scope slides

7/31/2019 Scope Slides

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Taking the time to properly scope the project is critical forTaking the time to properly scope the project is critical foroverall project success.overall project success.

Project teams are often under various constraints andProject teams are often under various constraints anddemands that result in launching the project without andemands that result in launching the project without anadequate understanding of the objectives of the project andadequate understanding of the objectives of the project anda plan for meeting those objectives while incorporating anya plan for meeting those objectives while incorporating anychanges that are sure to occur.changes that are sure to occur.

Giving appropriate attention to scope can have large payoffsGiving appropriate attention to scope can have large payoffsover the life of the project in terms of managing scope creepover the life of the project in terms of managing scope creepand achieving customer satisfaction.and achieving customer satisfaction.


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Project Scope ManagementProcesses

5.1 SCOPE PLANNING5.1 SCOPE PLANNING

5.2 SCOPE DEFINITION5.2 SCOPE DEFINITION

5.3 CREATE WBS5.3 CREATE WBS 5.4 SCOPE VERIFICATION5.4 SCOPE VERIFICATION

5.5 SCOPE CONTROL5.5 SCOPE CONTROL


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5.1 SCOPE PLANNING

1. Enterprise

EnvironmentalFactors

2. OrganizationalProcess Assets

3. Project Charter

4. PreliminaryProject Scope

5. ProjectManagementPlan

1. ExpertJudgment

2. Templates,Forms,

Standards

1. Project ScopeManagementPlan


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5.2 SCOPE DEFINITION


2. Project Charter


Statement4. Project Scope

Mngt.Plan

5. ApprovedChangeRequests

1. ProductAnalysis

2. AlternativesIdentification

3. Expert

Judgment4. Stakeholder

Analysis

1. Project ScopeStatement

2. RequestedChanges

3. Project ScopeManagementPlan (Updates)


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5.3 CREATE WBS



3. Project Scope

ManagementPlan


1. WorkBreakdownstructuretemplates

2. Decomposition

1. Project ScopeStatement(Updates)

2. Work BreakdownStructure

3. WBS Dictionary4. Scope Baseline5. ProjectScope

ManagementPlan (Updates)

6. RequestedChanges


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5.4 SCOPE VERIFICATION


2. WBS Dictionary

3. Project ScopeManagement

Plan4. Deliverables

1. Inspection

1. AcceptedDeliverables

2. RequestedChanges

3. Recommended

CorrectiveAction


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5.5 SCOPE CONTROL



3. WBS Dictionary4. Project Scope

Management Plan5. Performance

Reports6. Approved Change

Requests7. Work Performance

Information

1. Change ControlSystem

2. Variance Analysis3. Re planning4. Configuration

Management

System

1. PSS (Updates)2. WBS (Updates)3. WBS Dictionary

(Updates)4. Scope Baseline

(Updates)5. Requested

Changes6. Recommended

CorrectiveAction

7. OrganizationalProcess Assets(Updates)

8. PM Plan(Updates)


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What is Project Scope Management?

Project Scope ManagementProject Scope Management includes theincludes the

processes required to ensure that the projectprocesses required to ensure that the project

includes all the work required, and only theincludes all the work required, and only the

work required, to complete the projectwork required, to complete the project

successfully.successfully.


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Initiate theProject

Plan theProject

Execute theProject

Control theProject

Close theProject

Scope Planning:

Scope statement

Scope mgt planScope Definition:

WBS

Scope Initiation:

Project Charter

Scope Verification:

Formal acceptance

Scope Change Control:

Change Control System


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Defining and managing the project scope influencesDefining and managing the project scope influencesthe project's overall success.the project's overall success.

To ensure that the effort expended on scopingTo ensure that the effort expended on scopingactivities is commensurate with the project's size,activities is commensurate with the project's size,complexity, and importance, each project requires acomplexity, and importance, each project requires acareful balance of:careful balance of:

ToolsTools Data sourcesData sources MethodologiesMethodologies Processes and proceduresProcesses and procedures Other factorsOther factors


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5.1 SCOPE PLANNING

1. Enterprise

EnvironmentalFactors


3. Project Charter


5. ProjectManagementPlan

1. ExpertJudgment

2. Templates,Forms,

Standards

1. Project ScopeManagementPlan


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Project Charter

Output of the Project Integration ManagementOutput of the Project Integration Management

Its main benefit is to assign a project manager and toIts main benefit is to assign a project manager and tospecify his level of authority.specify his level of authority.

It should include the business case and the productIt should include the business case and the productdescription.description.

It should be issued by a manager external to the project andIt should be issued by a manager external to the project andsenior enough such that all members of the project wouldsenior enough such that all members of the project wouldreport to him/her.report to him/her.

It should be general enough that updates during the life ofIt should be general enough that updates during the life ofthe project are not needed.the project are not needed.


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Customer

Service Provider

Project Name

Description

Project Manager:

Name and Authority

Level

Business Need

Product Description

Issued By Manager

ProjectCharter


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Expert Judgment

Expert judgment is available from manyExpert judgment is available from many

sources:sources:

Other business unitsOther business units ConsultantsConsultants

StakeholdersStakeholders

Professional and technical associations.Professional and technical associations.

Industry groupsIndustry groups


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The Delphi Technique

It is a way to reach a consensus of experts on aIt is a way to reach a consensus of experts on a

subject.subject.

It involves the following:It involves the following: questionnaire to solicit ideas from the expertsquestionnaire to solicit ideas from the experts

responses are submitted anonymously,responses are submitted anonymously,

compiled, and then circulated to the experts forcompiled, and then circulated to the experts for

reviewreview

A consensus may be reached in a few rounds.A consensus may be reached in a few rounds.


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Scope Management Plan Contents

Processes to:Processes to: Prepare a detailed project scope statement based uponPrepare a detailed project scope statement based upon

the preliminary project scope statementthe preliminary project scope statement

Enable the creation of the WBS from the detailed projectEnable the creation of the WBS from the detailed projectscope statementscope statement

Establish how the WBS will be maintained and approvedEstablish how the WBS will be maintained and approved Specify how formal verification and acceptance of theSpecify how formal verification and acceptance of the

completed project deliverables will be obtainedcompleted project deliverables will be obtained Control how requests for changes to the detailed projectControl how requests for changes to the detailed project

scope statement will be processed.scope statement will be processed.


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Discussion: Characteristics of thescope management plan (Contd)

What is the definition of a scope change? In termsWhat is the definition of a scope change? In termsof requirements? Time? Cost? Qualityof requirements? Time? Cost? Qualitymeasurements? Other?measurements? Other?

How will identified scope changes be classified?How will identified scope changes be classified?For example, scope changes classified in terms ofFor example, scope changes classified in terms of

cost impact are considered low impact if cost iscost impact are considered low impact if cost isbelow what amount? Medium impact if belowbelow what amount? Medium impact if belowwhat amount? High impact if below what amount?what amount? High impact if below what amount?


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The preparation of a detailed project scopeThe preparation of a detailed project scope

statement is critical to project success andstatement is critical to project success and

builds upon the major deliverables,builds upon the major deliverables,assumptions, and constraints that areassumptions, and constraints that are

documented during project initiation in thedocumented during project initiation in the

preliminary project scope statement.preliminary project scope statement.


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5.2 SCOPE DEFINITION


2. Project Charter

3. PreliminaryProject ScopeStatement

4. Project ScopeMngt.Plan


1. ProductAnalysis

2. AlternativesIdentification

3. Expert

Judgment4. Stakeholder

Analysis


2. RequestedChanges

3. Project ScopeManagementPlan (Updates)


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Project Scope Details

More information about the project is knownMore information about the project is known

Stakeholder needs, wants, and expectations areStakeholder needs, wants, and expectations are

analyzed and converted into requirementsanalyzed and converted into requirements

The assumptions and constraints are analyzed forThe assumptions and constraints are analyzed forcompleteness, with additional assumptions andcompleteness, with additional assumptions andconstraints added as necessaryconstraints added as necessary

The project team and other stakeholders haveThe project team and other stakeholders haveadditional insight into the preliminary project scopeadditional insight into the preliminary project scopestatementstatement


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Stakeholders Analysis

Identifies the influence and interests of theIdentifies the influence and interests of the

various stakeholdersvarious stakeholders

Documents their needs, wants, andDocuments their needs, wants, andexpectationsexpectations

Selects and prioritizes, and quantifies themSelects and prioritizes, and quantifies them

to create requirements.to create requirements.


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Alternative Names

In practice, this document is sometimes referred toIn practice, this document is sometimes referred toasas Statement of Work (SoW)Statement of Work (SoW) Terms of Reference (ToR)Terms of Reference (ToR) Work OrderWork Order Scope of WorkScope of Work Project Overview StatementProject Overview Statement Initial Project DefinitionInitial Project Definition Document of UnderstandingDocument of Understanding


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Scope Statement Contents

1.1. Project objectivesProject objectives

2.2. Product scope descriptionProduct scope description

3.3. Project requirementsProject requirements4.4. Project boundariesProject boundaries

5.5. Project deliverablesProject deliverables

6.6. Product acceptance criteriaProduct acceptance criteria7.7. Project constraintsProject constraints

8.8. Project assumptionsProject assumptions


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Scope Statement Contents (cont.)

9.9. Initial project organizationInitial project organization

10.10. Schedule milestonesSchedule milestones

11.11. Fund limitationFund limitation12.12. Cost estimateCost estimate

13.13. Project configuration management requirementsProject configuration management requirements

14.14. Project specificationsProject specifications15.15. Approval requirementsApproval requirements


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The WBS is a deliverable-orientedThe WBS is a deliverable-oriented

hierarchical decomposition of the work tohierarchical decomposition of the work tobe executed by the project team, tobe executed by the project team, to

accomplish the project objectives andaccomplish the project objectives and

create the required deliverables.create the required deliverables.


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The Work Breakdown Structure

The WBS organizes and defines the total scope ofThe WBS organizes and defines the total scope ofthe projectthe project

It subdivides the project work into smaller, moreIt subdivides the project work into smaller, more

manageable pieces of workmanageable pieces of work Each descending level of the WBS represent anEach descending level of the WBS represent an

increasingly detailed definition of the project workincreasingly detailed definition of the project work The planned work contained within the lowest-levelThe planned work contained within the lowest-level

WBS components are called work packagesWBS components are called work packages Work packages can be scheduled, cost estimated,Work packages can be scheduled, cost estimated,

monitored, and controlledmonitored, and controlled


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5.3 CREATE WBS



3. Project Scope

ManagementPlan


1. WorkBreakdownstructuretemplates

2. Decomposition

1. Project ScopeStatement(Updates)


3. WBS Dictionary

4. Scope Baseline5. Project Scope

ManagementPlan (Updates)

6. RequestedChanges


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Decomposition Steps

Identifying the deliverables and related workIdentifying the deliverables and related work

Structuring and organizing the WBSStructuring and organizing the WBS

Decomposing the upper WBS levels into lowerDecomposing the upper WBS levels into lowerlevel detailed componentslevel detailed components

Developing and assigning identification codes toDeveloping and assigning identification codes to

the WBS componentsthe WBS components Verifying that the degree of decomposition of theVerifying that the degree of decomposition of the

work is necessary and Sufficient.work is necessary and Sufficient.


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Work Breakdown Structure

It is a resulting from application of the decompositionIt is a resulting from application of the decomposition

It is a deliverable-oriented grouping of project componentsIt is a deliverable-oriented grouping of project components

that organizes and defines the total scope of the projectthat organizes and defines the total scope of the project Work not in WBS is outside the scope of the projectWork not in WBS is outside the scope of the project

The major deliverables of the project are identified,The major deliverables of the project are identified,including project management.including project management.

Each item in WBS is generally assigned a unique number.Each item in WBS is generally assigned a unique number. Items at the lowest level are called work packages.Items at the lowest level are called work packages.

Work component descriptions are often collected in a WBSWork component descriptions are often collected in a WBSdictionary.dictionary.


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Organizing the WBS

Physical components of the final productPhysical components of the final product Functional components of the final productFunctional components of the final product Project phasesProject phases

Project objectivesProject objectives Geographic locationGeographic location Business processBusiness process Departmental boundariesDepartmental boundaries

OtherOther


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Other Breakdown Structures

The WBS should not be confused with other kinds ofThe WBS should not be confused with other kinds ofbreakdown structures, like:breakdown structures, like:

Organizational Breakdown Structure (OBS)Organizational Breakdown Structure (OBS) Bill of Materials (BOM)Bill of Materials (BOM) Risk Breakdown Structure (RBS)Risk Breakdown Structure (RBS) Resource Breakdown Structure (RBS).Resource Breakdown Structure (RBS).


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It is the process of obtaining formal acceptance ofIt is the process of obtaining formal acceptance ofthe project scope.the project scope.

It involves review of the deliverables and workIt involves review of the deliverables and workresults to ensure that all work was completed in aresults to ensure that all work was completed in asatisfactory manner.satisfactory manner.

It is part of the project management process groupIt is part of the project management process groupof controlling.of controlling.


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5.4 SCOPE VERIFICATION

1. Project Scope

Statement

2. WBS Dictionary

3. Project ScopeManagement

Plan4. Deliverables

1. Inspection

1. AcceptedDeliverables

2. RequestedChanges

3. RecommendedCorrectiveAction


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Discussion: Examples of scope

verification at the end of each phase

Concept/FeasibilityConcept/Feasibility

RequirementsRequirements DecisionDecision

DevelopmentDevelopment

TestTest

DeployDeploy

Life-Cycle SupportLife-Cycle Support


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It involves influencing the factors that create scopeIt involves influencing the factors that create scopechange to ensure that changes are agreed upon.change to ensure that changes are agreed upon.

It determines that a scope change has occurred.It determines that a scope change has occurred.

It manages the actual changes when and if theyIt manages the actual changes when and if theyoccur.occur.


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5.5 SCOPE CONTROL

1. Project Scope

Statement2. Work Breakdown

Structure3. WBS Dictionary4. Project Scope

Management Plan5. Performance Reports6. Approved Change

Requests7. Work Performance

Information

1. Change ControlSystem

2. Variance Analysis3. Re planning4. Configuration

Management System

1. PSS (Updates)2. WBS (Updates)

3. WBS Dictionary(Updates)

4. Scope Baseline(Updates)

5. RequestedChanges

6. Recommended

Corrective Action7. Organizational

Process Assets(Updates)

8. PM Plan Updates


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Scope Change Control System

AA scope change controlscope change controlsystemsystemis used tois used to

define the procedures by which the projectdefine the procedures by which the projectscope can be changed.scope can be changed.

It may include the paper work, trackingIt may include the paper work, trackingsystems, and approval levels necessary forsystems, and approval levels necessary forauthorizing changes.authorizing changes.


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The EndThe End