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Project Scope Management Mohammed W. [EiT-MI ndustrial Engineering Department

Outline :

What is Project Scope Management Product Scope vs Project Scope The key terms in Project Scope ManagementThe project Scope Management ProcessesCollect RequirementsDefine Scope Create WBSVerify Scope Control Scope

Project Scope ManagementKnowledge AreaProcessInitiatingPlanningExecutingMonitoring & ContolClosingScopeCollect RequirementsDefine ScopeCreate WBSVerify ScopeControl ScopeEnter phase/Start projectExit phase/End projectInitiatingProcessesClosingProcessesPlanningProcessesExecutingProcessesMonitoring &Controlling Processes3 Process to ensure that the project includes all-and-only the work required, to complete the project successfullyScope can refer to Product Scope & Project ScopeThe project team and stakeholders must have the same understanding of what products will be produces as a result of a project and what processes will be used in producing them The key activities that happen as part of Project scope management:Constantly checking to make sure that all the work is being completed Not letting people randomly add to the project scope Preventing Gold Plating , i.e doing more than what is required as part of project scope What is Project scope management ?

Product Scope vs Project Scope Product Scope: The features and functions that characterizes a product, service or resultProject scope: the work that needs to be accomplished to deliver a product, service or result with the specified features and functionsProject scope management deals with managing the product as well as project scope

The Project Scope management ProcessesS.noProject Scope mgt ProcessDone during1Collect Requirements Planning process2Define ScopePlanning process3Create WBSPlanning process4Verify Scope Monitoring and control process5Control ScopeMonitoring and control processI. Collect RequirementsThe process of defining and documenting stakeholders needs to meet the project objectiveBalance stakeholders requirement: prioritizing requirement & resolve conflictsInputsProject charterStakeholder registerTools & TechniquesInterviewsFocus groupsFacilitated workshopsGroup creativity techniquesGroup decision making techniquesQuestionnaires and surveysObservationsPrototypesOutputsRequirements documentRequirements management planRequirements traceability matrix7Collect Requirement Techniques (1)INTERVIEWS: Directly talk with stakeholders

FOCUS GROUPS: Interactive discussion with qualified Stakeholders & Subject matter experts

FACILITATED WORKSHOPS: Focused cross functional stakeholders.JAD Joint application design, QFD Quality function developmentHelps determine critical characteristic of new product developmentStart by collecting customer need - VOC: Voice of the Customers

8Collect Requirement Techniques (2)GROUP CREATIVITY TECHNIQUES: Brainstorming, Nominal group technique: enhance brainstorming with voting and rankingDelphi Technique: some expert answer questionnaire and give anonimity feedback Idea/mind mapping, Affinity Diagram: sort idea into groups

GROUP DECISION MAKING TECHNIQUES: Unanimity, Majority (>50%), Plurality, majority-rulesscheme, in a more substantialtwo-thirds majorityscheme

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Affinity DiagramRequirement sorted into groups by similaritiesEasier to see additional scope (risk) that have not been identified10Collect Requirement Techniques (3)QUESTIONNAIRE AND SURVEYS: wide number of respondents

OBSERVATION/JOB SHADOWING: viewing individual in their environment

PROTOTYPES: early feedback by providing a working model

11Requirement DocumentOutput of the Collect Requirement processHelps make sure the requirements clear and unambiguous.

How will we know if the work we do will acceptability meet this requirement?

Rule of thumb

Specific (Unambiguous)Measurable (How will we know we have finished?)Achievable (Can we do it?)Relevant (Is it the right thing to do?)Timed (When will we do it?)

12II.Define ScopeProcess of developing a detailed description of the project and productProject scope statement may includes product scope, deliverables, product acceptance criteria, out of scope, additional risk, constraints & assumptionsInputsProject charterRequirements documentationOrganizational process assetsTools & TechniquesExpert judgmentProduct analysisAlternatives IdentificationFacilitated workshopsOutputsProject scope statementProject document updates13Define ScopeConcern with what is and is not included in the project and its deliverablesYou should maintain a realistic schedule and budget that can achieve the projects scopeIteration process should be done to maintain itLooking for options to adjust the project

Analyze the objective and description of the product stated by the customer/sponsor and turn them into tangible deliverables.Product Analysis14Project Scope Statement The primary result of the Define Scope process Along with the WBS and WBS dictionary, comprise the scope baseline is part of project management plan.May includes:Product scopeDeliverablesProduct acceptance criteriaWhat is not part of the project (out of scope)Additional risksConstraints and assumptions :Constraints: factors that limit the teams optionsAssumptions: Things that assumed to be true (may not be true)15Example [Scope Statement]The RFP for Midwest Parcel Distribution Company s (MPD s) LOGON project specifies The Contractor s responsibility shall be for furnishing expertise, labor, materials, tools, supervision, and services for the complete design, development, installation, checkout, and related services for full operational capability of the LOGON system. It also specifies technical performance requirements for the system, as well as exclusions, e.g., Removal of existing storage, placement, and retrieval equipment will be performed under separate contract . . . III.Create WBSProcess of subdividing project deliverables and project work into smaller, more manageable components.InputsProject scope statementRequirements documentationOrganizational process assetsTools & TechniquesDecompositionOutputsWBSWBS dictionaryScope baselineProject document updateWBS does not show dependenciesDividing work package into activities is part of the time management process (Define Activities)

17Create WBS (..ctnd )WBS: Work breakdown structure The WBS breaks the project scope into smaller and more manageable pieces called work packages Each level of WBS is a small or piece of the level above Work not in the WBS is not part of the project WBS dictionary provides more detailed components, e.g. description of work, responsible organization, acceptance criteriaAgreed Scope baseline includes project scope statement, WBS, WBS dictionary

Example of WBS (Functional Approach)

Example of WBS (Physical space approach)Project Main building 1st floor Structures PlumbingElectrical HVAC2nd floorService building StructuresPlumbing Electrical HVAC

WBS DESIGN [The 100% Rule] Example of WBS (Procedure approach) Project Feasibility Design Basic Detail Bid documents Shop drawings Bid Construction Foundations subcontract Main building Piles Concrete foundations Service building PilesConcrete foundations Steel erection Finishing CommissioningOrganization Breakdown Structure (OBS)Decomposition of necessary resources to perform job. Project resources Project management team Project manager Construction superintendentField superintendent Office manager Scheduler Accounter/controller Field engineer Construction forceWorker SubcontractorElectricalPlumbingInsulationRoadsIntegrating WBS and OBSEach work package is associated with areas of the project organization that will assume functional and budgetary responsibility for it.The individuals to be held responsible for the work packages are shown in a chart called the responsibility matrix.An advantage of the matrix is that project staff and stakeholders can easily see who is responsible for what.

IV. Verify Scope Process of formalizing acceptance of the completed project deliverables.Process of securing formal acceptance of the project scope by the stakeholders

InputsProject scope statementRequirements documentationRequirement traceability matrix Validated deliverablesTools & TechniquesInspectionOutputsAccepted deliverablesChange requestsProject document updates26Verify Scope Different from quality control which concerned with correctness of deliverables. Can be performed before or parallelTo gain formal acceptance of deliverables during monitoring and control.Inspection = review, product reviews, audits, walkthroughsMeasuring, examining, verifying to determine work and deliverables are meet requirement & product acceptance criteria27Control ScopeProcess of monitoring the status of the project and product scope and managing changes to the scope baselineThe cause and degree of variance relative to the scope baselineDecide corrective/preventive action requiredInputsProject management planWork performance informationRequirements documentRequirement traceability matrix Organizational process assetsTools & TechniquesVariance analysisOutputsWork performance measurementsOrganizational process assets updatesChange requestsProject management plan updatesProject document updates

28SummaryDuring which project management process is project scope created ? Initiation , Planning, Monitoring and Control , Implementation? During a regular project meeting , one of the team member suggested a nice feature that the customer may like. The project manager says NO to this suggestion indicating that the project should concentrate on only what is required for the project to get it completed and nothing else. This is an example of ? Which of the following is NOT typically found in a project charter? A. Project requirementB.Authorization for a project manager to work on a projectC. Work packages decomposed into activitiesD. An initial set of schedule milestones

IV. During which project scope management process does the project manager ensure that all work in the project is included? A. Collect requirement B. Scope definitionC. Create a WBSD. Verify Scope