5-pmp project scope management pmbok v4

Version 4.0

PMP Examination Preparation CourseTopic: Project Scope Management

© 2009 Capgemini - All rights reserved 1

PMP Workshop | Financial ServicesAll work described was performed by Capgemini or a Capgemini affiliate

Project Scope Management

Project Charter

Scope Statement

Verify Scope

Decomposition

Work Breakdown structure

Product Scope

Hot Topics




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.

The following Project Scope Management Processes are concerned with defining

and Controlling What is included and what is not included in the project:

Collect Requirements

Define Scope

Create WBS

Verify Scope

Control Scope




Verify Scope

Control Scope

Collect Requirement

Define Scope

Create WBS

Closing Process Group

Monitoring & Controlling

Process GroupExecuting

Process GroupPlanning

Process GroupInitiating

Process Group

Project Scope Management processes are:




Give the customer what they asked for, no more or no less.

Giving extras is waste of time and adds no benefit to the project

Scope

Product

• Features or Functions

• Completion measured against product requirements

Project

• Work to be done to deliver product features/functions

• Completion measured against project plan

Product Scope vs. Project Scope



Project Scope Management Processes

Collect RequirementsDefine Scope

Create WBS

Verify Scope

Control Scope




Collect requirement is the process of defining and documentingstakeholders needs to meet the project objectives.

Project’s success is directly influenced by the care taken in capturing and managing project and product requirements.

Collecting requirements is defining and managing customer expectationsRequirements become the foundation of the WBS, Cost, Schedule and Quality

planning

The Requirements can be categorized into:

Project Requirements : Business requirements, Project management Requirements, delivery requirements etc.,Product Requirements : Information on technical requirements, Security requirements, Performance requirements etc



Collect Requirements – Data Flow




Interviews

Focus Groups

Facilitated Workshops

Group Creativity Techniques

Group decision making Techniques

Questionnaires and Surveys

Observations

Prototypes

Tools and Techniques

Requirements Documentation

Requirements Management Plan

Requirements Traceability Matrix

Project Charter

Stakeholder Register

OutputsInputs



Collect Requirements – Inputs

1. Project CharterHigh level Project requirementsHigh level Product Description

2. Stakeholder RegisterIdentify Stakeholders that can provide information on detailed project and product requirements



Collect Requirements – Tools and Techniques

1. Interviews Formal or Informal information discovery from stakeholders

Performed by asking prepared and spontaneous questions and recording responses

Often conducted one-on-one

2. Focus GroupsBring together prequalified stakeholders and subject matter experts to learn about their expectations

A trained moderator guides the group through an interactive discussion

3. Facilitated WorkshopsBring cross functional stakeholders together to define product requirements

This can build trust, foster relationship and improve communication leading to increased stakeholder consensus

Example : Joint Application Development (JAD session), Quality function deployment (QFD) session.

QFD starts by collecting customer needs, also known as Voice of Customer (VOC)



Collect requirements - Tools & Techniques

4. Group Creativity TechniquesNominal Group Technique

Brainstorming

The Delphi Technique

Idea/mind mapping

Affinity Diagram

5. Group Decision Making TechniquesIt is an assessment process of multiple alternatives with an expected outcome in the form of future actions resolution.

Unanimity

Majority

Plurality

Dictatorship

6. Questionnaires and Surveys Written sets of questions designed to accumulate information from wider respondents

7. ObservationViewing individual in their environment

Job Shadowing

Participant observer – performing process to uncover hidden requirement

8. PrototypesWorking model of expected product

before actually building it



Collect requirements – Outputs

1. Requirements DocumentationBusiness Need or opportunity and Project Objectives

Functional & Non Functional requirements

Quality requirements, Acceptance Criteria, Business rules

Impact to other organization areas and entities

Support and Training requirement

Assumptions and constrains

2. Requirements Management PlanDocuments how requirements will be analyzed, documented and Managed

Details of how activities are planned, tracked and reported, Configuration management activities, Requirements Prioritization, Product Metrics and Traceability Structure etc.

3. Requirements Traceability MatrixLinks requirements to their origin and traces the requirements to business need, opportunities, goals, objectives, scope, product design, product development, test strategy and test scenarios, etc





Define ScopeCreate WBS

Verify Scope

Control Scope



Define Scope

Define scope is the process of developing a detailed description of projectand product

Builds upon the Major deliverables, assumptions and constraints

The project scope is progressively elaborated during planning



Define Scope – Data Flow



Define Scope

Expert Judgment

Product Analysis

Alternative identification

Facilitated workshops


Project scope statement

Project Document updates

Project Charter

Requirement Documentation

Organizational Process assets

OutputsInputs



Define Scope – Inputs

1. Project CharterHigh Level project description and product characteristics

Project approval requirements

2. Requirement DocumentationDescribed Earlier

3. Organizational Process AssetsOrganizational policies, procedures, Templates for Project scope statement

Previous project files

Lessons Learnt from Previous Projects



Define Scope - Tools and Techniques

1. Expert judgmentUse of experts to develop scope statement

Example – Other units of Organizations, consultants, Stakeholders, Professional and technical associations, Industry groups, Subject Matter experts

2. Product analysisMethods used to translate project objectives into tangible requirements and deliverables

Examples – Product breakdown, systems engineering, systems analysis, value engineering, value analysis, functional analysis

3. Alternatives identificationHelps generate different approaches to execute or perform workExamples of techniques –Brainstorming and Lateral thinking

4. Facilitated Work ShopsDescribed earlier



Define Scope – Outputs

2. Project Document UpdatesUpdates to

Stakeholder Register


Requirements traceability matrix

1. Project Scope StatementForms basis of future project decisions

Helps develop common understanding among stakeholders

Is revised to reflect approved changes

Includes or refers

• Product Scope description

• Product Acceptance Criteria

• Project Deliverables

• Project exclusions

• Project Constraints

• Project assumptions





Define Scope

Create WBSVerify Scope

Control Scope



Create WBS

Work Breakdown Structure (WBS)Deliverable-oriented hierarchal decomposition of work to be executed by project team to accomplish project objectives

Defines total scope of project and create required deliverables

Develops common understanding of the project scope

Each descending level provides more detailed description of the deliverable

Items at lowest level of WBS are called work-packages.

A work package can be scheduled, cost estimated, monitored and controlled

Create WBS is the process of subdividing project deliverables and Project work into Smaller and more manageable components



Create WBS – Data Flow



Create WBS

Decomposition


WBS

WBS Dictionary

Scope baseline

Project document updates

Project Scope statement

Requirement Documentation

Organizational process assets

OutputsInputs



Create WBS – Inputs

1. Project scope statementDescribed earlier

2. Requirement documentationDescribed Earlier

3. Organizational process assetsDescribed earlier



Create WBS - Tools & Techniques

1. DecompositionDecomposition is the subdivision of project deliverables into smaller, more manageable components until the work and deliverables are defined to the work package levelThe work package level is lowest level in WBS, and is the point at which the cost and activity durations for the work can be reliably estimated and managed

Activities in DecompositionIdentify and analyze the deliverables and related workStructuring and organizing the WBSDecomposing to the required detailed levelDeveloping and assigning codes for WBS componentsVerify the sufficiency of degree of decomposition



Create WBS – Outputs

1. Work Breakdown structureDescribed earlier

2. WBS DictionarySupporting document containingdetails of WBS components.It includes :

Code of account identifierDescription of workResponsible organizationSchedule milestonesResources requiredCost estimatesQuality requirementsAcceptance criteriaContract information

3. Scope BaselineThe components of Scope baselineare :

Project Scope statementWBSWBS Dictionary

4. Project Documents updateUpdates to Requirementdocumentation.





Define Scope

Create WBS

Verify ScopeControl Scope



Verify Scope

Verify Scope is the process of formalizing acceptance of the completedproject deliverables

Verifying scope includes reviewing deliverables with the customer or sponsorIt is done for ensuring completeness and obtaining formal acceptance

Verify scope Vs. Quality ControlVerify Scope is concerned with Acceptance of the deliverablesQuality Control is concerned with Correctness of the Deliverables



Verify Scope – Data Flow



Verify Scope

Inspection


Accepted deliverables

Change Requests

Project document updates

Project Management Plan


Requirements Traceability Matrix

Validated deliverables

OutputsInputs



Verify Scope – Inputs

1. Project Management PlanThe components of Scope baseline from Project management Plan includeProject scope statement, WBS, WBS Dictionary.

2. Requirements DocumentationDescribed earlier

3. Requirements Traceability MatrixDescribed earlier

4. Validated DeliverablesValidated deliverables have been completed and checked for correctness by theperform quality control process



Verify Scope - Tools & Techniques

InspectionActivities such as measuring, examining, verifying performed to determine whether work results or deliverables meet the requirements and the product acceptance criteria

It includes supporting documentation received from customer or sponsor and acknowledging stakeholder acceptance of projects’ deliverables.

Sometimes called reviews, product reviews, audits and walkthroughs



Verify Scope - Outputs

1. Accepted DeliverablesDocumenting completed deliverables that are acceptedDocumenting deliverables that are not accepted with reasons for non-acceptanceMaintaining evidence (supporting documents) of stakeholder acceptance of project deliverables

2. Change requestsAny changes that are requested in the Verify Scope process. These changes will be reviewed through the Integrated change control process

3. Project Document UpdatesProject documents that may be updated as a result of the verify scope process

include any documents that define the product or report status on product completion





Define Scope

Create WBS

Verify Scope

Control Scope



Control Scope

Ensures that all requested changes and recommended corrective or

preventive actions are processed through Integrated change control process

Also used to manage the actual changes when they occur

Uncontrolled changes are often referred to as project scope creep

Control Scope is the process of monitoring the status of the project and

product scope and managing changes to the scope baseline



Control Scope – Data Flow



Control Scope

Variance analysis


Work performance information

Organizational process assets updates

Change requests

Project management Plan updates

Project documents update

Project Management Plan

Work Performance Information


Requirements Traceability matrix

Organization process assets

OutputsInputs



Control Scope – Inputs

1. Project Management PlanThe following information of

project management plan used:

Scope baseline

Scope management plan

Change management plan

Configuration management plan

Requirements management plan

2. Work Performance InformationInformation about project progress such as which deliverables started, their progress and which is finished

3. Requirements DocumentationDescribed earlier

4. Requirements Traceability MatrixDescribed earlier

5. Organizational process assetsFormal and informal scope control related policies, procedures and guidelines

Monitoring and reporting method to be used



Variance AnalysisPerformance measurement used to assess magnitude of variation from original scope baseline.

Determining causes of variance from scope baseline & deciding whether the variance warrants a corrective or preventive action

Control Scope - Tools & Techniques



Control Scope - Outputs

1. Work Performance MeasurementPlanned vs. actual technical performance

Other scope performance measurements

Performance information is documented and communicated to stakeholders

2. Organizational Process AssetsUpdatesCauses of Variances

Corrective action chosen and the reasons

Lessons learnt from Scope control

3. Change RequestsChange requests to the scope baseline or other components of Project management Plan

4. Project Management Plan UpdatesScope Baseline UpdatesOther Baseline Updates

5. Project Document UpdatesRequirements documentationRequirements Traceability matrix



Recap

Project Charter

Scope Statement

Verify Scope

Decomposition

Work Breakdown structure

Product Scope

Hot Topics



Review Questions Time

Review Questions

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Thank You

5-pmp project scope management pmbok v4

Documents

scope control scope

project requirements

project planproduct

technical requirements

delivery requirements

security requirements

performance requirements

business requirements