Project Planning (MPPM-620)

Module 2: Scope Management Plan

And Change Control Process

Professor: Dominic Lepore

Module N2: Assignment
By
Zurabi Akhalaia
Executive Summary

About the project:

Scope: Bike Route is a phone application that comprises the U.S. bike routes and
helps users to find the best cycling paths. It turns every iPhone and Android smartphone
into a sophisticated cycling device for no charge. It offers three ways to cycle smarter.
First, track and analyze - the user gets key stats like distance, pace, speed, elevation,
and calories burned. Second, new routes and maps - the user can mix up his/her training
with the world’s largest trail network. Third, challenge and compete: the user can compete
with others through daily and monthly challenges.
Bike Route includes all the cycling routes of the U.S. cities with a population of over
100,000 people each and has a total of 500,000 active users.
Time: The project launches on April 1, 2020. It runs for two years until April 1, 2022.
Cost: The project requires up to $8,790,000 worth of funds.
Project Benefit: Bike Route app generates key health data about its users, including
UnitedHealth Group’s customers, promotes a healthy lifestyle, and positions
UnitedHealth Group as a positive and health-focused insurance company on the U.S.
market.

This document contains:

The Scope Management Plan. It forms the scope management method, roles and
responsibilities, verification, scope change control, and scope statement.

The Product Requirement Plan. It is built to meet the technical qualifications of the
Bike Route project. It establishes a common understanding of how requirements will be
gathered, analyzed, prioritized, validated, documented, and maintained.

The Project Requirements. It is a list of conditions and tasks that must be completed
to ensure the success and completion of the project.

The Project Priority Matrix. It is about how the Project Manager will manage trade-
offs between the project’s main constrains performance, cost, time - as well as customer
value and business value.

The Organizational Structure. It explains The UnitedHealth Group’s organizational

structure, and its impact on the Bike Route project.
1. Scope Management Plan

1.1 Introduction

The Scope Management Plan provides a scope framework for the Bike Route project.
It forms the scope management method, roles and responsibilities, verification, change
control, and statement. This document ensures that the Bike Route project includes all
the necessary in-scope work while excluding out-of-scope work.

This project is for designing, programming, testing, marketing, and maintaining a

smartphone application. Bike Route will be used to generate the key health data about
new and existing customers for the UnitedHealth Group and positions it as a positive and
health-focused insurance company.

1.2 Scope Management Method

• The scope of Bike Route, at this stage of planning, is defined by the information
provided in the Project Charter.
• The project manager is responsible for scope management.
• The project sponsor approves the documentation for measuring project scope,
which includes deliverable quality checklists and performance measurements.
• Stakeholders listed in the Stakeholder Register can propose scope changes.
• The project manager will receive and evaluate change requests.
• The project manager submits the scope change requests to the project sponsor
for approval.
• The project sponsor is accepting the project deliverables and project scope.
1.3 Roles and Responsibilities

Being aware of their responsibilities, the project manager, sponsor, and other team
members ensure that the performed work is within the project scope. Table 1.1 defines
the key responsibilities for this project.

Table 1.1

Roles and Responsibilities v.1

Position Role Scope Responsibilities
Measure and verify project scope
Accept scope change requests
Project Manager Project administration Accept impact assessments of scope change requests
Share outcomes of scope change requests
After approval of scope changes update project
documents
Approve or deny scope changes
CIO Project support Measure the need for scope change requests
Accept project deliverables

Participate in impact assessments of immense scope

CEO Overseeing the project
change requests

Develop marketing Participate in impact assessments of scope change

Marketing director
strategy requests related to the marketing department

Participate in impact assessments of scope change

Sales director Develop sales strategy
requests related to the sales department

Plan project's cash Participate in impact assessments of scope change

CFO
flow requests related to the project finances

R&D director Overseeing the project Participate in defining change resolutions

Participate in impact assessments of immense scope
Board of directors Overseeing the project
change requests
Participate in impact assessments of immense scope
Regulatory bodies Regulate health apps
change requests
Evaluate the need for scope changes and report to the
Software engineers Develop app
project manager
Overseeing project's Participate in impact assessments of scope change
HR director
HR requests related to the HR department
Marketplace Participate in impact assessments of scope change
Subject matter experts
consultant requests related to the marketing department
1.4 Scope Verification

The deliverables for the Bike Route project will be formally accepted and signed off on by
the Project Sponsor throughout the lifecycle of the project. These are the steps of the
acceptance procedure:

1. The Project manager verifies project deliverables against their original description
that is provided in the scope statement and WBS Dictionary.
2. The Project Manager and the Project sponsor will meet for the deliverable
acceptance if the deliverable meets the scope statement and WBS Dictionary.
3. The Project Sponsor accepts and signs a formal deliverable acceptance
document.

1.5 Scope Change Control

The project manager will ensure that the project team performs only in-scope work.
The Project Manager controls the Project Team and the progression of the Bike Route
project against the original plan. The project will face changes in the scope. To control a
change, the PM follows the following 8-step procedures:

1. The project team members and internal stakeholders can request scope change.
2. The project team members fill the change request form and send it to the PM
3. The project manager reviews the request.
4. The project manager can either deny or accept a scope change request.
5. The project manager meets the Project Sponsor to receive formal approval of the
scope change.
6. The project sponsor signs the scope change.
7. The change request is implemented
8. The project manager will revise all the project documents that will be impacted
after the change.

In order to control these processes, the PM uses the ChangeLog. It is a document

that lists all details about the change request.
1.6 Project Scope statement

This project is for designing, programming, testing, marketing, and maintaining a

smartphone application. The two main deliverables for this project are a software
application working on Android and IOS devices that adhere to all the project objectives
listed in Table 1.2, and maintenance of the application for one year after its lunch. Table
1.3 shows a detailed list of the key deliverables the Bike Route project will accomplish.

The Bike Route will not work on PC, Mac, or any other platforms, as well as IOS and
Android tablets. For the detailed work that is included in this project, please see Table
1.4. For the detailed work that is not included see Table 1.5

Besides traditional constraints such as cost, budget, and scope, the Bike Route will
face constraints that are specific to this project. Table 1.6 lists all the obstacles.

The Bike Route project will not exceed 730 days in duration and $8,790,00i in spending
if it is not otherwise suggested by the Project Sponsor. Table 1.7 shows a detailed budget,
and Table 1.8 shows a detailed timeline of the project.

Assumptions and the risks for this project are provided in Table 1.9

The project will be accepted once it meets the project objectives and/or the Project
Sponsor will sign the Project Acceptance Document.
Table 1.2

Project Objectives v.1

Obj # Bike Route:

1 Is available on Android and IOS marketplaces from early February 2021.

Comprises all cycling routes of every city in the U.S. with 500,000+
2
population, within 6 months from project initiation.
Comprises all cycling routes of every city in the U.S. with 100,000+
3
population, within 1 year from project initiation.
Hits 500’000 active users after one year of its launch on Android and IOS
4
platforms combined.
Has a 4 star or above rating on Android and IOS online marketplaces after
5
1 year of its launch
Has 80% retention rate after 1 year of its launch on Android and IOS
6
platforms.
Has less than 3 seconds of app load time before UnitedHealth Group
7
makes it public on online marketplaces.
Has less than 0.5% of app crash ratio within 1 year of its launch on both
8
Android and IOS platforms.

Table 1.3

# Key Deliverables v.1

1 Marketing plan
2 Application design
3 User Agreement
4 Beta application v.1
5 Testing v.1.
6 Beta application v.2
7 Testing v.2
8 The final version of the app
9 Final Preparation
10 One-year app maintenance
Table 1.4

# In scope
1 Bike route works on Android and IOS platforms.
A user shares his/her performance and activity data with UnitedHealth Group by default.
2
He/she can late turn off this feature.
3 A user accepts all the terms and services when creating an account.
4 A user can download the app from the Apple app store and Google Play Store.
5 Bike Route is less than 100MB in size on both platforms.
A new user can sign up with his/her UnitedHealth Group, Google, Facebook, or Apple
6 accounts, without any additional procedures. He/she can also create an account
manually, by using an email address.
After signing up, a user can unlock the app with a touch of finger or face scan, if the
7
phone has this feature.
A user can record an activity. The recording goes to the Bike Route feed. He/she can
8
share his/her races and workouts with friends and followers.
Bike Route syncs with most of the devices – a phone, GPS watch, heart rate monitor,
9
power meter, or other gadgets.
Bike Route has the “Clubs” sections to organize activities and build communities -
10
friends, teams, brands, gear shops, and more.
11 A user can share his/her location in real-time with his/her friend and followers.
A user can attach photos to the recorded activity and share them through the app with
12
friends and followers
13 A user can build his/her route and share it with friends and followers.
14 Bike Route can be updated in the future both on IOS and Android.
A user can check progress for the day on Apple or Android watch or check his/her entire
15
history from the cycling Activity on his/her phone.
Table 1.5

# Out of Scope
Bike Route does not work on PC, Mac, Chrome, or any other platforms, as well as IOS
1
and Android tablets.
2 Bike Route is not designed for indoor fitness or cycling activities.
3 Bike Route does not require additional hardware to operate.
4 Bike Route does not operate outside of the U.S. within three years.
5 Bike Route does not give any food or health supplement suggestions.
6 Bike Route cannot be updated more than two times per month.
7 Bike Route does not record reckless cycling. It will stop working and recording.
8 Bike Route does not support messaging between its users.
9 Bike Route does not teach its users how to cycle.

Table 1.6

Probability Impact Weighted

# Constrain Description
in % (0-10) Impact
Due to the nature and consequences of
CoronaVirus, the PM decided to include a virus
1 Viruses 20% 10 2
threat as a permanent constrain for the future
UnitedHealth Projects.
UnitedHealth has a traditional, functional
Organization
2 50% 6 3 organization structure that restricts the PM's power
Structure
and flexibility in the company.
The UnitedHealth Group is running about 90
Stakeholder projects with the average budget of $10,000,000.
3 70% 5 3.5
Availability Thus, the project stakeholders might not have time
to oversee the Bike Route project.
Due to the high demand for software developers in
Human the U.S. market and their growing annual salaries,
4 60% 5 3
Resources there is a high probability that the project budget
might increase
The functional departments UnitedHealth Group
Communication use different communication channels that make
5 80% 3 2.4
Channels the communication for the Bike Route with other
departments problematic.
The HR department should hire 40 new software
developers for a short period. Due to the high
6 Office Space 60% 3 1.8 occupancy rate at the UnitedHealth office spaces,
the Bike Route project will face constant disputes
on how office space will be divided.
Table 1.7

Budget v.2 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Mar-21 Apr-21 May-20 - Arp-21 Total

App $ 300,000 $ 250,000 $ 60,000 $ 500,000 $ 620,000 $ 700,000 $ 700,000 $ 620,000 $ 670,000 $ 670,000 $ 20,000 $ 20,000 $ 20,000 $ 1,250,000 $ 6,400,000
development

Research $ 150,000 $ 100,000 $ 250,000

External $ 70,000 $ 70,000 $ 50,000 $ 50,000 $ 240,000
consulting

Planning $ 60,000 $ 60,000 $ 40,000 $ 160,000

Programming $ 480,000 $ 480,000 $ 480,000 $ 480,000 $ 480,000 $ 480,000 $ 480,000 $ 3,360,000

Testing $ 120,000 $ 120,000 $ 120,000 $ 120,000 $ 480,000

Regulations $ 200,000 $ 200,000 $ 400,000

Other internal $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 50,000 $ 310,000
expenses
App $ 1,200,000 $ 1,200,000
maintenance
Marketing $ - $ - $ - $ 80,000 $ 80,000 $ - $ - $ - $ 220,000 $ 300,000 $ 320,000 $ 380,000 $ 380,000 $ 630,000 $ 2,390,000
Expenses

Branding $ 80,000 $ 80,000 $ 160,000

Traditional $ 60,000 $ 80,000 $ 100,000 $ 120,000 $ 120,000 $ 200,000 $ 680,000
Advertising
Agency fees $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 30,000 $ 130,000
Customer $ 20,000 $ 40,000 $ 60,000
surveys
Online $ 80,000 $ 110,000 $ 140,000 $ 170,000 $ 170,000 $ 400,000 $ 1,070,000
advertising

Sponsorships $ 40,000 $ 50,000 $ 60,000 $ 70,000 $ 70,000 $ 290,000

SUM $ 300,000 $ 250,000 $ 60,000 $ 580,000 $ 700,000 $ 700,000 $ 700,000 $ 620,000 $ 890,000 $ 970,000 $ 340,000 $ 400,000 $ 400,000 $ 1,880,000 $ 8,790,000
Table 1.8

APP
MARKET BRANDING
RESEARCH FINALIZED
COMPLETE
MARKETING CAMPAIGN
LUNCH

PROJECT PLANNING
CHARTER PHASE LUNCH OF THE APP
APPROVED FINISHED

EXTERNAL
CONSULTING PROJECT CLOSURE
FINALIZED
START OF
TESTI MAINTENANCE OF
NG AN APP
BEGAN
PROGRAM
MING
BEGAN
Table 1.9

Risks and Assumptions v.2

ID Category Type Statement Responsibility Due Date Status Solution

UnitedHealth has dedicated financial funds to cover CFO to meet with the CEO on 20/Mar/2020
001 Finance Assumption CFO Mar-20 Open
Bike Route’s project expenses to discuss financial funds for the project.
PM and CIO to meet with CFO on
Budget cost won’t fluctuate more than 5% during the
002 Finance Assumption CFO Feb-21 Open 01/Mar/2021 to discuss financial funds for
project’s lifecycle.
the project.
During the project charter approval CEO
The scope of the project will not change once the sta
003 PM Assumption CIO Apr-20 Open and other stakeholders will sign project
keholders sign on the scope statement.
scope.
HR department will be able to hire/transfer skilled 40
HR Director will meet with PM and CIO on
004 HR Assumption software developers within 4 months from the HR Director Jul-20 Open
15/04/2020 to discuss this topic.
project's lunch
Bike Route's project team has dedicated office space HR Director will meet with PM and CIO on
005 HR Assumption HR Director May-20 Open
and pieces of work equipment for 50 new employees 01/04/2020 to discuss this topic.

New software developers will be able to create, test, CIO will meet PM to discuss this issue on
006 IT Assumption CIO Aug-20 Open
and lunch the app within 7 months 01/10/2020

All project resources will remain open throughout the CIO will meet functional managers to
007 PM Assumption CIO Apr-22 Open
entire project lifecycle. discuss this issue on 01/04/2020
Marketing director should verify that the
Inaccuracies or incomplete information in the market
008 Marketing Risk Marketing Director May-20 Open survey file is accurate and complete on
research could lead to rework of the app design.
01/05/2020

There is a high competition on the market that might Marketing and CIO will meet and verify
009 Marketing Risk Marketing Director Jul-20 Open
cause the failure of Bike Route. competitor advantages on 01/06/2020
HR manager will meet CIO and research
010 HR Risk App development requires highly skilled code HR Director Jun-20 Open other ways to hire software developers who
developers that are hard to find on the market. will work online
PM should guarantee virtual working
Coronavirus may trigger employees to work from
011 HR Risk HR Director Jun-20 Open environment for the whole team of
home
developers
Relocating 50 new employees and looking for HR manager will research apartments in
012 HR Risk apartments might consume time and delay the HR Director May-20 Open the DC area 3 months before the hiring
project. deadline.
2. Requirements Management

2.1 Introduction

The Product Requirement Plan is built to meet the technical qualifications of the Bike
Route. This document establishes a common understanding of how requirements will be
gathered, analyzed, prioritized, validated, documented, and maintained. It ensures that
the performance specifications of the application are met. The Bike Route Requirements
Management Plan does not cover the project requirements.

2.2 Requirements Gathering

The Bike Route project team will carry out various activities among the project
stakeholders to collect requirement which includes interviews, focus groups, facilitated
workshops, group creativity techniques, questionnaires, and surveys, or product
prototypes.

2.3 Requirements Analysis

The Requirement Analysis will determine if requirements fall into the product category.
The project management team will determine accountability and priority for each
recognized requirement. Also, the PM team will govern acceptance and metrics criteria
for all requirements. This process will conclude when a requirement has been fulfilled to
an acceptable level.

2.3 Requirements Prioritization

The project manager will meet stakeholders to prioritize project requirements. He will
use the MoSCow methodology for this matter. All requirements will fall into four
categories:

Must have – A mandatory requirement

Should have – Functionality or feature that should be available.
Could have – Desirable or nice to have
Won’t or would have – Not required but might be a future release.

While the execution phase of the Bike Route, project meetings with stakeholders about
revising the requirements are crucial; however, the MoSCow allows the project team to
see the project priorities clearly. As changes are made, the project team will update all
the project documents and will communicate with all stakeholders accordingly.

2.4 Requirements Validation

The project manager will validate all gathered requirements for the Bike Route project
to achieve business objectives, meet the needs of stakeholders, and are clear and
understood by the software developers.

2.5 Requirements Documentation and Maintaining

The project manager will load the Bike Route requirement documents into the Excel
file. Appropriate permissions, depending on the MoSCow categories, will be graded to
the project team, the project manager, and the project sponsor to edit and revise the
document. The changes in the Must category should be approved by the project sponsor
as well as the board of directors. The project manager will maintain the Excel file
throughout the project. The project manager will track all changes and revisions.

The project scope statement includes the description of the Bike Route project,
deliverables, constraints, assumptions, as well as acceptance criteria. Besides, the scope
statement consists of the implied but inessential work that should not be performed.
3.The Project Requirements

Req# Requirement Name and Description Priority Category Measurement Approved By Validated By

001 Bike route works on the Android platform Must Function Checklist Project Sponsor Project Sponsor
002 Bike route works on the IOS platform Must Function Checklist Project Sponsor Project Sponsor
A user accepts all the terms and services when creating an
003 Must Function Checklist Project Sponsor Project Sponsor
account.
A user downloads the app from the Apple app store and
004 Must Function Checklist Project Sponsor Project Sponsor
Google Play Store.
An Android user downloads the app from the UnitedHealth
005 Could Function Checklist Project Manager Project Manager
Group website as an APK file
A new user creates the Bike Route account by using his email
006 Must Function Checklist Project Sponsor Project Sponsor
address solely
A new user can sign up with his/her UnitedHealth Group,
007 Google, Facebook, or Apple accounts, without any additional Could Function Checklist Project Manager Project Manager
procedures.
A user, once signing up to the app, can unlock the app with
008 Should Function Checklist Project Manager Project Manager
his fingerprint
A user, once signing up to the Bike Route, can unlock the app
009 Should Function Checklist Project Manager Project Manager
with a face scan
A user, once signing up to the Bike Route, can unlock the app
010 Must Function Checklist Project Sponsor Project Sponsor
with a passcode
A user can record his/her cycling activity. The recording goes
011 Should Function Checklist Project Manager Project Manager
to the Bike Route feed.
012 A user can share his/her cycling activities with followers. Should Function Checklist Project Manager Project Manager
The app has the “Clubs” sections to organize activities and
013 build communities - friends, teams, brands, gear shops, and Should Function Checklist Project Manager Project Manager
more.
A user can share his/her location in real-time with his/her
014 Should Function Checklist Project Manager Project Manager
followers.
A user can attach photos to the recorded activity and share
015 Could Function Checklist Project Manager Project Manager
them through the app with friends and followers
The Project Requirements

Req# Requirement Name and Description Priority Category Measurement Approved By Validated By
A user can build his/her personal cycling route and share it with
016 Could Function Checklist Project Manager Project Manager
friends and followers.
A user can check his daily, monthly, and annual activities on
017 Should Function Checklist Project Manager Project Manager
Apple Watch
A user can check his daily, monthly, and annual activities on
018 Should Function Checklist Project Manager Project Manager
Android Watch
The app's design adhere to the UnitedHealth Group's brand
019 Must business Checklist Project Sponsor Project Sponsor
book
The app hits 500’000 active users after one year of its launch
020 Should business Completion Rate Project Manager Project Manager
on Android and IOS platforms combined.
The app Has a 4 star or above rating on Android and IOS
021 Must business Completion Rate Project Sponsor Project Sponsor
online marketplaces after 1 year of its launch
The app has 80% retention rate after 1 year of its launch on
022 Should business Completion Rate Project Manager Project Manager
Android and IOS platforms
A user agreement will be created for especially for the Bike
023 Must Legal Checklist Project Sponsor Project Sponsor
Route app
A user signs on the Bike Route agreement while creating an
024 Must Legal Checklist Project Sponsor Project Sponsor
account
A user shares his/her performance and activity data with
025 UnitedHealth Group by default. He/she can late turn off this Must Legal Checklist Project Sponsor Project Sponsor
feature.
The app comprises all cycling routes of every city in the U.S.
026 with 500,000+ population, within 6 months from project Should Technical Completion Rate Project Manager Project Manager
initiation.

027 The app comprises all cycling routes of every city in the U.S. Should Technical Completion Rate Project Manager Project Manager
with 100,000+ population, within 1 year from project initiation.
The app has less than 3 seconds of the app-load time before
028 the UnitedHealth Group makes it public on online Should Technical Completion Rate Project Manager Project Manager
marketplaces.
The app has less than 0.5% of the app-crash ratio within 1 year
029 Should Technical Completion Rate Project Manager Project Manager
of its launch on both Android and IOS platforms.
030 The app is less than 100MB in size on the IOS platform Should Technical Completion Rate Project Manager Project Manager
031 The app is less than 150MB in size on the Android platform Should Technical Completion Rate Project Manager Project Manager
032 The app syncs with GPS watch Could Technical Checklist Project Manager Project Manager
033 The app syncs with heart rate monitor Would Technical Checklist Project Manager Project Manager
4. Project Priority Matrix

The Project Manager will manage trade-offs between the project’s main constrains –
performance, cost, time, as well as customer value, business value. Table 2.0 shows the
Priority Matrix that will help the project manager to address this challenge. It explains
which criterion should be enhanced, constrained, and accepted.

Table 2.0
5. Organizational Structure and the Impact to the Project

The UnitedHealth Group is a functional organization with its inherently positive and
negative impacts on its current projects. Table 2.1 shows the UnitedHealth Group’s
current organizational structure.

The Bike Route project is an exception to the UnitedHealth Group’s ongoing projects.
The project manager will hire and supervise 40 new software developers solely for this
project. Thus, lack of focus, poor integration, lack of ownership, and other drawbacks of
a functional organization will not be expected in this project. Conversely, it is likely for the
newly hired software developers to execute easy post-project transition into the
UnitedHealth Group’s other functional departments.

Table 2.1
 Works Cited:

Project Management Institute, Inc. (2017). A guide to the project management body of knowledge

(Pmbok guide). Newtown Square, PA, EE. UU.

Run and Cycling Tracking on the Social Network for Athletes. (n.d.). Retrieved from

https://www.strava.com/features