project scope management presentation 27-07-2010

8/3/2019 Project Scope Management Presentation 27-07-2010

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Prepared by: Eng. Youssef A.R. Doughan

PMP, MSc.


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MANAGEMENT vs. PROJECT

MANAGEMENT1.2 Management Functions (Tasks) vs. Project Management

1.2.1 Management Functions / Theory

1.2.1.1 Planning

1.2.1.2 Organizing

1.2.1.3 Staffing

1.2.1.4 Leading / Directing

1.2.1.5 Controlling / Monitoring

1.2.1.6 Motivating

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MANAGEMENTStarting Your OWN Company / Management Implementation, ex: Media Co.

We have to perform the above mentioned functions:

1.2.1.1 Plan our Vision, Mission , Scope & Goals

1.2.1.2 Organize our Work w.r.t. Location, Activities, Legal, etc.

1.2.1.3 Study what type ofStaff needed & Recruit them

1.2.1.4 Think & Implement how to Lead & Direct Staff

1.2.1.5 Think & Implement how to Control & Monitor Staff

1.2.1.6 How to Motivate Staff to Maintain Optimum Production

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MANAGEMENT

5

Initiating

(Collect

Data)

Planning

(How to use

the Data to

Execute &

Complete

the Project)

Executing

(Execute set plan

to Completion

with Satisfactory

Results)

Closure

(End of

Project)

1.2 Management Theory vs. Project Management

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Controlling / Monitoring (Make sure that all Actions Taken

from START to END are within Set Requirements)


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Organization Types

6


MANAGEMENT

The Organization Structure directly influences the Project Manager Authority and

Scope of Work

Authority Increases as we Move from Functional to Projectized Organizations &

we always Operate in a Matrix organization

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PROJECT SCOPE MANAGEMENT

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Project Scope Management is one ofseveral Management Plans that are done in a Project;where all these plans Combine & Interact to form the Project Management Plan


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Definition

Project Scope

Is the work that must be performed to deliver a product, service or

result with the specified features and functions for a specific project(New Add Project in Your Media Co.) ex: Promote a New Juice

Brand with different bottle size all over Lebanon

Project Scope Management

It includes the processes required to ensure that the project includes

all the work required, and only the work required, to complete the

project successfully.

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Project Scope Management can be achieved using the following:

1. CONCEPTUAL DEVELOPMENT

2. SCOPE STATEMENT

3. WORK AUTHORIZATION

4. SCOPE REPORTING

5. CONTROL SYSTEMS

6. PROJECT CLOSURE

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Conceptual Development is the course of action taken to tackle

Project Objectivesand hence decide on the Optimum Way by which these

objectives are to be met

This is achieved by: (New Juice Brand Add Project )

1. Problem/Need Statement (Meet the Sponsor & Define Problem )

2. Information Gathering (From Data, Surveys, Meetings, Pulls, etc..)

3. Constraints (Record & Keep Log, Look for Solutions)

4. Alternative Analysis (Approach Problem using different Techniques)

5. Project Objectives (Set Them & Take Written Approval from Sponsor)

Promote the Juice Brand all over Lebanon within Six Month

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Statement of Work (SOW) provides Comprehensive Description of the

work needed from a specific project.

SOW must include: (New Juice Brand Add Project )1. Introduction & Background (Project Introduction & Problem History)

2. Technical Description (Technical Description of Project Problem & Solution)

3. Timeline & Milestones (Time Schedule & Milestones Needed to do the Project)

4. Client Expectations (Document Clients Needs, Expectation & Outcome from

Project) Reach & introduce the Juice Brand all over Lebanon & Increase

Demand

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The Scope Statement Process should provide a clear description & view of:

1. Project Goal Criteria (New Juice Brand Add Project )

1. Cost (Project Costs from Start to End)

2. Schedule (Time Schedule since a Project has a Start & End)

3. Performance (How to Measure Performance)

4. Deliverables (What are the Deliverables Expected & Effect Estimated)

5. Review Gates (What & How the Project will be Re-Evaluated)

2. Develop the Management Plan for the project

3. (WBS) Work Breakdown Structure (Partitioning the Project into Subdivisions/Tasks)

4. Create a Scope Baseline

4.1 Project Scope Statement

4.2 WBS

4.3 WBS Dictionary (All documentation related to the Project)

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Work Breakdown Structure (WBS) is a practice that is used to

partition the Project Objectives to Subdivisions / Tasks represented as

Deliverables. The main functions of the WBS are:

1. Enforce Project Objectives

2. Logical Structure

3. Control Method

4. Shows Project Status

5. Communication Method

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Work Packages areindividual project activities

Deliverables are majorproject components

Sub-Deliverables are

supportingdeliverables

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PROJECT SCOPE MANAGEMENTWork Breakdown Structure and Codes using Work Packages

1.0 NEW JUICE BRAND ADD

1.2 Cost 1.3 Schedule 1.4 Performance

1.2.1 Staff

1.2.2 Logistics

1.2.3 Bulletin Boards

1.3.1ProjectStart

1.3.2Project

End

1.2.3.1 Electronic Boards

1.2.3.2 Road Boards

1.4.1Procedure

The project is the overallproject under development


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PROJECT SCOPE MANAGEMENTWBS Organized by Phases

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PROJECT SCOPE MANAGEMENTWBS Organized by Major Deliverables

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Sample WBS in MS Project

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Organizational Breakdown Structure (OBS)

OBS & WBS complement each other, where the set Project WBS, OBSs

are then assigned by the Organization to the different Project Team Members or

Departments, for example:

1. Work Definition

2. Work Packages Owner

3. Budget Assignment

This is process is known as the Responsibility Assignment Matrix (RAM)

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Responsibility Assignment Matrix NEW JUICE BRAND ADD

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Notification Responsible SupportApproval

LEAD PROJECT PERSONNEL

BobSP

Dave SueHR

AnnADM

JimFIN

Task& CodeDeliverable PM

Schedule

Performance

1.4

1.3

Cost

1.2

Project Start

Project End

Staff

Logistics

Bulletin Boards

Procedure

1.3.1

1.3.2

1.2.1

1.2.2

1.2.3

1.4.1


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Work Authorization

Represents the Project Go Ahead ; in WA several steps needs to be

prepared and done:

1. Scope Definition (What is the Needed Effect & Result from the New Add)

2. Planning Documents (Time & Milestone Schedules Ready)

3. Management Plans (All Plans needed for Project Success are available)

4. Contractual Documents (All details needed that insure that all Project

Requirements & Terms are within the proper Legal Context)

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Scope Reporting

The importance ofScope Reporting is that the Project Team assigns:

1. Types of Information to be Reported (Cost, Schedule & Technical Reports

related to the NEW JUICE BRAND ADD)

2. Team Members & Stakeholders who should receives theses Reports

3. Time Interval for Report Production (Weekly, bi-Weekly or Monthly)

4. Data Collection Method (Individual, Team or by Deliverable)

5. Report Types through which Data is Transferred (Templates Available or

Custom Made)

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Control Systems

1. Configuration Management System (Procedures & Tracking Systems)

2. Design Review (Techniques used to Evaluate Proposed Design)

3. Trend Monitoring (Mathematical Model used to Forecast Future Outcomes)

4. Document (Recorded Information of Important Documents)

5. Acquisition (Systems used to Acquire Project Equipments & Materials)

6. Specification (Proper Communication of Project Specifications & Goals)

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Project Closure

The Importance of Project Closure is not only in Formalizing that the

Project is Completed & Deliverables Approved by the Stakeholder; but also is

needed for the following:

1. Resolve Disputes (Between Stakeholders & Company)

2. Train Project Managers (To be able to Conduct Future Projects )

3. Facilitate Auditing (To Inspect & Investigate any Financial Errors, etc.)

4. Historical Records (Lessons Learned)

5. Post Project Analysis (To make sure that Results were Attained & Reduce

Future Errors)

6. Financial Closeout (Accurate Financial Records & Analysis)

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