Main flow · 02
The Project Playbook brings together objectives, operating models, decision-making principles, delivery structures, information flows and the roadmap into one coherent framework the whole project draws from.
02 · Project Playbook
Project Playbook
Most projects start from the wrong end. As soon as a project begins, teams often jump directly into schedules, budgets, requests for quotations, site plans, and other practical implementation tasks, while participants may have very different understandings of what is actually being delivered, why the project exists, and what principles should guide decisions.
This often leads to situations where project stakeholders move in different directions, decisions are made based on different assumptions, and a shared understanding is only formed later in the project.
In Sapluna, planning is not the first step. The first step is creating a shared foundation, and this is the purpose of the Project Playbook.
The Project Playbook creates the common foundation for the entire project, bringing together project objectives, operating models, decision-making principles, delivery structures, information flows, and the project execution model into one coherent framework. Its purpose is to ensure that everyone involved understands what is being done, why it is being done, and how the project will proceed.
Relevant sections of the Playbook can also be shared with partners, authorities, subcontractors, and other stakeholders when background information is needed.
The Playbook Does Not Start Empty
Sapluna's project methodology is based on model production. When a new project is launched, it includes a Playbook provided through the selected Project Template, so the starting point is not a blank document, but a predefined operating model created by the organization or embedded within the selected template.
The first responsibility of the project owner is not to create everything from scratch. Instead, the task is to review the existing Playbook, assess its relevance, and make the updates necessary for the specific project — because while operating models are often stable, project conditions change, so every project should begin by verifying that the Playbook accurately reflects the current implementation.
The Playbook also serves as one of the primary knowledge sources for Sapluna's AiLi AI Agent. The better the Playbook is maintained, the better AI can support project delivery.
Project Information Creates the Foundation
The first section of the Playbook contains the project's basic information — details unique to each project that identify the implementation.
This information forms the framework to which all other project knowledge is connected.
Typical project information includes:
Project Definition Creates a Shared Direction
The next section of the Playbook focuses on project definition, explaining in greater depth what the project is about and how it will operate.
Much of this information comes directly from the organization's operating model and does not need to be updated for every project.
This creates a shared understanding before detailed planning begins.
Examples include:
Project-specific elements may include:
Project definition can be divided into two perspectives:
The Roadmap Is the Project's Shared Map
The Roadmap is one of Sapluna's most important tools, serving as a map of the project's journey from beginning to end. Its purpose is to enable a delivery model that does not depend on individual people — the project can be understood and executed consistently regardless of who is involved.
At the beginning of a project, the organization determines which Paths belong to the implementation. Most Paths are delivered through the chosen Project Template, but they can be modified and expanded to fit project-specific needs.
Together, the Paths create the complete Roadmap of the project. The Roadmap provides an overall view of project progress while also allowing detailed examination of individual Paths and their progression.
Each Path describes both its operational activities and its related information flows. This ensures that project execution does not depend on individual knowledge or experience but remains visible to everyone involved.
The fundamental principle in Sapluna is that a project is built from Paths. A Path represents one specific process or area of responsibility within the project. Typical Paths may include:
Work Cards Turn Plans into Action
They help project participants quickly understand what must be completed and how the work should be executed.
For example, the Program Path contains its own preparation, live, and post-production phases. Likewise, the Volunteer Path contains its own preparation, live, and post-production phases — the same principle applies to every Path.
This means that each Path represents the complete lifecycle of its area of responsibility, and together all Paths form the project's comprehensive Roadmap.
Each Path consists of Work Cards — a practical execution tool that describes a specific work phase or operational component. Work Cards describe matters such as:
In Sapluna's model production method, every Path covers its own complete lifecycle from beginning to end, so Work Cards are organized according to the different phases within the Path. Each Path contains:
Information Flows Make Knowledge Manageable
For example, program information may be collected through an online form, then processed within a workspace where multiple people participate in reviewing and preparing it. Once approved and marked as complete, it can be automatically published on a website. The information flow may look like this:
Online Form → Workspace → Website
The Roadmap also displays where information is stored and managed. If information belonging to a single Path is handled across multiple workspaces or repositories, all locations can be viewed from a unified perspective, preventing critical knowledge from becoming dependent on individual memory, emails, or undocumented practices.
The Roadmap does not only describe activities. It also describes how information moves through the project. Information Flows can be defined for each Path to show:
Information destinations may include:
Default Settings Accelerate Project Launch
These settings help identify the most important phases of the project from the very beginning, and also help ensure that critical project requirements are not overlooked.
The Playbook can also contain predefined project settings. Examples include:
The Playbook Is the Foundation of the Project
The Playbook is the first thing that should be put in order before detailed planning and preparation begin. It serves as the project's shared understanding, operating model, and navigation system.
When the foundation is clear, planning, decision-making, and execution become faster and more effective. The Playbook helps teams focus on the right priorities, improves collaboration, and reduces misunderstandings throughout the project.
In Sapluna, the Playbook is not just a document. It is the project's shared operating model, knowledge source, and foundation upon which the entire implementation is built.
Other steps
01 · Organization Level
03 · People & Roles
04 · Processing Data
05 · Live Operations
06 · Post Production
