ Allow time in the schedule for test printing.

20. Planning
Document
Production
Defining the
Document
Planning the
Document
Effort
Setting-up
and
Managing
Files
Producing
Drafts
Selecting
and Creating
Content
Delivering
the Final
Document
Wrapping
the Projects

21. Managing Change
Changes happen over the course of
virtually every project. Project team
supervisors, elected and appointed officials,
and stakeholder members may change;
additional work may be required; or the
breadth of work anticipated may be modified.
Existing conditions in the planning area may
also change over the course of a lengthy
project.
Good project management practices not
only help keep the overall project on track, but
they are critical to making sure a document
production process is successful.

22. Recommended Practices: Managing Change
✔ Use a Document Production Checklist
✔ Periodically review the contracted scope statement.
✔ Inform team members about how to recognize scope creep
and how to manage requests that are outside the scope.
✔ Create a weekly to-do list and provide reminders to team
members about future deadlines.
✔ Be prepared to handle turnover among project staff, key
stakeholders, and decision makers.
✔Identify and document strategies to address needs while
keeping the project on budget and on schedule.
✔ When needed, amend the contract

23. Every planning document should be written with the intent to meet or
exceed the overall project objectives. Affirming the project vision and
discussing how the document will align with its goals and objectives lays
the foundation for a successful document.

24. ZENDY L. MIRANDA
Discussant

25. Reference
• Mendenhall, A, et.al. (2017). Creating Planning Document. American
Planning Association, 205 N. Michigan Ave., Suite 1200, Chicago, IL
60601–5927. ISBN: 978-1-61190-197-9