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Scope Management

05-01 Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall

Chapter 5 Learning ObjectivesAfter completing this chapter, students will be able to:

Understand the importance of scope management for project success.

Understand the significance of developing a scope statement.

Construct a Work Breakdown Structure for a project.

Develop a Responsibility Assignment Matrix for a project.

Describe the roles of changes and configuration management in assessing project scope.

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Project Scope

Project scope is everything about a project –work content as well as expected outcomes.

Scope management is the function of

controlling a project in terms of its goals

and objectives and consists of:

1) Conceptual development 4) Scope reporting

2) Scope statement 5) Control systems

3) Work authorization 6) Project closeout

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Conceptual DevelopmentThe process that addresses project objectives by

finding the best ways to meet them.

Key steps in information development:

Problem/need statement

Information gathering

Constraints

Alternative analysis

Project objectives

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Problem StatementsSuccessful conceptual development requires:

Reduction of overall project complexity

Goals and objects are clearly stated

Reference points are provided

Complete understanding of the problem

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Statement of Work (SOW)A SOW is a detailed narrative description of the work

required for a project.

Effective SOWs contain

1. Introduction and background

2. Technical description

3. Timeline and milestones

4. Client expectations

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Statement of Work Components Background

Objectives

Scope

Task or Requirements

Selection Criteria

Deliverables or Delivery Schedule

Security

Place of Performance

Period of Performance

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Scope Statement Process1. Establish the project goal criteria

a) cost

b) schedule

c) performance

d) deliverables

e) review and approval gates

2. Develop the management plan for the project

3. Establish a work breakdown structure

4. Create a scope baseline

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Goal Setting With and Without Work Breakdown Structures (WBS)

Figure 5.2

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall

Work Breakdown Structure (WBS)A process that sets a project’s scope by breaking down its

overall mission into a cohesive set of synchronous, increasingly specific tasks.

What does WBS accomplish?

Echoes project objectives

Offers a logical structure

Establishes a method of control

Communicates project status

Improves communication

Demonstrates control structure

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Work Breakdown Structure and Codes

Work Packages are individual project activities

1.0

1.2 1.3 1.4

1.2.1

1.2.2

1.2.3

1.3.1

1.3.2

1.2.3.1

1.2.3.2

Deliverables are major project components

Sub-deliverables are supporting deliverables

The project is the overall project under development

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Sample WBS in MS Project 2010

05-12Figure 5.7

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Defining a Work Package

Lowest level in WBS

Deliverable result

One owner

Miniature projects

Milestones

Fits organization

Trackable

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Organizational Breakdown StructureOrganizational Breakdown Structure (OBS) allows

Work definition

Owner assignment of work packages

Budget assignment to departments

OBS links cost, activity & responsibility

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Intersection of the WBS and OBS

05-15Figure 5.8Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall

Cost Account Rollup Using OBS

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Responsibility Assignment Matrix

05-17Figure 5.11 Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall

Defining a Project Work Package1. Work package forms lowest level in WBS.

2. Work package has a deliverable result.

3. Work package has one owner.

4. Work package may be considered by its owner as a project in itself.

5. A work package may include several milestones.

6. A work package should fit organizational procedures and culture.

7. The optimal size of a work package may be expressed in terms on labor hours, calendar time, cost, reporting period, and risks.

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Work Authorization

The formal “go ahead” to begin work

Follows the scope management steps of:

1. scope definition

2. planning documents

3. management plans

4. contractual documents

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Contractual Documentation

Most contracts contain:

Requirements

Valid consideration

Contracted terms

Contracts range from:

Lump Sum Cost Plusalso called

“Turnkey”

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Scope Reporting

determines what types of information reported, who receives copies, when, and how information is acquired and disseminated.

Typical project reports contain

1. Cost status

2. Schedule status

3. Technical performance

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Reasons Why Projects Fail

Politics

Naïve promises

Naïve optimism of youth

Startup mentality of fledging entrepreneurial companies

“Marine Corps” mentality

Intensive competition caused by globalization

Intense competition caused by appearance of new technologies

Intense pressure caused by unexpected government regulations

Unexpected and/or unplanned crises

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Types of Control Systems

o Configuration

o Design

o Trend monitoring

o Document

o Acquisition

o Specification

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Project Closeout

The job is not over until the paperwork is done…

Closeout documentation is used to:

Resolve disputes

Train project managers

Facilitate auditing

Closeout documentation includes:

Historical records

Post project analysis

Financial closeout

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Summary

1. Understand the importance of scope management for project success.

2. Understand the significance of developing a scope statement.

3. Construct a Work Breakdown Structure for a project.

4. Develop a Responsibility Assignment Matrix for a project.

5. Describe the roles of changes and configuration management in assessing project scope.

05-25 05-26Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall