5. Project Scope Management

The Project Scope Management includes the processes we must perform to ensure that the project contains All The Work, And Only The Work, required to complete the construction project successfully.

Primary concern is defining and controlling what is and what is not included in the project.

In the project context, there are two categories of scope i.e. Product scope and Project scope

Project Scope Management

Scope is the foundation of any real estate development project as it decides entire project management plan and strategy.

There are multiple streams of requirements like requirements from builder, requirements from architect and requirements from owners etc.

Requirements for each stage and each phase of a project are different and need to be fulfilled for successful project completion.

How To Manage Project Scope : Best Practices

Group 5. Project Scope Management

Initiating

Planning

5.1 Plan Scope Management5.2 Collect Requirements5.3 Define Scope5.4 Create WBS (Work Breakdown Structure)

Executing

Monitoring & Controlling

5.5 Validate Scope5.6 Control Scope

Closing

5.1 Plan Scope Management

To define how the scope will be defined, validated and controlled

A real estate company should have standard operating procedure for defining scope management of any new project

Management should take both project management and product management (5Ps---) into account for planning scope for new property.

Scope Management Plan Describes how requirements will be analyzed, prioritized,

documented and managed.

How will be approved, maintained and changed : It is very difficult to change structural scope of real state project within a phase once the floor plan is approved. How ever changes can be made in non-structural areas like wall, plumbing , electrical etc. Hence many builders prefer phase-wise approach.

Process that enables creation of WBS

Apart from architectural and structural requirements it include other requirements like regulatory, quality, manpower , customer relationship etc

Requirements should be Measurable, Testable & Traceable Ex

How many 1 BHK and 2 BHK apartments to be constructed

What amenities need to be provided

How the project is going to be launched / promoted

Cost, schedule and quality plans are built upon these requirements.

Inputs from engineers & technical staff are important

5.2 Collect Requirements

Requirements for each stage and each phase need to be understood and fulfilled successfully

Collect Requirements

Process For Collecting Requirements

Inputs

1. Project Charter2. Stakeholder Register3. Scope Management Plan4. Stakeholder Management Plan

T & T

1. Interviews2. Focus groups3. Facilitated workshops4. Group creativity

techniques

5. Observations6. Prototypes7. Benchmarking8. Document Analysis

Outputs1. Requirements Documentation2. Requirements Traceability Matrix

In case of big projects all tools and techniques can used but in case of small projects most of the time techniques from 5 to 8 are used

Collect Requirements :Tools & Techniques

Facilitated Workshops : Focused sessions that bring together key stakeholders to define product requirements. Well-functioned sessions can build trust, improve communications and uncover issues more quickly

Group Creativity Techniques : In this case, the groups generate ideas. identify and document requirement.

Brainstorming: A group-oriented technique for quickly generating ideas

Nominal group technique: An enhanced version of brainstorming which includes voting and prioritizing the group’s idea.

Delphi technique: Experts answer questions anonymously and the summarized results are provided to the group. Iterations of questions and answers are performed in search for a consensus about, in this case, project and product requirements.

Outputs

Requirements traceability matrix : Grid that links requirements from their origin to deliverable that satisfy them

Scope definition produces detailed description of product and project. Scope statement represents an agreement between the project team and the customer.

5.3 Define Scope

Avoid :

Gold Plating: means adding features that are not included in the original plan but added by builder or his project team to please customer without proper approval.

Scope Creep: means "uncontrolled" changes. This can be brought in either by the customer without formal approval from the builder or project team

5.3 Define Scope

Inputs

1. Project Charter2. Requirements Documentation3. Scope Management Plan4. Organizational Process Assets (Review of scope

statements and plans for previous projects)

T & T1. Expert Judgment2. Product Analysis3. Alternatives generation

Outputs

1. Project Scope Statement2. Project Documents Updates ( Do not forget to

review and update documents related to other areas like cost, schedule , man power requirements based on scope decision)

Tools & Techniques Product Analysis : Product analysis is a useful tool for

translating high-level product descriptions into tangible deliverables. It can be done with prototyping or with computer software used for simulation,

Alternatives Generation : Develops many potential options as possible in order to identify different approaches to perform the work of the project. Ex. Different floor plans, providing different amenities to differentiate your project etc

Define Scope

Output : Project Scope Statement : Typically includes

Project deliverable (final plan for project / phase)

Product acceptance criteria (quality standards)

Project exclusions (what will not be provided by builder)

Project constraints (Expected cash flow from sale of apartments)

Project assumptions: Factors believed to be true for planning to be completed ( Approval by banks for home loan if not available at planning stage, construction of access road by municipality if not available at the initial stage)

Project Documents Updates

Define Scope

The WBS or work breakdown structure takes the scope as outlined in the project scope statement and breaks it down into more manageable components called deliverables

5.4 Create WBS

Create WBS

Each descending level of the WBS represents an increasingly detailed description of the work.

Tasks (items) at the lowest level of the WBS are called work packages.

The work package is the level at which the work can be adequately schedule, cost estimated, monitored and controlled.

The recommended size of a work package is 80 man hours.

A detailed description of each work package is in a WBS dictionary.

Each level of the WBS should equal 100% of the work required to complete the level above (100% rule)

The process of creation of WBS is called as decomposition

Create WBS

WBS : includes

Work packages

Control accounts: a unique identifier to the WBS packages so they can easily be tracked.

Code of accounts: also called "chart of accounts” provides a mechanism for summarizing cost, schedule and resource information.

WBS dictionary

Create WBS

The actual results are compared against the scope baseline and the requirements in order to ensure that all of the approved scope is in fact being delivered.

5.6 Control Scope

5.6 Control Scope

Inputs

1. Project Management Plan2. Requirements Documentation3. Requirements Traceability Matrix4. Organizational Process Assets5. Work Performance Data

T & T1. Variance Analysis :Used to determine the cause

and degree of difference between the baseline and actual performance

Outputs

1. Change requests2. Project Management Plan Updates3. Project Documents Updates4. Organizational Process Assets Updates5. Work Performance Information

The process of obtaining formal acceptance of the project scope by the customer.

Scope validation differs from quality control as quality control is performed by project team or quality auditor.

Scope validation refers to customer satisfaction based on commitment made by builder and their perceived quality standards.

5.5 Validate Scope

Trainings by Vidya Bhagwat

06 Time Management : Managing Delays

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