PM DeepDive

Project Scope Management- Niraj Agarwal

May 2011Slide 1

Project Scope ManagementDefinition

The scope management describes how the project team will define project scope, verify the work of the project, and manage and control scope. The project scope management plan should contain the following elements:

• The process you will use to prepare the project scope statement

• A process for creating the work breakdown structure (WBS)

• A definition of how the deliverables will be verified for accuracy and the process used for accepting deliverables

• A description of the process for controlling scope change requests, including the procedure for requesting changes and how to obtain a change request form

May 2011Slide 2

Scope & Requirements

What is scope?

• An area in which something acts or operates or has power or control, e.g. "within the scope of this book"

• The state of the environment in which a situation exists

What is Requirement?

• Anything indispensable. Requirement is necessity, demand of the work, a prerequisite.

• Requirements are the essential conditions of the project effort.

Project Scope is work done to satisfy all these requirements

May 2011Slide 3

May 2011Slide 4

Collect RequirementsITTO

May 2011Slide 5

Collect Requirements

May 2011Slide 6

Scope Statement

• Documented basis for making project decisions and confirming understanding among stakeholders. Includes:

- Project justification – business need, evaluating future trade-offs

- Project Product – summary of project description

- Project Deliverables – list of summary of delivery items marking completion of the project

- Project Objectives – quantifiable criteria met for success. Addresses cost, schedule and metrics – unqualified objectives indicate high risk (customer satisfaction). Be SMART.

- Exclusions

- Time and cost estimates

- Assumptions and constraints.

May 2011Slide 7

Define ScopeITTO

May 2011Slide 8

Define ScopeITTO

May 2011Slide 9

IceScreamProject Scope Statement

Business need > The owner of IceScream, Anvita, has requested that the three new acquisitions be connected to share email and calendar information as well as vital information such as recipes. Two systems are required: an email system that connects all four sites and a system that runs an intranet site.

Deliverables description > The deliverables will consist of the installation of at least one server at each site. The servers will connect via wide area networking technology. Email software will be installed on each server in such a way that all sites belong to a single email organization. Users will utilize conventional email software to keep their email and calendars online. Additionally, an intranet site will be created on an IceScream server, and key users in each of the other sites will be trained on how to post important data to the intranet so that all employees have complete data at their fingertips.

May 2011Slide 10

IceScreamProject Scope Statement

Major Deliverables > The deliverables include the following:

• Installation of high-quality servers at each site. Servers will all come from the same vendor, and each server will be identically equipped.

• Installation of well-known email software.

• Establish wide area networking connectivity between sites.

• Installation of appropriate internetworking gear such as routers and firewalls at each site.

• Creation of an intranet site.

• Training and documentation.

May 2011Slide 11

IceScreamProject Scope Statement

Success and acceptance criteria > Your success criteria include the following:

• Server gear will be installed at each site, baselined, and certified 100 percent functional.

• Email software will be installed on each site server, and site connections with the other site servers will be validated.

• Connectivity between sites will be installed and baselined by a telecommunications company.

• The ISP for each site will be determined and contracted.

• Routers will be installed and router tables built. Firewalls will be installed, configured, and baselined. The administrator will be able to ping each site server within the network and send a test email to each site server.

• The intranet site will be created, and all initial elements requested by the business will be made operational.

• Users will be trained, and documentation will be provided.

• Users in all sites will be able to send email to one another and access vital information 24/7.

May 2011Slide 12

IceScreamProject Scope Statement

Assumptions > You have the following assumptions:

• There is no variance in the behaviour of like hardware.

• Telecommunications companies in each city will have reasonable wide area network setup request procedures and installation timelines.

• Intranet development time is assumed to be approximately 60 person-days (30 working days, 2 people).

• All sites will provide reasonable access for installers, and a secure, climate-controlled, power-conditioned room for the electronic gear.

• Routers will use the Open Shortest Path First (OSPF) routing protocol.

• Contractual help will be used for the configuration of the routers.

Constraints > Your constraints for the email server and intranet sites are as follows:

• Language barriers

• Availability of people at any given site due to the production schedules

• Can’t install during summer season

May 2011Slide 13

Work Breakdown StructureDefinition

Subdividing major deliverables into smaller, manageable components called work packages.

- Improve accuracy of cost, time, and resource estimates

- Define a baseline for performance measurement

- Clear responsibility assignments

- Critical to project success – reduces risk of higher cost, redundancy, time delays, and poor productivity

- Defines “what” you are doing

- Assist the stakeholders in viewing the deliverables of the project.

- Provides foundation for all project planning and control

May 2011Slide 14

Work Breakdown StructureDesign

• Each descending level represents further detail; smaller and more manageable pieces

• Each item is assigned a unique identifier collectively known as “code of accounts”

• Work element descriptions included in a WBS dictionary (work, schedule and planning information)

• Break down project into tasks that- Are realistically and confidently estimable- Cannot be logically divided further- Can be completed quickly (under 80 hours rule of thumb)- Have a meaningful conclusion and deliverable- completion of the tasks will result in the attainment of the project

goals

May 2011Slide 15

Work Breakdown StructureSample – Tree Structure

May 2011Slide 16

Work Breakdown StructureSample – Outline Form

May 2011Slide 17

Create WBSITTO

May 2011Slide 18

Create WBSITTO

May 2011Slide 19

IceScreamWBS

1. Hardware procurement

1.1 Purchase servers and network operating system licenses.

1.2 Purchase internetworking gear.

2. Wide area network telecommunications connection procurement

2.1 Provision a wide area connection with Delhi telco.

2.2 Provision a wide area connection with Mumbai telco.

2.3 Provision a wide area connection with Bangalore telco.

3. Internetworking equipment installation

3.1 Contractor installs router and switches at Delhi site, configures, baselines, and tests.

3.2 Contractor installs router and switches at Mumbai site, configures, baselines, and tests.

3.3 Contractor installs router and switches at Bangalore site, configures, baselines, and tests.

May 2011Slide 20

IceScreamWBS

4. Server installation

4.1 Install server at Delhi site. Baseline and test.

4.2 Install server at Mumbai site. Baseline and test.

4.3 Install server at Bangalore site. Baseline and test.

4.4 Install server at Kolkata site. Baseline and test.

5. Email-software installation

5.1 Install email software on Delhi server. Baseline and validate the software is working correctly.

5.2 Install email software on Mumbai server. Baseline and validate the software is working correctly.

5.3 Install email software on Bangalore server. Baseline and validate the software is working correctly.

5.4 Install email software on Kolkata server. Baseline and validate the software is working correctly.

6. Intranet development

6.1 Develop intranet pages.

6.2 Test intranet.May 2011

Slide 21

IceScreamWBS

Training of users

7.1 Train Delhi users on the use of email.

7.2 Train Delhi users on the use of intranet.

7.3 Train Mumbai users on the use of email.

7.4 Train Mumbai users on the use of intranet.

7.5 Train Bangalore users on the use of email.

7.6 Train Bangalore users on the use of intranet.

7.7 Train Kolkata users on the use of intranet.

7.8 Train Kolkata users on the use of email.

8. Unit, integration, and user acceptance testing

8.1 Perform unit testing.

8.2 Perform integration testing.

8.3 Perform user acceptance testing.

May 2011Slide 22

Verify ScopeDefinition

• Scope verification is the process of obtaining the stakeholders’ formal acceptance of the completed project scope and associated deliverables.

• Verifying the project scope includes reviewing deliverables to ensure that each is completed satisfactorily.

• Scope verification is primarily concerned with acceptance of the deliverables, while quality control is primarily concerned with meeting the quality requirements specified for the deliverables.

• Quality control is generally performed before scope verification, but these two processes can be performed in parallel.

May 2011Slide 23

Verify ScopeITTO

May 2011Slide 24

Control ScopeDefinition

• Project scope control is concerned with influencing the factors that create project scope changes and controlling the impact of those changes.

• Scope control assures all requested changes and recommended corrective actions are processed through the project Integrated Change Control process.

• Project scope control is also used to manage the actual changes when they occur and is integrated with the other control processes.

• Uncontrolled changes are often referred to as project scope creep.

• Change is inevitable, thereby mandating some type of change control process.

May 2011Slide 25

Control ScopeITTO

May 2011Slide 26

Change ManagementManagement of Requested Changes

Study and examine if the requested change affects any of the Product requirements—this is fundamental!

If it does, communicate to all concerned stake holders and obtain approval

Study and examine the impact of the change in other knowledge areas—document these implications

Communicate these to concerned stake holders and get approval for these too.

Change the Project Management Plan and other affected subsidiary plans to the extent required—severe changes may require changes to baseline/s

May 2011Slide 27

Change ManagementProactive approach

• Monitor the work done and compare the actual work against the Plan as frequently as feasible.

• Find out the variances.

• Find the reasons for the variances.

• Work out and analyse ways to bring the project work back on track.

• Select the most appropriate way to remedy the situation

• Take corrective actions.

May 2011Slide 28

Pop QuizQuestion 1

The scope statement provides which one of the following?

A. A basis for a common understanding of the project and for making future decisions regarding the project

B. A detailed list of all resources required for project completion

C. A schedule of all the key project activities

D. A process for managing change control

May 2011Slide 29

Pop QuizQuestion 2

Which of the following is a characteristic of a WBS?

A. A cost center structure of the project

B. An organization chart of the project team members

C. Used primarily on large complex projects involving multiple departments

D. A deliverables - oriented structure that defines the work of the project

May 2011Slide 30

Pop QuizQuestion 3

A WBS is created using a technique called decomposition . What is decomposition?

A. Matching resources with deliverables

B. Breaking down the project deliverables into smaller, more manageable components

C. Estimating the cost of each individual deliverable

D. Creating a detailed to - do list for each work package

May 2011Slide 31

Pop QuizQuestion 4

What is the lowest level of the WBS?

A. Work package

B. Level 10

C. Milestone

D. Activities

May 2011Slide 32

Pop QuizQuestion 5

Which of the following is not a guideline for developing a WBS?

A. Define the highest level of deliverables before you move to lower levels.

B. Make sure that each item in a lower level is a component of the level above.

C. Sequence the work packages.

D. Involve project team members in the process.

May 2011Slide 33

Pop QuizQuestion 6

Which of the following is not a benefit of a WBS?

A. A WBS is an excellent tool for team building.

B. A WBS helps prevents critical work from being overlooked.

C. A WBS can become a template for future projects.

D. A WBS can be used to describe how the deliverables will be verified

May 2011Slide 34

Pop QuizQuestion 7

Your project is nearing completion of the first phase. Your key stakeholder for this phase reminds you that she will not accept the deliverable unless it measures 3 centimeters exactly. If the measurements are off, phase 2 will be delayed, and the entire project will be at risk. This is an example of which of the following?

A. Delivery acceptance criteria

B. Success criteria

C. Critical success factor

D. KPI

May 2011Slide 35

Pop QuizQuestion 8

Elements of the project that are not listed on the WBS are considered what? Choose two.

A. Work that will be completed in a future phase of the project.

B. Exclusions from scope.

C. They are considered scope creep.

D. They are not considered part of the project.

May 2011Slide 36

Pop QuizQuestion 9

You are developing a scope document for a customer request. A couple of the elements that the client wants could be difficult to accomplish, but after consulting with the project team, you think they can be done. These elements are not included in the product description. What should you do?

A. Include these elements in the scope document, trusting your project team to deliver.

B. Include these elements in the scope document, denoting them as a concern, and document how the issues were resolved.

C. Discuss the problem elements with the project sponsor and the customer. Obtain sponsor sign - off.

D. Note the elements in the exclusions section of the project scope statement, and state that they will be included in phase 2.

May 2011Slide 37

Pop QuizQuestion 10

You are developing the scope document and project plan for a new project. What process group are you in?

A. Initiating

B. Planning

C. Executing

D. Controlling

May 2011Slide 38

Thank You!