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Information Technology Project

Management, Seventh Edition

Note: See the text itself for full citations.

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Understand the importance of good project scope

management

Describe the process of planning scope management

Discuss methods for collecting and documenting

requirements to meet stakeholder needs andexpectations

Explain the scope definition process and describe thecontents of a project scope statement

Discuss the process for creating a work breakdownstructure using the analogy, top-down, bottom-up, andmind-mapping approaches

Information Technology ProjectManagement, Seventh Edition 2

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Explain the importance of validating scope andhow it relates to defining and controlling scope

Understand the importance of controlling scope

and approaches for preventing scope-relatedproblems on information technology (IT) projects

Describe how software can assist in project scopemanagement


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Scoperefers to allthe work involved in creating the

products of the project and the processes used tocreate them

A deliverableis a product produced as part of a

project, such as hardware or software, planningdocuments, or meeting minutes

Project scope management includes the processesinvolved in defining and controlling what is or is not

included in a project


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Planning scope: determining how the projects scope

and requirements will be managed

Collecting requirements: defining and documenting thefeatures and functions of the products produced during theproject as well as the processes used for creating them

Defining scope:reviewing the project charter, requirements

documents, and organizational process assets to create ascope statement

Creating the WBS:subdividing the major project deliverablesinto smaller, more manageable components

Validating scope: formalizing acceptance of the projectdeliverables

Controlling scope: controlling changes to project scopethroughout the life of the project


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Copyright 2014Information Technology ProjectManagement, Seventh Edition 6

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The project team uses expert judgment andmeetings to develop two important outputs: thescope management plan and the requirementsmanagement plan

The scope management plan is a subsidiary partof the project management plan


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The PMBOK Guide, Fifth Edition, describesrequirements as conditions or capabilities thatmust be met by the project or present in theproduct, service, or result to satisfy an agreementor other formally imposed specification

The requirements management plan documentshow project requirements will be analyzed,

documented, and managed


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For some IT projects, it is helpful to dividerequirements development into categories calledelicitation, analysis, specification, and validation

It is important to use an iterative approach to

defining requirements since they are often unclearearly in a project


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Interviewing

Focus groups and facilitated workshops Using group creativity and decision-making techniques

Questionnaires and surveys

Observation Prototyping

Benchmarking, or generating ideas by comparingspecific project practices or product characteristics to

those of other projects or products inside or outsidethe performing organization, can also be used tocollect requirements


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Eighty-eight percent of the software projects involvedenhancing existing products instead of creating newones

Eighty-six percent of respondents said that customersatisfaction was the most important metric formeasuring the success of development projects

Eighty-three percent of software development teams

still use Microsoft Office applications such as Wordand Excel as their main tools to communicaterequirements


*John Simpson, 2011: The State of Requirements Management (2011).

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Genesys Telecommunications Laboratories usesAccept software, a product planning andinnovation management application and winner ofthe Excellence in Product Management Award

from 20062008 Accept helps them instill a consistent, repeatable,

and predictable process for new product definitionand development

They can define what information comprises arequirement and enforce discipline around thatprocess


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A requirements traceability matrix (RTM) is a table

that lists requirements, various attributes of eachrequirement, and the status of the requirements toensure that all requirements are addressed

Table 5-1. Sample entry in an RTM


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Project scope statements should include at least aproduct scope description, product user acceptancecriteria, and detailed information on all projectdeliverables. It is also helpful to document other

scope-related information, such as the projectboundaries, constraints, and assumptions. Theproject scope statement should also referencesupporting documents, such as product specifications

As time progresses, the scope of a project shouldbecome more clear and specific


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Many people enjoy watching television shows likeTrading Spaces, where participants have two days and$1,000 to update a room in their neighbors house. Sincethe time and cost are set, its the scope that has themost flexibility

Although most homeowners are very happy withwork done on the show, some are obviouslydisappointed. Part of agreeing to be on the showincludes signing a release statement acknowledging that

you will accept whatever work has been done Too bad you cant get sponsors for most projects tosign a similar release form. It would make project scopemanagement much easier!


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A WBSis a deliverable-oriented grouping of the workinvolved in a project that defines the total scope of theproject

WBS is a foundation document that provides the basis

for planning and managing project schedules, costs,resources, and changes

Decompositionis subdividing project deliverables intosmaller pieces

A work package is a task at the lowest level of the WBS The scope baseline includes the approved project

scope statement and its associated WBS and WBSdictionary


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Using guidelines: Some organizations, like theDOD, provide guidelines for preparing WBSs

The analogy approach: Review WBSs of similarprojects and tailor to your project

The top-down approach: Start with the largestitems of the project and break them down

The bottom-up approach: Start with the specifictasks and roll them up

Mind-mapping approach: Mind mapping is atechnique that uses branches radiating out from acore idea to structure thoughts and ideas


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Many WBS tasks are vague and must beexplained more so people know what to do andcan estimate how long it will take and what it willcost to do the work

A WBS dictionaryis a document that describesdetailed information about each WBS item


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A unit of work should appear at only one place inthe WBS. The work content of a WBS item is the sum of the

WBS items below it A WBS item is the responsibility of only one

individual, even though many people may beworking on it

The WBS must be consistent with the way in whichwork is actually going to be performed; it should

serve the project team first, and other purposes onlyif practical


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Project team members should be involved indeveloping the WBS to ensure consistency andbuy-in

Each WBS item must be documented in a WBS

dictionary to ensure accurate understanding of thescope of work included and not included in thatitem

The WBS must be a flexible tool to accommodate

inevitable changes while properly maintainingcontrol of the work content in the project accordingto the scope statement


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A project scope that is too broad and grandiosecan cause severe problems Scope creep and an overemphasis on technology for

technologys sake resulted in the bankruptcy of a large

pharmaceutical firm, Texas-based FoxMeyer Drug In 2001, McDonalds fast-food chain initiated a project to

create an intranet that would connect its headquarterswith all of its restaurants to provide detailed operationalinformation in real time. After spending $170 million onconsultants and initial implementation planning,McDonalds realized that the project was too much tohandle and terminated it


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It is very difficult to create a good scope statementand WBS for a project It is even more difficult to verify project scope and

minimize scope changes

Scope validation involves formal acceptance of thecompleted project deliverables

Acceptance is often achieved by a customerinspection and then sign-off on key deliverables


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Many countries have had difficulties controlling thescope of large projects, especially those thatinvolve advanced technologies and many differentusers

For example, the state government of Victoria,Australia, has a Web site for its publictransportation smart card at www.myki.com.au.

There were many problems in developing andimplementing the smart card

http://www.myki.com.au/http://www.myki.com.au/

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Scope control involves controlling changes to theproject scope

Goals of scope control are to influence the factors that cause scope changes

assure changes are processed according to proceduresdeveloped as part of integrated change control, and

manage changes when they occur

Varianceis the difference between planned and

actual performance


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Develop a good project selection process and

insist that sponsors are from the user organization Have users on the project team in important roles

Have regular meetings with defined agendas, andhave users sign off on key deliverables presented

at meetings Deliver something to users and sponsors on a

regular basis

Dont promise to deliver when you know you cant

Co-locate users with developers


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Develop and follow a requirements managementprocess

Use techniques such as prototyping, use casemodeling, and JAD to get more user involvement

Put requirements in writing and keep them current Create a requirements management database for

documenting and controlling requirements


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Provide adequate testing and conduct testingthroughout the project life cycle

Review changes from a systems perspective

Emphasize completion dates to help focus onwhats most important

Allocate resources specifically for handling changerequests/enhancements like NWA did with ResNet


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Word-processing software helps create severalscope-related documents

Spreadsheets help to perform financialcalculations, weighed scoring models, and

develop charts and graphs Communication software like e-mail and the Web

help clarify and communicate scope information Project management software helps in creating a

WBS, the basis for tasks on a Gantt chart Specialized software is available to assist in

project scope management


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Project scope management includes theprocesses required to ensure that the projectaddresses all the work required, and only the workrequired, to complete the project successfully

Main processes include Define scope management

Collect requirements

Define scope

Create WBS

Validate scope

Control scope

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