2- project scope management1

8/10/2019 2- Project Scope Management1

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Management

Mohamed Seleam PMP, PMI-RMP, PMI-SP



Project Scope Management

Project Scope Management: includes the processes required to ensure that

the project includes all the work required, and only the work required, to

complete the project successfully.

Preventing extra work or gold plating.Giving any extras is a waste of time and adds no benefit to the project

•Completion of project scope is measured against the project management plan.

•Completion of the product scope is measured against the product requirements



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Plan Scope Management

inputs

1 Project management

plan .

2 Project charter .

3 Enterpriseenvironmental factors .

4 Organizational process

assets

Tools & techniques

1. Expert judgment.

2. Meetings.

Outputs

1 Scope management plan .

2 Requirements

management plan

Plan Scope Management is the process of creating a scope management

plan that documents how the project scope will be defined, validated, and

controlled .

The key benefit of this process is that it provides guidance and direction



Collect requirements

• The process of defining and documenting stakeholders’needs to meet the project objectives.

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Collect requirement

inputs

1 Scope

management plan .

2 Requirements

management plan .3 Stakeholder

management plan .

4 Project charter .

5 Stakeholder

register

Tools & techniques1 . Interviews

2 . Focus groups

3 . Facilitated workshops

4 . Group creativity techniques

5 . Group decision making techniques

6 . Questionnaires and surveys

7 . Observations

8. Prototypes

.9 Benchmarking .

10 Context diagrams .

11 Document analysis

outputs

1 . Requirements

documentation.

2 . Requirements

traceability matrix.

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Group creativity techniques

• Brainstorming.

•Nominal group technique.

• The Delphi technique.

• Idea/ mind mapping.

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Requirement

Businessneed

Projectobjective

Scope/WBS

DesignProduct

development

Test strategy

/scenario

Differentlevel of

requirementsdetails

Links requirements to

their origins

Allows for tracking &

traceability throughout

project life cycle.

Provides a structure for

managing changes to

product scope.

Requirement attributes

include:

Unique ID, description,

owner, version, status,

completion date,

acceptance criteria.

RequirementsTraceability Matrix



Define scope

inputs.1 Scope

management

plan

.2 Project charter

3 Requirements

documentation

4 Organizational

process assets

Tools & techniques

1 . Expert judgment

2 . Product analysis

3 . Alternatives generation

4 . Facilitated workshops

outputs

1 . Project scope

statement

2 . Project document

updates

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Project Scope Statement

Detailed description of the project scope, including major deliverables,project objectives, project assumptions, project constraints, and astatement of work.

•Provides documented basis for

• Making future project decisions and for confirming.

•Confirming or developing a common understanding of project scopeamong the stakeholders.

•Enables the project team to perform more detailed planning.

•Guides the project team's work during project execution.

Approved detailed project scope statement and itsassociated WBS and WBS dictionary form the scope baseline for the project



Project Scope Statement

• Project boundaries and exclusions

• Product scope description (characteristics of product/result)

• Product acceptance criteria

• Project deliverables

• Project constraints

• Imposed milestones and/or budget

• Project assumptions

• Initial project organization

• Initial defined risks

• Order of magnitude cost estimate

• Approval requirements



Create WBS

inputs1 Scope management plan .

2 Project scope statement .

3 Requirements

documentation .

4 Enterprise environmental

factors .

5 Organizational process

assets

Tools &

techniques

1 . Decomposition

.2 Expert judgment

outputs

1. Scope baseline

2. Project document

updates

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Create WBS is the process of subdividing project deliverables and

project work into smaller , more manageable components .

The key benefit of this process is that it provides a structured vision of

what has to be delivered .



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Project

Phase 1 Phase 2 Deliverable 3 Subproject4 Subproject 5

Deliverable 2.1 Deliverable 2.2 Deliverable 2.3 Deliverable 4.1 Deliverable 4.2

Deliverable 2.2.1 Deliverable 2.2.2 Deliverable 4.1.1 Deliverable 4.1.2 Deliverable 4.1.x

Work package

2.2.1.1

Work package

2.2.1.2

Work package

2.2.1.3

Work package

2.2.2.1

Work package

2.2.2.2

Work package

2.2.2.2.1

Work package

2.2.2.2.2

Work package

3.4

Work package

3.3

Work package

3.2

Work package

3.1

Work package

4.1.2.3

Work package

4.1.2.2

Work package

4.1.2.1



Sample of WBS (Intranet WBS in Tabular Form)

1.0 Concept

1.1 Evaluate current systems

1.2 Define Requirements

1.2.1 Define user requirements

1.2.2 Define content requirements

1.2.3 Define system requirements

1.2.4 Define server owner requirements

1.3 Define specific functionality

1.4 Define risks and risk management approach

1.5 Develop project plan

1.6 Brief web development team

2.0 Web Site Design

3.0 Web Site Development

4.0 Roll Out

5.0 Support



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Decomposition

A planning technique that subdivides the project scope and project deliverables

into smaller, more manageable components, until the project work associated with accomplishing the project scope and providing the deliverables is defined insufficient detail to support executing, monitoring and controlling the work .

Generally involves five steps:1. Identify the deliverables and related work

2. Structure and organize the WBS

3. Decompose the upper WBS levels into lower detailed components

4. Develop and assign identification codes to the WBS components5. Verify that the degree of decomposition of the work is necessary and sufficient



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Work Package

Work Package: is a deliverable or project workcomponent at the lowest level of each branch of the work breakdown structure .

•The work package includes the schedule activities andschedule milestones required to complete the workpackage deliverable or project work component

•Level at which the cost and schedule for the work can bereliably estimated, monitored, and controlled

• Approximated time expected for work package is 80hours



Benefits of using WBS

• Provides a structure for planning the project

• Provides a basis for assigning work to groups andindividuals

•Provides a basis for preparing estimates, calculatingcosts, and measuring the progress of work

• Clarifies roles and responsibilities of personnel

• Defines the project scope and thus provides a mechanism

for assessing the impact of proposed changes

• Provides data for projecting costs and activities neededon future, similar projects

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WBS Dictionary

Work Breakdown Structure Dictionary A document that describes

each component in the WBS

For each WBS component, the WBS dictionary includes a:

•Code of account identifier

•Statement of work

•Responsible organization•List of schedule milestones

It may include:

•Contract information

•Quality requirements

•Technical references to facilitate performance of the work

•List of associated schedule activities

•Resources required

•Estimate of cost



Scope Baseline

ScopeBaseline

ApprovedScope

Statement

WBS

WBSDictionary

ApprovedScope

statement

+

WBS

+

WBSdictionary



Validate Scope

• The process of formalizing acceptance of thecompleted project deliverables.

•Validate Scope VS. uality control

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Validate Scope is the process of formalizing acceptance of the

completed project deliverables .

The key benefit of this process is that it brings objectivity to the

acceptance process and increases the chance of final product,

service, or result acceptance by validating each deliverable.



Validate Scope

inputs1 . Project

management plan

2 . Requirements

documentation3 . Requirements

traceability matrix

4 . Verified deliverables

5 Work performance

data

Tools &

techniques

1 . Inspection

.2 Group decision-makingtechniques

outputs

1 . Accepted deliverables

2 . Change requests

.3 Work performanceinformation

3 . Project document

updates

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Inspection

Technique for examining or measuring to verify whether an activity,component, product, result or service conforms to specifiedrequirements.

•Includes activities to determine whether results conform to

requirements.

• Are often called product reviews, audits, and walkthroughs.

•Purpose is to specifically identify deficiencies, gaps and errorsagainst the project documentation.

•The inspection activity should encompass the accuracy, completenessand acceptability of the object under review.



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Group decision-Making techniques

These techniques are used to reach a conclusion when the validation is

performed by the project team and other stakeholders.

There are various methods of reaching a group decision, such as :•

• unanimity. A decision that is reached whereby everyone agrees on a single course

of action.

• Majority. A decision that is reached with support obtained from more than 50 % of

the members of the group.

• Plurality. A decision that is reached whereby the largest block in a group decides,

even if a majority is not achieved.

• dictatorship. In this method, one individual makes the decision for the group.



Control scope

• process of monitoring the status of theproject and product scope and managingchanges to the scope baseline.

• The key benefit of this process is that itallows the scope baseline to bemaintained throughout the project.

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Control scope

inputs

1 . Project management plan

2 . Work performance Data

3 . Requirements

documentation4 . Requirement traceability

matrix

5 . Organizational process

assets

Tools &

techniques

1 . Variance analysis

outputs1 . Work performance

Information

2 . Change requests

3 . Project managementplan updates

4. Project document

updates

5 . Organizational

process assets

updates

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Control Scope

Control Scope monitors thestatus of the scope (projectand product) and manageschanges to the scopebaseline.

Changes are inevitableAll change requests &recommendedcorrective/preventiveactions are processedthrough the ICCP (Perform

Integrated Change Control)process.

Uncontrolled changes toscope are called “scopecreep”



ScopeManagementProcesses

6. Control Scope

5. Validate Scope

4. Create WBS

3. Define Scope

2. Collect Requirements

1. Plan Scope Management

Includes the processes that

ensure that

ALL work required

&

ONLY work required

is included to complete

project successfully.

(No more, No less)

Efforts guided by scope

management plan.



Questions.

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1 ) A project manager believes that modifying theproject scope may provide added value for thecustomer. What should the projectmanager do ?

A ) Change the scope baseline.

B ) Contact the customer to determine if the changeadds value.

C ) Call a meeting of the change control board.

D ) Change the project objectives.

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2 ) Which of the following BEST describesscope verification ?

A ) It provides assurances that the deliverables meets thespecifications, is an input to the project management plan andoutput of perform quality control.

B ) It ensures that the deliverable is completed on time, ensurecustomer acceptance, and shows that the deliverable meetsspecifications.

C ) It ensures customer acceptance, shows that the deliverable

meets specifications and provides a chance for differences ofopinion to come to light.

D ) It is an output of perform quality control, occurs before definescope and ensures customer acceptance.

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3 ) during what part of the projectmanagement process is the project scopestatement created ?

A ) Initiating.

B ) Planning.

C ) Executing.

D ) Monitoring and controlling.

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4 ) If a project team is subdividing project workpackages into smaller, more manageablecomponents, they are :

A ) Creating a WBS.

B ) Decomposing.

C ) Network diagramming.

D ) Activity sequencing.

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5 ) A WBS is BEST described as a tool fortracking :

A ) The schedule.

B ) Resources.

C ) Cost.

D ) Scope.

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6 ) A WBS numbering system allows the projectstaff to :

A ) Systematically estimate costs of work breakdown structure elements.

B ) Provide project justification.

C ) Identify the level at which individualelements are found.

D ) Use it in project management software.

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7 ) Which process groups MUST be included in every projec

A ) planning, executing and closing.

B ) initiating, planning and executing.

C ) initiating, planning, executing,monitoring and controlling, closing.

D ) planning, executing, monitoring andcontrolling.

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8 ) Which of the following is done during createWBS ?

A ) Product analysis.

B ) Project selection.

C ) Decomposition.

D ) Alternatives analysis.

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9 ) which of the following BEST describes when the baselinecan be changed?

A ) Only under emergency conditions.

B ) The original baseline is always maintained

throughout the project.

C ) With any approved changes.

D ) When the project sponsor determines it isappropriate.

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Thank you

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