Project Management Certification Program Project Scope Management

Section 1 Project Scope Management

Taking the time to properly scope the project is critical for overall project success. Project teams are often under various constraints and demands that result in launching the project without an adequate understanding of the objectives of the project and a plan for meeting those objectives while incorporating any changes that are sure to occur. Giving appropriate attention to scope can have large payoffs over the life of the project in terms of managing scope creep and achieving customer satisfaction.
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Project Scope Management Processes

5.1 SCOPE PLANNING 5.2 SCOPE DEFINITION 5.3 CREATE WBS 5.4 SCOPE VERIFICATION 5.5 SCOPE CONTROL

5.1 SCOPE PLANNING

Inputs
1. Enterprise Environmental Factors Organizational Process Assets Project Charter Preliminary Project Scope Project Management Plan
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Tools & Techniques

Outputs

2. 3. 4. 5.

1. Expert Judgment 2. Templates, Forms, Standards

1. Project Scope Management Plan

5.2 SCOPE DEFINITION

Inputs
1. 2. 3. Organizational Process Assets Project Charter Preliminary Project Scope Statement Project Scope Mngt.Plan Approved Change Requests Tools & Techniques

Outputs 1. Project Scope Statement 2. Requested Changes 3. Project Scope Management Plan (Updates)

4. 5.

1. Product Analysis 2. Alternatives Identification 3. Expert Judgment 4. Stakeholder Analysis

5.3 CREATE WBS

Inputs 1. Organizational Process Assets 2. Project Scope Statement 3. Project Scope Management Plan 4. Approved Change Requests Tools & Techniques
1.

Outputs
Project Scope Statement (Updates) Work Breakdown Structure WBS Dictionary Scope Baseline ProjectScope Management Plan (Updates) Requested Changes
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1. Work Breakdown structure templates 2. Decomposition

2. 3. 4. 5. 6.

5.4 SCOPE VERIFICATION

Inputs 1. Project Scope Statement 2. WBS Dictionary 3. Project Scope Management Plan 4. Deliverables 1. Inspection Tools & Techniques Outputs

1. Accepted Deliverables 2. Requested Changes 3. Recommended Corrective Action

5.5 SCOPE CONTROL

Inputs
1. 2. 3. 4. 5. 6. 7. Project Scope Statement Work Breakdown Structure WBS Dictionary Project Scope Management Plan Performance Reports Approved Change Requests Work Performance Information Tools & Techniques
1. 2. 3. 4. 5. 6. 7. 8.

Outputs

1. Change Control System 2. Variance Analysis 3. Re planning 4. Configuration Management System

PSS (Updates) WBS (Updates) WBS Dictionary (Updates) Scope Baseline (Updates) Requested Changes Recommended Corrective Action Organizational Process Assets (Updates) PM Plan (Updates)
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What is Project Scope Management?

Project Scope Management includes the processes required to ensure that the project includes all the work required, and only the work required, to complete the project successfully.

Mapping Scope Deliverables to the Project Management Life Cycle

Initiate the Project

Scope Initiation: Project Charter

Plan the Project

Scope Planning: Scope statement Scope mgt plan Scope Definition: WBS

Control the Project

Scope Verification: Formal acceptance Scope Change Control: Change Control System

Execute the Project

Close the Project

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Section 2 Scope Planning

Defining and managing the project scope influences the project's overall success. To ensure that the effort expended on scoping activities is commensurate with the project's size, complexity, and importance, each project requires a careful balance of: Tools Data sources Methodologies Processes and procedures 11 Other factors

5.1 SCOPE PLANNING

Inputs
1. Enterprise Environmental Factors Organizational Process Assets Project Charter Preliminary Project Scope Project Management Plan
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Tools & Techniques

Outputs

2. 3. 4. 5.

1. Expert Judgment 2. Templates, Forms, Standards

1. Project Scope Management Plan

Project Charter

Output of the Project Integration Management Its main benefit is to assign a project manager and to specify his level of authority. It should include the business case and the product description. It should be issued by a manager external to the project and senior enough such that all members of the project would report to him/her. It should be general enough that updates during the life of the project are not needed.
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Project Charter

Customer Service Provider Project Name Description

Project Manager: Name and Authority Level Business Need

Product Description

Issued By Manager

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Expert Judgment
Expert judgment is available from many sources: Other business units Consultants Stakeholders Professional and technical associations. Industry groups
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The Delphi Technique

It is a way to reach a consensus of experts on a subject. It involves the following: questionnaire to solicit ideas from the experts responses are submitted anonymously, compiled, and then circulated to the experts for review A consensus may be reached in a few rounds.
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Scope Management Plan Contents

Processes to: Prepare a detailed project scope statement based upon the preliminary project scope statement Enable the creation of the WBS from the detailed project scope statement Establish how the WBS will be maintained and approved Specify how formal verification and acceptance of the completed project deliverables will be obtained Control how requests for changes to the detailed project scope statement will be processed.
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Discussion: Characteristics of the scope management plan (Contd)

What is the definition of a scope change? In terms of requirements? Time? Cost? Quality measurements? Other? How will identified scope changes be classified? For example, scope changes classified in terms of cost impact are considered low impact if cost is below what amount? Medium impact if below what amount? High impact if below what amount?
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Section 3 Scope Definition The preparation of a detailed project scope statement is critical to project success and builds upon the major deliverables, assumptions, and constraints that are documented during project initiation in the preliminary project scope statement.

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5.2 SCOPE DEFINITION

Inputs
1. 2. 3. Organizational Process Assets Project Charter Preliminary Project Scope Statement Project Scope Mngt.Plan Approved Change Requests Tools & Techniques

Outputs 1. Project Scope Statement 2. Requested Changes 3. Project Scope Management Plan (Updates)

4. 5.

1. Product Analysis 2. Alternatives Identification 3. Expert Judgment 4. Stakeholder Analysis

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Project Scope Details

More information about the project is known Stakeholder needs, wants, and expectations are analyzed and converted into requirements The assumptions and constraints are analyzed for completeness, with additional assumptions and constraints added as necessary The project team and other stakeholders have additional insight into the preliminary project scope statement
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Stakeholders Analysis
Identifies the influence and interests of the various stakeholders Documents their needs, wants, and expectations Selects and prioritizes, and quantifies them to create requirements.

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Alternative Names

In practice, this document is sometimes referred to as Statement of Work (SoW) Terms of Reference (ToR) Work Order Scope of Work Project Overview Statement Initial Project Definition Document of Understanding
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Scope Statement Contents

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

Project objectives Product scope description Project requirements Project boundaries Project deliverables Product acceptance criteria Project constraints Project assumptions
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Scope Statement Contents (cont.)

9. 10. 11. 12. 13. 14. 15.

Initial project organization Schedule milestones Fund limitation Cost estimate Project configuration management requirements Project specifications Approval requirements
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Section 4 Create WBS

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.

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The Work Breakdown Structure

The WBS organizes and defines the total scope of the project It subdivides the project work into smaller, more manageable pieces of work Each descending level of the WBS represent an increasingly detailed definition of the project work The planned work contained within the lowest-level WBS components are called work packages Work packages can be scheduled, cost estimated, monitored, and controlled
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5.3 CREATE WBS

Inputs 1. Organizational Process Assets 2. Project Scope Statement 3. Project Scope Management Plan 4. Approved Change Requests Tools & Techniques
1.

Outputs
Project Scope Statement (Updates) Work Breakdown Structure WBS Dictionary Scope Baseline Project Scope Management Plan (Updates) Requested Changes
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1. Work Breakdown structure templates 2. Decomposition

2. 3. 4. 5. 6.

Decomposition Steps

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 the WBS components Verifying that the degree of decomposition of the work is necessary and Sufficient.
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Work Breakdown Structure

It is a resulting from application of the decomposition It is a deliverable-oriented grouping of project components that organizes and defines the total scope of the project Work not in WBS is outside the scope of the project The major deliverables of the project are identified, including project management. Each item in WBS is generally assigned a unique number. Items at the lowest level are called work packages. Work component descriptions are often collected in a WBS dictionary.
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Organizing the WBS

Physical components of the final product Functional components of the final product Project phases Project objectives Geographic location Business process Departmental boundaries Other

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Other Breakdown Structures

The WBS should not be confused with other kinds of breakdown structures, like:

Organizational Breakdown Structure (OBS) Bill of Materials (BOM) Risk Breakdown Structure (RBS) Resource Breakdown Structure (RBS).

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Section 5 Scope Verification

It is the process of obtaining formal acceptance of the project scope. It involves review of the deliverables and work results to ensure that all work was completed in a satisfactory manner. It is part of the project management process group of controlling.
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5.4 SCOPE VERIFICATION

Inputs 1. Project Scope Statement 2. WBS Dictionary 3. Project Scope Management Plan 4. Deliverables 1. Inspection Tools & Techniques Outputs

1. Accepted Deliverables 2. Requested Changes 3. Recommended Corrective Action

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Discussion: Examples of scope verification at the end of each phase

Concept/Feasibility Requirements Decision Development Test Deploy Life-Cycle Support

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Section 6 Scope Control

It involves influencing the factors that create scope change to ensure that changes are agreed upon. It determines that a scope change has occurred. It manages the actual changes when and if they occur.
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5.5 SCOPE CONTROL

Inputs
1. 2. 3. 4. 5. 6. 7. Project Scope Statement Work Breakdown Structure WBS Dictionary Project Scope Management Plan Performance Reports Approved Change Requests Work Performance Information

Tools & Techniques

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

Outputs
PSS (Updates) WBS (Updates) WBS Dictionary (Updates) Scope Baseline (Updates) Requested Changes Recommended Corrective Action Organizational Process Assets (Updates) PM Plan Updates
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1. 2. 3. 4.

Change Control System Variance Analysis Re planning Configuration Management System

Scope Change Control System

A scope change control system is used to define the procedures by which the project scope can be changed. It may include the paper work, tracking systems, and approval levels necessary for authorizing changes.
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The End

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