Scope Management

Scope ManagementChapter 5A projects goals are just a dream until they are written downProject ScopeProject scope is everything about a project work content as well as expected outcomes.

"The work that needs to be accomplished to deliver a product, service, or result with the specified features and functions.

1) Conceptual development4) Scope reporting2) Scope statement5) Control systems3) Work authorization6) Project closeoutSix steps in creating a project scope management procedure are:Project Scope management is the detailed development of the project plan to specify the work content and outcomes of the project, activities that must be performed, the resources consumed, and the quality standards to be maintained.Conceptual DevelopmentThe process that addresses project objectives by finding the best ways to meet them.

Key steps in information development:Problem/need statementInformation gatheringConstraintsAlternative analysisProject objectives

Problem StatementsSuccessful conceptual development requires:

Reduction of overall project complexity

Goals and objects are clearly statedReference points are provided

Complete understanding of the problemStatement of Work (SOW)A SOW is a detailed narrative description of the work required for a project.

Begin with the end in mind - Stephan Covey

Effective SOWs containIntroduction and background-problem statementTechnical descriptionTimeline and milestonesClient expectations

Example Statement of Work Department of Defense:New Army communication device that is no greater than 15 long by 15 wide by 9 deep, can weight no more than 12 pounds, has a transmitting and receiving range of 60miles, must remain functional after being fully immersed in water for 30 minutes, and can sustain damage from being dropped at heights up to 25 feet

The Scope Statement ProcessEstablish the project goal criteriacostscheduleperformancedeliverablesreview gatesDevelop the management plan for the projectEstablish a work breakdown structureCreate a scope baselineWork Breakdown StructurePMBoK: a deliverable-oriented grouping of project elements which organises and defines the total scope of the project.a process that sets a projects scope by breaking down its overall mission into a cohesive set of synchronous, increasingly specific tasks.

What does WBS accomplish?Echoes project objectivesOffers a logical structureEstablishes a method of controlCommunicates project statusImproved communicationDemonstrates control structureThe Jigsaw puzzle model

Your project is a jigsawYou might have a complete pictureYou might have all the piecesYou might know where to fit them and the sequence in which to fit them

Or you might not.11Tool & Technique Work Breakdown Structure (WBS)

ELEMENTS12So your task is to identify what level of detail you have for your puzzle.You will need to do this with your team of people.How accurately you do this could determine the success, or otherwise, of the project

13Breaking the puzzle down into manageable pieces Called a work breakdown structure

There is a bottom up approach and a top down approach14Methods for Developing a Work Breakdown StructureBottom-up approach (using Brainstorming)This is the most appropriate method for projects involving untested methods and approaches OR where team members have not performed similar projects beforeBrainstorm to generate all activities you can think of that will have to be done.Then group them into categories15Work Breakdown Structure and CodesWork Packages are individual project activities1.01.21.31.41.2.11.2.21.2.31.3.11.3.21.2.3.11.2.3.2Deliverables are major project componentsSubdeliverables are supporting deliverablesThe project is the overall project under developmentDefining a Project Work PackageWork package forms lowest level in WBS.Work package has a deliverable result.Work package has one owner.Work package may be considered by its owner as a project in itself.A work package may include several milestones.A work package should fit organizational procedures and culture.The optimal size of a work package may be expressed in terms on labor hours, calendar time, cost, reporting period, and risks.05-17Sample WBS in MS Project

Group work:Task 1: Let say your group is planning a wedding ceremony for one of your group member.Discuss the concept for the wedding ceremony (conceptual development) Develop Statement of Work for this project (A SOW is a detailed narrative description of the work required for a project.)Time: Ceremony within 6 monthsBudget: Max RM70k

19Task 2: Brainstorm and write any and all activities (work pakages) that you think need to be performed for the ceremony.

Do not worry about overlap or level of detail at this stage.Do not discuss task wording or detailsDo not judgeWrite everything down

Group work: Developing a Work Breakdown Structure (Bottom-Up)Group work: Developing a WorkBreakdown Structure (Bottom-Up)Task 3:Group the activities into a few major categories with common characteristics.Can any activities within an element be grouped into a number of subtasks?Put cost, duration and Person-in-charge for each activity, as suitable.

21Incomplete WBS can cause project failureWhen steps are left out, ignored or underestimateCausing inflating budget, sliding schedules.Crucial to ensure no missing elementsOrganizational Breakdown StructureOrganizational Breakdown Structure (OBS) allowsWork definitionOwner assignment of work packagesBudget assignment to departments

OBS links cost, activity & responsibilityIntersection of the WBS and OBS 05-24

Figure 5.8Copyright 2013 Pearson EducationCost Account Rollup Using OBS05-25

Copyright 2013 Pearson EducationFigure 5.10

Cost and Personnel AssignmentsResponsibility Assignment MatrixNotificationResponsibleSupportApprovalLEAD PROJECT PERSONNELBobISDaveSueHRAnnR&DJimR&DTask & CodeDeliverableISMatch IT toOrg. Tasks proposalPrepare1.3 1.1Identify ISuser needs 1.2ProblemAnalysis DevelopinfoInterview usersshowDevelopGain user buy inFind cost/benefit info1.1.11.1.21.2.11.2.21.2.31.3.1Work AuthorizationThe formal go ahead to begin workFollows the scope management steps of:scope definitionplanning documentsmanagement planscontractual documentsContractual DocumentationMost contracts contain:Contractual Requirements - specific funtionality, performance criteriaValid consideration clear commitment agreed by both partiesContracted terms responsibilities, disputes, inspectionContracts range from:Lump SumCost PlusScope Reportingdetermines what types of information reported, who receives copies, when, and how information is acquired and disseminated.

Typical project reports containCost statusSchedule statusTechnical performanceTypes of Control SystemsConfiguration control - procedure to monitor emerging project scope against baseline scope.Design control changes during design stage Trend monitoring tracking estimate cost, schedule, resourcesDocument control Compilation & disseminationAcquisition control monitor purchasingSpecification communicate to all partiesProject CloseoutThe job is not over until the paperwork is done

Serve as product verification Was all work completed correctly and satisfactorily?

Administrative close-out updating records to reflects final results, archiving information for future use)

Closeout documentation is used to:Resolve disputesTrain project managersFacilitate auditing

Closeout documentation includes:Historical recordsPost project analysis-lesson learntFinancial closeout