06/02/2014

What is Project Scope Management?

Scope refers to all the work involved in creating

the products of the project and the processes used to create them
A deliverable is a product produced as part of a

project, such as hardware or software, planning documents, or meeting minutes

Project Scope Management includes the

processes involved in defining and controlling what is or is not included in a project

Project Scope Management

A clear project scope ideally means one target, one arrow

Product Scope The features and functions that characterize a product service, or result. Completion is measured against the product requirements.

Project Scope The work that must be done in order to deliver a product, service, or result with the specified features and functions. Completion is measured against the project plan.

Project Scope Management

Includes the processes required to ensure that the

project accomplishes all of the work required, and only the work required, to achieve the purpose of project success. Scope Management means:
Constantly checking to make sure you are completing all

the work. Not letting people randomly add to the scope of the project without a structured change control system. Making sure all changes fit in the project charter. Defining and Controlling what is or what is not included in the project.

Project Scope Management Processes

Project Scope Management

Scope Planning

Scope Definition

Create WBS

Scope Verification

Scope Control

Project Scope Management Processes

Scope Planning

Scope Definition Scope Control

Create WBS

Scope Verification

Collect requirements (Scope Planning)

It is the process of creating a project scope management plan that documents how the project scope will be defined, verified, controlled and how the work breakdown structure (WBS) will be created and defined.
Focuses on thinking ahead to determine How will I do this? before doing the work and turning the answer into a Project Scope Management Plan. Defining and managing the project scope influence the projects overall success. Each project requires a careful balance of tools, data sources, processes and procedures to ensure that the effort spent on scoping activities is matching with the projects size, complexity, and importance.

Scope Planning
Inputs Enterprise Environmental Factors Organizational Process Assets Project Charter Tools and Techniques Expert judgment Outputs Project Scope Management Plan

Templates, Forms, Standards

Preliminary Project Scope Statement

Management Plan

Scope Planning
Inputs Enterprise Environmental Factors: Any or all external and internal organizational environmental factors that surround or influence the projects success. Examples include: organizational culture and structure, infrastructure, tools, human resources, personnel policies, commercial databases, market conditions, etc. Organizational Process Assets: Every organization keeps a database of all the information and records of the previous executed projects and these information are stored in a central repository called Organizational Process Assets.

Scope Planning. Inputs (continued)

Project Charter: The document that formally authorizes a project and provides the PM with the authority to apply organizational resources to project activities Preliminary Project Scope Statement: The definition of the project what needs to be done

Management Plan: Detail definition of how the project is to be executed, monitored, controlled, and closed

Scope Planning
Tools and Techniques Expert Judgment: Expert judgment is related to how equivalent projects have managed scope and is used in developing the project scope management plan. Expertise (specialized education or past experience) Templates, Forms and Standards: Templates could include WBS templates, scope management plan template and project scope change control forms.

Scope Planning
Outputs Project Scope Management Plan: A document that provides guidelines on how project scope will be defined, documented, verified, managed and controlled by the project management team. Control how change requests for project scope statement will be processed. Project Scope Management Plan is contained in, or is a subsidiary of the Project Management Plan.

2. Scope Definition
Scope Definition is the process of developing a detailed project scope statement to be used as the basis for future project decisions. Primarily concerned with what is and what is not included in the project. Takes into account constraints and assumptions that were documented during project initiation. Stakeholders needs, wants, and expectations are analyzed and converted into the project requirements.

Scope Definition
Inputs
Organizational process assets Project charter

Tools and Techniques

Project analysis Alternatives identification Expert judgment Stakeholder analysis

Outputs
Project scope statement Requested changes

Preliminary project scope statement

Project scope management plan

Project scope management plan (update)

Approved change requests

Scope Definition
Inputs Organizational Process Assets: The formal and informal procedures, policies and guidelines that could impact how the projects scope is managed.

Project Charter The document that formally authorizes a project and provides the PM with the authority to apply organizational resources to project activities.
Preliminary Project Scope Statement The definition of the project what needs to be done.

Scope Definition
Inputs (continued) Project Scope Management Plan A document that provides guidelines on how project scope will be defined, documented, verified, managed, and controlled by the project management team.
Approved Change Requests Documented, authorized changes to expand or contract project scope. Can also modify policies, project management plans, procedures, costs, or budgets, or revise schedules. Can impact project scope, quality, estimated costs, or project schedule.

Scope Definition
Tools and Techniques Product Analysis: Method for translating project objectives into tangible deliverables and requirements. Includes techniques such as product breakdown, system analysis, systems engineering, value and functional analysis. Used to translate project objectives into tangible deliverables and requirements.

Alternative Identification: Technique used to generate different approaches to execute and perform the work of the project. Includes techniques such as brainstorming and lateral thinking. Tip: You dont need to know how to do these techniques, you just need to recognize that there are a number of techniques that may be used and be familiar with their names.

Scope Definition
Tools and Techniques (continued) Expert Judgment: Expert judgment is related to how equivalent projects have managed scope and is used in developing the project scope management plan. Expertise (specialized education or past experience) Stakeholder Analysis: Stakeholder analysis identifies the influence and interests of the various stakeholders and documents their needs, wants, and expectations. The analysis selects, prioritizes and qualifies the needs and expectations to create requirements.

Scope Definition
Outputs Project Scope Statement: Describes, in detail, the projects deliverables and the work required to create those deliverables. It provides a common understanding of the project scope among all project stakeholders and describes the projects major objectives. It also:
allows the project team to perform more detailed planning guides the project teams work during execution provides the baseline for evaluating whether requests for

changes or additional work are contained within or outside the projects boundaries

Scope Definition
Outputs (continued) Requested Changes: Requested changes to the Project Management Plan and its subsidiary documents may be developed during the Scope Definition process. Requested changes are processed for review and disposition through Integrated Change Control process.

Project Scope Management Plan (Updates): The Project Scope Management Plan component of the Project Management Plan may need to be updated to include approved change requests resulting from the projects Scope Definition process.

3. Create WBS
Creating the WBS (Work Breakdown Structure) is the process of subdividing the major project deliverables and project work into smaller, more manageable components. The WBS is a deliverable-oriented hierarchical decomposition of the work to be executed by the project team to accomplish the project objectives and create the required deliverables. WBS is the foundation of the project. WBS: organizes and defines the total scope of the project. subdivides the project work into smaller, more manageable pieces of work. provides the ability to plan the work and represents an increasingly detailed definition of the work. ends with work packages, which are the lowest-level of components and can be scheduled, cost estimated, monitored, and controlled.

Work Breakdown Structure (WBS)

A WBS is a deliverable-oriented grouping of the work

involved in a project that defines the total scope of the project WBS is a foundation document that provides the basis for planning and managing project schedules, costs, resources, and changes Decomposition is subdividing project deliverables into smaller pieces
A work package is a task at the lowest level of the WBS
Tasks on a WBS represent work that needs to be done to

complete the project, not specifications (e.g. type of materials etc)

Template

Tabular View of WBS. It is a good option for organizations which prefer table formats
Level 1 1 Widget Management System Level 2 1.1 Initiation Level 3 1.1.1 Evaluation & Recommendations 1.1.2 Develop Project Charter 1.1.3 Deliverable: Submit Project Charter 1.1.4 Project Sponsor Reviews Project Charter 1.1.5 Project Charter Signed/Approved 1.2.1 Create Preliminary Scope Statement 1.2.2 Determine Project Team 1.2.3 Project Team Kickoff Meeting 1.2.4 Develop Project Plan 1.2.5 Submit Project Plan 1.2.6 Milestone: Project Plan Approval 1.3.1 Project Kickoff Meeting 1.3.2 Verify & Validate User Requirements 1.3.3 Design System 1.3.4 Procure Hardware/Software 1.3.5 Install Development System 1.3.6 Testing Phase 1.4.1 Project Management 1.4.2 Project Status Meetings 1.4.3 Risk Management 1.4.4 Update Project Management Plan 1.5.1 Audit Procurement 1.5.2 Document Lessons Learned 1.5.3 Update Files/Records 1.5.4 Gain Formal Acceptance 1.5.5 Archive Files/Documents

1.2 Planning

1.3 Execution

1.4 Control

1.5 Closeout

Create WBS
Inputs
Organizational process assets Project scope statement Project scope management plan Approved change requests

Tools and Techniques

Work breakdown structure templates Decomposition

Outputs
Project scope statement (updates) Work breakdown structure WBS dictionary Scope baseline Project scope management plan (Updates)

Requested changes

Create WBS
Inputs Organizational Process Assets: The formal and informal procedures, policies and guidelines that could impact how the projects scope is managed. Project Scope Statement: Describes, in detail, the projects deliverables and the work required to create those deliverables. It also provides a common understanding of the project scope among all project stakeholders and describes the projects major objectives.

Create WBS
Inputs (continued) Project Scope Management Plan: A document that provides guidelines on how project scope will be defined, documented, verified, managed and controlled by the project management team.

Approved Change Requests: Documented, authorized changes to expand contract project scope.

Create WBS
Tools and Techniques Work Breakdown Structure Templates: Reuse WBS from a previous project. Most projects within a given organization may have the same or similar project life cycles and similar deliverables required from each phase. A WBS from a previous project can often be used as a template for a new project. Although each project is unique, WBSs can often be reused since most projects will resemble another project to some extent.

For example, most projects within a given organization will have the same or similar project life cycles, and will thus have the same or similar deliverables required from each phase.

Create WBS
Tools and Techniques (continued) Decomposition: Subdividing the major project deliverables into smaller, more manageable components until the deliverables are defined to the work package level. Different deliverables have different levels of decomposition. Decomposition of total project work generally involves the following activities:

Identifying the deliverables and related work. Structuring and organizing the WBS. Decomposing the upper WBS levels into lower level detailed components. Developing and assigning identification codes to WBS components. Verifying the degree of decomposition of the work is necessary and sufficient.

Create WBS
Outputs Project Scope Statement (Updates): Approved changes are included in the Project Scope Statement.

Work Breakdown Structure: A deliverable-oriented hierarchical decomposition of the work to be executed by the project team to accomplish the project objectives and create the required deliverables.

Create WBS
Outputs (continued) WBS Dictionary: A WBS dictionary is a document that describes each component of the WBS, including: work package descriptions, defined deliverables, list of associated activities and milestones, schedule dates, cost budgets, and staff assignments. Each component of a WBS is assigned a unique identifier. Collectively, these unique identifiers are known as the code of accounts or code. Many WBS tasks are vague and must be explained more so people know what to do and can estimate how long it will take and what it will cost to do the work

Scope Verification
It is very difficult to create a good scope statement and WBS

for a project. It is even more difficult to verify project scope and minimize scope changes. Many projects suffer from scope creep and poor scope verification. Scope Verification includes: Obtaining formal acceptance of the project scope by the stakeholders (sponsor, client, customer, etc.). Reviewing deliverables and work results to ensure that all were completed correctly and satisfactorily. Determining completion, especially if the project is terminated early. The scope verification process should establish and document the level and extent of completion.

Scope Verification
Inputs
Project scope statement WBS dictionary Project scope management plan Deliverables

Tools and Techniques

Inspection

Outputs
Accepted deliverables Requested changes Recommended corrective actions

Scope Control
Scope control involves controlling changes to the project

scope. Project Scope Control is concerned with influencing the factors that create project scope changes and controlling the impact of those changes.
Goals of scope control are to: Influence the factors that cause scope changes. Ensure changes are processed according to procedures

developed as part of integrated change control.

Manage changes when they occur. Scope Control should

be proactive, rather than reactive

Variance is the difference between planned and actual

performance.

Benefits of Scope Control

Keep project manager in control of project Allow project manager to control projects

schedule and budget Allow project team to stay focused and on track

Failure to define what is part of the project, as well as what is not, may result in work being performed that was unnecessary to create the result of the project and thus lead to both schedule and budget overruns.
Olde Curmudgeon, PM Network Magazine, 1994.

Scope Control
Inputs
Project scope statement Work breakdown structure WBS dictionary Project scope management plan Performance reports Approved change requests Work performance information

Tools and Techniques

Change control system
Variance analysis Replanning Configuration management system

Outputs
Project scope statement (updates) Work breakdown structure (updates) WBS dictionary (updates) Scope baseline (updates) Requested changes Recommended corrective action Organizational process assets (updates) Project management plan (updates)

Understand how inputs, tools & techniques, and outputs work together. You dont have to memorize them.