Project Scope Planning

Khalid Ahmad Khan, PE, PMP
Head of PMU Planning & Development Department Government of Punjab Lahore, Pakistan

Agenda

Topic 1: Project Scope

Exercise 1 – Scope Definition Exercise 2 – Scope Definition ADB Study on Scope Exercise 3 – WBS

Topic 2: Work Breakdown Structure

Wrap-up Q&A

Topic 1 Project Scope .

Defining the Project Scope Definition: The work that needs to be accomplished to deliver a product. Why is the project scope / mission so important? Why should the customer and the project manager be involved in the development of the project scope? . PMI PMBOK 3rd Edition Project scope is a definition of the end result or mission of your project – a product or service for the public. Defining the project scope sets the stage for developing a project plan. service or results with the specified features and functions.

Project Scope Checklist The following checklist can be used to define the project scope: Project Objectives Deliverables Milestones Technical Requirements Limits and Exclusions Reviews with Customer .

Notice to Proceed.Project Scope Checklist cont… Project Objectives Define major objectives to meet your customer’s need(s). For example: Completion of the design phase. For example: Rehabilitate 12 primary school buildings in the district. . acquire new furniture and teaching aids. Land acquisition. and 1 middles school to high school. Project to be completed during the fiscal year 2004/5. Milestones: Define milestones because they represent events. The 3rd deliverable could be the constructed bridge. Deliverables: Define deliverables. convert 2 primary schools into middle schools. Formal opening. For example: The 1st deliverable out of the “Design Phase” of a bridge construction project could be design specifications The 2nd deliverable out of the second phase could be the detailed design and estimate. Tender process completion. Hire teacher for the new schools. Laying of foundation stone.

For example: Dismantling of existing structure will not be part of the project.Project Scope Checklist cont… Technical Requirements: Define technical requirements. budgets. deliverables. Reviews with Customer: Review the checklist with the customer. Be sure to answer the following questions while reviewing the checklist with the customer: Social mobilization Does the project definition identify key accomplishments. Books and teaching aids will not be included in the school improvement program. and performance requirements? Does the customer understand limits and exclusions? . Fabrication of new gates for the barrage will be independent of the current contract. For example: The new fall should be capable of handling a discharge of 50 cusecs The transmission tower should be able to handle winds of up to 200 km/hr The data network should be able to handle traffic loads of 5GB/day Limits and Exclusions: Define items that are NOT part of the scope. timing.

Constraints – Canal Project 30 Days 40 Days 30 Days Closure 1 Diversion for Fall 56+625 Head Regulator 65+000 Closure 2 •Closing Diversion for Fall 56+625 •Diversion for Fall 65+781 •Fluming at Bridges •Head Regulator 65+000 •Cattle Bath Stations Closure 3 •Closing Diversion for Fall 65+781 Year 1 •Fall at 56+625 •Bank Raising & Reinforcement •Providing Monitoring Facilities Year 2 •Fall at 65+781 .

Feelgood. Technical Jargon Statements at the Wrong level. To establish a conducive investment climate consistent with the country's operational comparative advantage and to promote export growth. or vague (“Improve”. “More”) Immeasurable To facilitate development of the market-oriented economy by improving efficiency and safety of the road transport. not Targeted.ADB Study: Lessons from Failures Higher Level Objectives Particularly the" Goal” and “Purpose” are unclear meaningless. Motherhood statements. Indicators Poor. and diversify industrial base . Cryptic.

Lessons cont… The Loan targets social development and sustainable economic growth. The measurable targets include medium-term sustainability of public finances. . Achievements to be measured in terms of a lower primary deficit and reduced debt stock of the State. strengthened corporate governance. plan indicating how to meet national norms on health and education. improved tax administration. regulatory. policy. alleviation of social impact of development. and institutional frameworks of key sectors. Improved environmental sustainability of the reform process. capacity building for prudent management of public expenditure and debt. expenditure reallocation to social sector.

Lessons cont… Many design faults are foreseeable Lack of: Development Objectives (Goals & Purposes) Assumptions & Risks Optimism at Project design stage is not sustainable .

Topic 2 WBS .

Each descending level represents an increasing detailed definition of the project work (PMI PMBOK 2000) .Work Breakdown Structure WBS Work: Sustained physical effort to achieve an objective or result Breakdown: To divide into parts or categories Structure: Something arranged in a definite pattern of organization Definition of WBS A deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project.

WBS Characteristics/Purpose Characteristics It is representative of work that has tangible result It is arranged in a hierarchical structure It has an objective or tangible deliverable Purpose: WBS has two goals To ensure that the project includes the work needed to achieve the scope To ensure that the project includes no unnecessary work .

WBS Benefits Help define: Solution strategy or general approach Implementation tactics Support more accurate estimates of project duration and cost than can be made at the project level Provide a basis for estimating project resources: Departmental or subcontractor support Vendors and their products Services Any other identifiable resource .

Getting Started with WBS Conceptualize: Think through the entire project (dividing highlevel deliverables) Think deliverables (what is provided/required) Think through the production of deliverables (methods. processes. etc) Formulate a vision of the final product: What are its constituent parts? How do the pieces work together? What needs to be done? . quality.

2.3 Beams Beams .3Finishes Finishes 1.2.3 1.2.3 Equip Equip 1.2.2. Step 2: Define the product’s major deliverables.2.2 1.2. Clinic Clinic 1.2.2.2.2Structure Structure 1.2.2 1. Step 4: Review and refine the WBS to a level where execution and control will successfully produce the desired outcomes.2.2.1 Walls Walls 1. Step 3: Decompose major deliverables to a level of detail appropriate for management and integrated control.1Foundation Foundation 1.3 1.2 1.2. 1.1 1.2.1 Design Design 1.2.2Construct Construct 1.2. 1.2 Slab Slab 1.Steps for developing WBS Step 1: Identify the final product (s) of the project.3 1.1 1.1 1.2.

and assigned to a unit that will accept responsibility? Too much or too little visibility and control ? Can status reports be generated at all levels? . budgeted.Validate Your WBS All major elements been identified at top level? Decomposed into measurable components? Lower level(s) items necessary? All inclusive? Would stakeholders agree WBS is satisfactory? Can elements be scheduled.

WBS BRBD BOQ BOQBasis Basis Earthwork Material Stonework Package A 0-15 KM BRBD BRBD Package Package A A Package Package B B Package Package C C Package Package D D Earthwork Earthwork Stonework Stonework Carriage Carriage Concrete Concrete Brickwork Brickwork Other Other work work Wet Earthwork Dry Earthwork .

nor to imply that this is the only way to organize a WBS on this type of project. .Aircraft System Project Management Systems Engineering Management Supporting PM Activities Training Data Air Vehicle Support Equipment Facilities Test and Evaluation Equipment Technical Orders Organizational Level Construction Mock-ups Facilities Engineering Data Intermediate Level Maintenance Operational Test Services Management Data Depot Level Developmental Test Test Airframe Engine Communication Navigation Fire Control This WBS is illustrative only. It is not intended to represent the full project scope of any specific project.

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3.2.1 Application 1.2.3 Training 1.MTMIS Project 1.3 Distribution 1.1.1 Application 1.2.2.2 System 1.2.2 Prod & Dist 1.1.3.2 Training 1.2.1.1 Contracts 1.3.1.2.2 Production 1.2.2.1.1.2.1.2 Coordination 1.1.3 Distribution 1.1 Infrastructure 1.2.2.1 Infrastructure 1.2.2.2.1.2.1.2 Training 1.2 Production 1.2.2.1 Driving License 1.2.1.3 Distribution 1.1.3 Training 1.1 System Integration 1.2 VR Card 1.2.2.2.3 Project Management 1.2.2.4 HR .3 Distribution 1.2.2 Civil Works 1.3.2.2.1.1 DL Card 1.4 Management 1.3.2 Prod System 1.1 Plate 1.1.1 Card Prod 1.4. MTMIS Project 1.3.2 Prod & Dist 1.4.4.1 System Integration 1.3 Operations 1.3 Management 1.2.1.3.2.2.1.1 SOP 1.2 Vehicle Registeration 1.3.4.1.1.4 HR 1.1.3.1.1.2.1.1.2.2 System 1.2.3 Operations 1.1.1.1 SOP 1.1.1.2.1 Infrastructure 1.1.

Q&A .

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