Advanced Project Management Project Scope Management

1. Advanced Project Management Project Scope Management Ghazala Amin

2. Project Scope Management • Reference study materials • A guide to the Project Management Body of Knowledge (PMBOK Guide), Chapter 5 • Study notes • Dr. Kerzner’s book, Chapter 11 Project Scope Management

3. Project Scope Management • Key Definitions • Change Control Board (CCB) • Formal group of Stakeholders responsible for approving or rejecting changes to the baseline and thus the cost. • Configuration Management • Control Technique through an orderly process for approval of configuration changes • Project Plan • Formal approved documents to guide project execution and control Project Scope Management

4. Project Scope Management • Key Definitions • Deliverable • Measurable, tangible result that must be produced to complete a project . • Project Management Information System (PMIS) • Tools and techniques to gather, integrate and disseminate the outputs of PM processes. Project Scope Management

5. Statement of Work Definition • Statement of Work (SOW) • A description of products and services to be supplied to the customer(s) by the project team or the project delivery organization. • Narrative description of products or services to be supplied under contract Project Scope Management

6. PM Framework and Integration Project Life Cycle Team Development Managing Project Human Resources Process Groups Project Initiation Planning Executing/Control Closeout WBS Project Monitoring Project Closeout Project Organizing Control Meetings Project Scheduling Activities Change and Risk Management Contract and Customer Relationship Management

8. PMBOK Area: Scope Management Project Scope Management includes the processes required to ensure that the project includes all – and only the – work needed for its successful completion. In other words, scope management asks what is included in the project. Completion of the project scope is measured against the project management plan where the requirements and specifications of the project output are given. Processes covered under Project Scope Management are scope definition, scope planning, creation of the work breakdown structure, scope verification and scope control.

9. 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 Project Scope Management

10. Project Scope Statement • Product scope - the features and functions that are to be included in a product or service • Measured against the product requirements • Project scope - work that must be done in order to deliver a product with specified features and functions • Measured against the project plan Project Scope Management

11. Project Scope Management From Wikipedia, the free encyclopedia In project management, the term scope has two distinct uses- Project Scope and Product Scope. Scope involves getting information required to start a project, and the features the product would have that would meet its stakeholders requirements. Project Scope "The work that needs to be accomplished to deliver a product, service, or result with the specified features and functions." Product Scope "The features and functions that characterize a product, service, or result." Notice that Project Scope is more work-oriented, (the hows,) while Product Scope is more oriented toward functional requirements. (the whats.)

12. Project Scope Processes • Project Scope Management processes (per PMBOK) • Collect Requirements • Define Scope • Create WBS • Verify Scope • Control Scope Project Scope Management

13. Scope Planning/Collect Requirement • Process of progressively elaborating and documenting the project scope that produces the product of the project. • Process of developing a written Scope Statement as the basis for future project decisions • Forms a basis for an agreement between the project team and the project customer by identifying both the project objectives and the major project deliverables Project Scope Management

14. Scope Planning/Collect Requirement • Collect Requirements process includes gathering and documenting stakeholder needs and expectations. • The process involves documenting project and product features and functions. • To be successful in collecting stakeholder requirements, you must have tremendous facilitation skills to extract precise information. • Vague requirements is a common reason for project failure. Therefore, it is critical for you to implement the Collect Requirements process accurately. • The output of this process sets the foundation for cost, schedule, and quality planning. http://www.brighthubpm.com/certification/46181-pm-certification-and-scope-management/ Project Scope Management 14

15. Scope Planning/Collect Requirement • Collecting Requirement is one of the most crucial processes, in many organizations the role of collecting requirements is called Business Analyst or Business Consultant. • It is a highly specialized role. In an Agile team, the Product Owner is usually responsible for collecting requirements. However, the ScrumMaster is expected to participate. In such a setup, the person responsible for collecting requirements will usually not participate actively in other processes, such as scheduling. http://www.brighthubpm.com/certification/46181-pm-certification-and-scope-management Project Scope Management 15

16. Scope Planning • Resulting Product description is documented. • Major Constraints and assumptions are identified • Benefit/cost analysis takes place to ensure profitability. • SME (Subject Matter Experts) are consulted for Expert judgment • Results in; • Scope statement - Documented basis for making project decisions. Should be revised/refined to reflect approved changes to the project’s scope • Documentation of Scope management plan. Project Scope Management

17. Project Preliminary Scope Statement • Project Goal and Objectives • Project Deliverables • Project Requirements • Project Boundaries • Project Assumptions & Constraints • Project Risks and Issues • Project Quality Assurance • Project Organization • Project Cost and Schedule • Configuration • Project Approval Requirements • Project Acceptance Criteria The Project Preliminary Scope Statement provides an indication of the project deliverables and serves as a guide for developing the detailed project scope statement and for planning the project.

18. What should be included in a scope statement? • Constructing Powerful Scope Statements • A successful project scope statement should be concise and clear. • Anyone reading the statement should have a good idea of what the project consists of (and what will not be part of the project). • Scope statement will give a view of the project. • It is also important to be specific in a project scope statement. For example, • "The catalog will feature 100 products" is better than "The catalog will feature many products" and • "The project will be completed over six months" is preferable to "The project will be completed over a period of time." The more specific you can be, the better. http://www.brighthubpm.com/project-planning/57950-example-and-evaluation-of-project-scope-statements/ Project Scope Management 18

19. Writing a scope statement? Scope Statements should be SMART: S: Specific M: Measurable A: Attainable or Agreed Upon R: Realistic T: Time Bound http://www.brighthubpm.com/project-planning/57950-example-and-evaluation-of-project-scope-statements/ Project Scope Management 19

20. Example: Writing a scope statement? University Technology Upgrades Initial Scope Statement University X wants to upgrade its facilities to include WiFi technologies accessible anywhere on campus. This project will offer students, faculty, and staff the ability to be productive from anywhere on campus. The project will take place over a time period in which measurable results will be achieved. http://www.brighthubpm.com/project-planning/57950-example-and-evaluation-of-project-scope-statements/ Project Scope Management 20

21. Example: Writing a scope statement? • University Technology Upgrades • Improved Scope Statement • University X will upgrade the library, dormitories, offices, and then all campus buildings to IEEE 802.11 technology, starting at the north side of campus with the library. This project will facilitate productivity via computer of faculty, staff, and students. The project will be complete by fall semester, 2011. • You will notice that this scope statement includes specific directions for completion of the project. The results are measurable - we can know how many buildings have been upgraded. It is agreed upon, realistic (because we are taking a building-by-building approach), and time bound - it will be completed by a specific date. http://www.brighthubpm.com/project-planning/57950-example-and-evaluation-of-project-scope-statements/ Project Scope Management 21

22. Project Scope Management PlanFrom Wikipedia, the free encyclopedia Scope management plan is one of the major Scope communication documents. The Project Scope Management Plan documents how the project scope will be defined, managed, controlled, verified and communicated to the project team and stakeholders/customers. It also includes all work required to complete the project. The documents are used to control what is in and out of the scope of the project by the use of a Change Management system. Items deemed out of scope go directly through the change control process and are not automatically added to the project work items. The Project Scope Management plan is included in as one of the sections in the overall Project Management plan. It can be very detailed and formal or loosely framed and informal depending on the communication needs of the project. Features (Technology) scope creep occurs when the scope creep is introduced by technologists adding features not originally contemplated. Customer-pleasing scope creep occurs when the desire to please the customer through additional product features adds more work to the current project rather than to a new project proposal. Gold-plating scope creep occurs when technologists augment the original requirements because of a bias toward "technical perfectionism" or because the initial requirements were insufficiently clear or detailed.

23. Scope Management Plan-Purpose • The scope management plan establishes how scope management will be carried out in the project. • It serves as guidance for scope process and formats and defines the roles and responsibilities for stakeholders in those processes. • It is not the detailed requirements information, but instead explains how that information will be captured, expressed, and modified (if or when necessary). http://e-articles.info/e/a/title/Scope-Management-Plan/ Project Scope Management

24. Scope Management Plan-Application • The scope management plan is used by project managers and the project office to define how management practice will be conducted. • In some organizations, it may be a standardized document, applied across multiple projects and modified only slightly to reflect the individual resource and delivery requirements of the project. • It is used to prevent project managers from reinventing the process every time they face a new project. http://e-articles.info/e/a/title/Scope-Management-Plan/ Project Scope Management 24

25. Scope Management Plan-Content • The scope management plan includes descriptions of required documents (e.g., functional requirements, technical requirements, change control forms), as well as some insight on how those documents may be developed. • 1.0 Scope Process • 2.0 Scope Responsibilities • 3.0 Scope Statement • 4.0 Change Control http://e-articles.info/e/a/title/Scope-Management-Plan/ Project Scope Management 25

26. Scope Management Plan-Content • 1.0 Scope Process • Scope process will include definitions on how the scope for the project will be documented. It will address the nature of functional and technical requirements and the areas/individuals responsible for developing those requirements. It will also include detail on how and when the scope may be modified both before and after the project baseline is established. The process includes information on when the scope should be baselined and when certain types of documents (e.g., change control logs, functional and technical requirements documentation) should be updated. http://e-articles.info/e/a/title/Scope-Management-Plan/ Project Scope Management 26

27. Scope Management Plan-Content • 2.0 Scope Responsibilities • The responsibilities should reflect who will be accountable for scope definitions (functional and technical), updates, and real-time information capture on project and task performance. This may also include who is in charge of the scope documentation and who is conducting data entry. http://e-articles.info/e/a/title/Scope-Management-Plan/ Project Scope Management 27

28. Scope Management Plan-Content • 3.0 Scope Statement • Either by reference or in whole, the scope statement should be incorporated in this document. • 4.0 Change Control • Again, either by reference or in whole, the change control process should be embedded in the scope management plan. http://e-articles.info/e/a/title/Scope-Management-Plan/ Project Scope Management 28