Scope Management

Definition

Projects scope is everything about a

project- work content as well as expected
outcomes

Scope Management function controlling

project in terms of:
Goals and objectives,
through processes of:

Conceptual development
Full definition
Execution, and
termination

Its a dream until you write it down. Then its a goal!!

Scope Management
activities
Six key activities:

Conceptual Development

The Scope Statement

Work Authorization

Scope Reporting

Control Systems

Project Close out

Scope Management activities:

Conceptual Development
improve billing and record keeping operations
- could be as simple as streamlined link between billing function to end of
month reporting
improve processing speed by 20% is better than
significantly increase the performance of the computer
improve corporate profitability while maintaining quality and
efficiency of resources
- Sounds good but does not provide clear reference point for problem solving

Scope Management activities:

Conceptual Development

Statement of Work (SOW)

Detailed narrative description of work required for a project

Process that addresses project objectives by finding best

ways to meet them
Key steps for Information development are:
Problem or need statement Statement of goals
Information gathering Research, gather relevant data
Constraints Time constraints, budget shrinkages, client demands
Alternative analysis
Provides team clearer understanding of project characteristics
Offers choice of approaches for undertaking
Project Objectives Concludes with clear final objectives time, resources, outputs

Scope Management activities:

The Scope Statement

The heart, reflects project teams best efforts at creating

documentation and approval off all important project
parameters prior to the development phase

Key steps
Establishing project goal criteria
Cost, schedule, performance, deliverables, key review and approval gates
Deliverables measurable, tangible, verifiable outcome, result, or item for project completion

Developing the management plan for project

Project organization structure, policies, procedures bureaucratic part

Establishing a Work Break Down Structure

Divide into components, sub steps, for critical interrelationship between activities

Creating a Scope baseline

Document summary description of each component of projects goal budgets, schedules

Scope Management activities:

The Scope Statement
Work Breakdown Structure (WBS)

Process that sets projects scope - breaking down overall mission

into cohesive set of synchronous, increasingly specific tasks

bite sized pieces; drill down challenging to envision

Example: WBS of a Student team working on a term paper
and final presentation for a college seminar f
Task
Task
Task
Task
Task
Task
Task
Task

1:
2:
3:
4:
5:
6:
7:
8:

Refine Topic
Assign library research responsibilities
Develop preliminary outline for paper and presentation
Assign team member to put presentation together
Begin producing drafts of paper
Proofread and correct draft
Refine presentation
Turn in paper and make presentation

Scope Management activities:

The Scope Statement
Work Breakdown Structure (WBS)

Purposes of WBS

1.

It echoes project objectives

2.

Is the organization structure for the project

3.

Creates logic for tracking costs, schedule and performance

specs

4.

May be used to communicate project status

5.

May be used to improve overall project communication

6.

It demonstrates how project will be controlled

Scope Management activities:

The Scope Statement
Work Breakdown Structure (WBS)

Logic of hierarchy
Level

WBS Term

Description

Level 1
(Highest)

Project

Overall Project under

development

Level 2

Deliverable

Major project components

Level 3

Sub deliverable

Supporting deliverables

Level 4
(Lowest)

Work Packages

Individual Project Activities

Scope Management activities:

The Scope Statement
Work Breakdown Structure (WBS) - Illustration

Large urban hospital wants to introduce organization wide

information system for billing, accounts receivables, patients
record keeping, personnel supervision and medical process
control

IT Installation flow chart

Match IT to
problems

Identify user needs

Prepare Proposal

Identify IT Location

Seek Staff Support

Seek & Hire

Consultant

Formal Proposal

Solicit RFP from

vendors

Pilot Project

Adopt and use IT

Contract for
purchase

WBS Illustration IT for Hospital

Breakdown
Description

WBS

Code

IT Installation Project

1.0

Deliverable 1

Match IT to problems

1.1

WP1

Conduct problem analysis

1.1.1

WP2

Develop info on IS technology

1.1.2

Deliverable 2

Identify IT User needs

WP1

Interview potential users

1.2.1

WP2

Develop presentation of IS benefits

1.2.2

WP3

Gain user buy-in

1.2.3

Deliverable 3

Prepare informal proposal

WP1

Develop cost/ benefit information

1.3.1

WP2

Gain top management support

1.3.2

Deliverable 4

Seek and hire IT consultant

WP1

Delegate search committee

1.4.1

WP2

Develop selection criteria

1.4.2

1.2

1.3

1.4

WBS Illustration IT for Hospital

contd
Breakdown
Description

WBS

Deliverable 6

Identify appropriate location for IT

WP1

Consult with Plant Engineer

1.6.1

WP2

Identify possible alternative sites

1.6.2

WP3

Secure Site approval

Codes

1.6.3

1.6

Deliverable 7

help for
Prepare formalaccounting
proposal for IT intro

Deliverable 8

Develop RFPs for vendors

WP1

Develop criteria for decision

1.8.1

WP2

Contact appropriate vendors

1.8.2

WP3

Work
packages
losers
Select
winner(s),
inform

1.8.3

Deliverable 9

Conduct pilot project (or series of

Task
)

OR

Code

1.7
1.8

1.9

Deliverable 10

OR
Enter a Contract
for purchase

1.10

Deliverable 11

Adopt and use IT Technology

1.11

WP1

Initiate employee training sessions

Activity

1.11.1

Scope Management activities:

The Scope Statement
Responsibility Assignment Matrix (RAM)
Who will be directly responsible for each task
Also referred as linear responsibility chart
Lead Project Personnel
Deliverable

Task / Code

Match IT to Org tasks

1.1

Prob. Any
1.1.1

Raj
IS

Bob
IS

Asha
HR

Ruth
Procu

Jay
Engg

Dev info on IT
1.1.2
Identify IS Users
needs
1.2

Interview
pot..
1.2.1
Dev pres.
1.2.2
Gain buy in
1.2.3

Legend:

Responsible

Notification

Support

Approval

Ram
Legal