Project Scope Management: Information Classification: Internal

Project Scope Management
Information Classification: Internal © Copyright 2013. Allwyn George, All rights reserved.
Project Scope Management
Monitoring &
Controlling Processes
Planning
Processes
Enter phase/ Initiating Closing Exit phase/

Start project Processes Processes End project
Executing
Processes
Knowledge Process
Area Initiating Planning Executing Monitoring & Control Closing
• Plan Scope Management

• Requirement Collection
• Scope Validation
Scope • Scope Definition
• Scope Control
• Create WBS
Information Classification: Internal © Copyright 2013. Allwyn George, All rights reserved. 2
Terms and Definitions
“Gold plating” is the process of making small

undocumented changes to a project that result
in a better outcome for the client.
Questions
Following are some questions about a game called “Cows Gone Wild. Identify which of these are Product
Scope and which are Project Scope.
Scope Management Pitfalls
• The team has trouble getting the project off the ground.
Everyone in the team is good at their individual jobs, but nobody knows how to get the project
started.
• There were a lot of false starts

Just when they think that they are getting the project under way, something would shift and
they are back to square one.
• The sponsor and stakeholders were unpredictable

When the project manager feels that they are done with the project, a stakeholder will find a
problem that sends the team back to the drawing board.
• There were lot of changes

The team is always scrambling to keep up with the shifting priorities and ideas and they never
know for sure what they will be working on each week.
What and How to Build?
The goal of Five Scope Planning Processes:
• Figuring out how you will identify all of the work your team will do during the project
• Coming up with a way to make sure that you’ve written down what work will be
done and nothing else.
• Making sure that when things change on your project, you keep its scope up to
date that your team is building the right product
The Scope Management Processes
Plan Scope Management
sets out and defines your particular approach for further definition of the
project and product scope, and the way in which you are going to validate
scope and control any changes to the scope.
7
The Scope Management Processes
8
Meetings
• Scope Management Plan

• Requirement management plan
Plan Scope Management: Domain Tasks
The Plan Scope Management process addresses the following domain task:
■■ Assess detailed project requirements, constraints, and assumptions with stakeholders based on the
project charter, lessons learned from previous projects. and the use of requirement-gathering techniques
(e.g., planning sessions, brainstorming, focus groups), in order to establish the project deliverables.
Pre – Requisite Process
Input Tools Output

• PM Plan • Expert Judgment • Scope Management Plan
• Project Charter • Meetings • Requirement management
• EEF/OPA plan
• Analyze the initial requirement in the charter and Project plan

• Use Expert Judgment and Expert Meetings to document how to define scope and ensure the
right scope is defined, verified, and controlled. It also defines how the WBS is created and defined
Subsequent Process • 4.2 Develop PM Plan • 5.4 Verify Scope

• 5.2 Define Scope • 5.5 Control Scope
• 5.3 Create WBS • 12.1 Plan Procurement
Collect Requirement - Inputs
• Stakeholder Management Plan

• Scope Management Plan
• Requirement Management Plan
The “Collect Requirement”.

At this stage the project has
started. Focus is maintained
at collecting the details of
the project based on the
stakeholder.
12
Collect Requirement
Collect Requirement
Process is for
defining and
documenting
stake-holders
needs to meet the
project objectives
Requirement
Traceability
Matrix
Requirement
Management
Plan Requirement
Document 13
Collect Requirement: Domain Task
The Collect Requirements process addresses the following domain task:
■■ Assess detailed project requirements, constraints, and assumptions with stakeholders based on the
project charter, lessons learned from previous projects, and the use of requirement-gathering techniques
(e.g., planning sessions, brainstorming, focus groups), in order to establish the project deliverables.
Group Creativity Techniques
• Brainstorming:
• Generate and collect multiple ideas related to Product and Project
requirement
• Nominal Group Technique
• It enhances brainstorming with voting process used to rank the most useful
ideas
15
Group Decision Making Technique
Delphi Technique
• Selected group of SME answers questions and provide feedback regarding
the response from each round of requirement gathering
Idea/ Thought/ Mind Mapping
• Ideas created through individual brainstorming are consolidated into a single
map to reflect commonality and difference
Affinity Diagram
• This allows large number of ideas to be sorted into groups for review and
analysis
Collect Requirement
Pre – Requisite Process • 4.1 Develop Project Charter  Project Charter
• 10.1 Identify Stakeholders Stakeholder Register
Input Tools Output
• Scope & Requirement • Interviews • Requirement
Management plan • Focus Groups documentation
• Stakeholder management • Facilitated workshops • Requirements traceability
plan • Group creativity technique Matrix
• Project Charter • Group decision making
• Stakeholder Register technique
• Questionnaires and Surveys
• Observations
• Prototypes
• Benchmarking
• Analyze Information in the Project Charter
• Use various tools to collect requirements, needs and expectation from various internal and
external stakeholders pertaining to Project and Product
• Elicit, Analyze, and record in details in order for the requirement to be measured during project
Subsequent Process • 4.2 Develop PM Plan • 5.4 Verify Scope

• 5.2 Define Scope • 5.5 Control Scope
• 5.3 Create WBS • 12.1 Plan Procurement
Define Scope: Input
Scope
Management
Plan
Organization Process Asset:

• Policies, Procedures, and Templates for a Project
scope statement
• Project files from a previous project
• Lessons Learnt from previous phase or project
Define Scope
The Define Scope is the process of developing a detailed description of the project and
product. The preparation of a detailed project scope statement is critical to project success
and builds upon the major deliverables, assumptions, constraints that are documented during
project initiation. 18
Define Scope Process
Define Scope The Scope define

describes processes for
creating the scope,
verifying that it’s
complete and dealing
with scope changes.
Product
Analysis
Project
documents
19
Scope Statement
How do you define the scope?
Facilitated Workshop Alternatives Identification
• Bring all cross functional • Identify different ways through
stakeholders to define product which work can be done
requirements • Find the one that is most efficient
• Facilitated workshop called Joint • Change the original plan if
Application Development (JAD) required
(or Design) is used in SW
development
• Quality Function Deployment
(QFD) is an example of
facilitated workshop that help
determine the critical
characteristic for new product
development
Product Analysis Expert Judgment
• Identify all the features of the • Bring in an expert to help you
product figure out what work needs to be
• This tool is all about turning done and how
these features into project work
that needs to be done.
20
Scope Definition Outputs
Project Scope Statement
• Project Objectives – All the project objectives need to be measurable
• Product Scope Descriptions – List of all the features and requirements of
the final product
• Project Requirements – Identify as many requirements as possible that
can help you keep planning and refer back to it later.
• Project Boundaries – Identify all the work that is not part of the project.
• Project Deliverables – List out everything that the project creates including
all the documentations
• Product Acceptance Criteria – List of measurable criteria that the product
developed should meet. These include performance, functionality, etc.
• Project Constraints – These are know limitations.
• Project Assumptions – These are things that you think are true.
• Initial Project Organization – This is project team structure.
21
Define Scope
Pre – Requisite Process • 4.1 Develop Project Charter  Project Charter
• 5.1 Collect Requirements Requirement Document
• Enterprise / Organization OPA
Input Tools Output

• Scope mgt plan • Expert Judgment • Project Scope Statement
• Project Charter • Product Analysis • Project document update
• Requirement • Alternative Identification
Documentation • Facilitated Workshop
• OPA
• Document the explicit project exclusions and inclusions that can assist in managing stakeholder
expectation
• For the documented requirement document the project deliverables and work required to create
those deliverables
Subsequent Process • 4.2 Develop PM Plan

• 5.3 Create WBS
• 6.2 Activities Sequencing
• 6.4 Estimate Activity Duration
• 6.5 Develop Schedule
• 11.1 Plan Risk Management
• 11.3 Perform Qualitative Risk Analysis
Match the Following
23
Create Work Breakdown Structure
Scope
The Create WBS process is the
Management
Plan
most important process in the
Scope Management knowledge area
because it’s where you figure out all
the work that you’re going to do.
It’s where you create the Work

Breakdown Structure (WBS)
which is the main Scope
Management output.
24
Inputs for WBS Process
Requirement
documents
Create WBS
25
Work Break Down Structure - Sample
Work Breakdown Structure for Computer

Order Processing System Project
• There are 2 best practice approaches for creating WBS:

• WBS by Phase
• WBS by Deliverables
WBS by Phase
27
WBS by Deliverable
28
Decompose Deliverables into Work Packages
Creating WBS is all about

taking deliverables and
coming up with work
packages that will create
them. When you do that, its
called decomposition and it’s
the main tool you use to
create WBS.
WBS Templates
Decomposition is the most important tool in creating the

WBS, but its not the only one. You can also use templates,
the other Create WBS tool, to help you with the WBS. The
most common way to do this is to use a WBS from a similar
project you’ve done in the past as a starting point for the
current one.
30
Sample WBS for Gaming Software
31
Sample WBS of Gaming Software.
Cotd…
32
Inside the Work Package
WBS shows you the name of
each work package. That’s not
enough to do the work. You and
your team need to know more
about the work that has to be
done. That’s where WBS
Dictionary comes in handy. It
brings along all the details you
need to do the project work.
WBS Dictionary is an important
output of the Create WBS
Process.
The WBS Dictionary

contains all the details of
every work package. It’s a
separate output of Create
WBS Process.
33
Develop WBS - Output
The Create WBS Process has three
major outputs: the Work
Breakdown Structure, the WBS
Dictionary and the Scope
Baseline.
When you create WBS, you usually

figure out that there are pieces of
scope that you missed, and you may
Project realize that you need to change the
documents project documents.
Scope Baseline
When there is a change you

need to take a new
snapshot. Whenever a
change is approved through
change control, the baseline
needs to be updated.
Approved changes are
changes to the scope
management plan also, so its
important that you re-
As the project goes on you will want to compare how you are baseline your project when
doing to what you planned for. So the Scope Baseline is there they are approved. That way
to compare against. Its made up of the Scope Statement, the you will be comparing your
WBS and the WBS Dictionary. When work gets added to the performance to the most
scope through change control, you need to change the baseline updated plan.
to include the new work packages for that work.
35
Create WBS
Pre – Requisite Process • 5.1 Collect Requirements  Requirement Documentation
• 5.2 Define Scope Scope Statement
• Enterprise / Organization OPA
Input Tools Output

• Scope Mgt plan • Decomposition • Scope Baseline
• Project Scope Statement • Expert Judgment • Project Document (update)
• Requirement
Documentation
• EEF/OPA
• Subdivided project deliverables and project work into smaller more manageable components.
• Hierarchical decompose Project work to increasing details with each decreasing level
• The lowest level WBS component is the work package
• Work Package can be scheduled, cost estimated, monitored and controlled
• Work (in WBS) refers to work product or deliverables that are the result of effort and not the
effort itself/
• 6.1 Define Activities
• 7.1 Estimate Costs
• 7.2 Determine Budget
• 8.1 Plan Quality
• 11.2 Identify Risk
• 12.1 Plan Procurement
Scope Control
There’s no way to predict

every possible piece of work
that you and your team are
going to do in the project.
Somewhere along the way,
you or someone else will
realize that a change needs to
happen, and that change will
affect the scope baseline.
That’s why you need the
Scope Control process. It’s
how you make sure that you
make only those changes to
the scope that you need to
make and that everyone is
clear on what the
consequences of those
changes are.
Scope Control Tools & Techniques
38
Scope Control Process: Outputs
Scope Control
Pre – Requisite Process • 4.2 Develop PM Plan  PM Plan
• 4.3 Direct & Manage Project Execution  Work performance Information
• 5.1 Collect Requirement  Requirement docs, RTM
• Enterprise/ Organization  OPA
Input Tools Output
• PM Plan • Variance Analysis • Work Performance info
• Work Performance data • OPA (update)
• Requirement Documentation • Change Request
• Requirement Traceability • PM Plan (update)
Matrix • Project Document (update)
• OPA
• Monitor status of the project and product scope and managing changes to the baseline
• Controlling ensures all requested changes and recommended corrective action or preventive
action are processed through integrated change control process
• Scope creep is uncontrolled scope change

• 4.5 Perform Integrated Change Control
• 10.5 Performance Reporting
• 8.3 Quality Control
Scope Validation Process
When the team is done, what

happens? You need to perform
a vital step. You need to gather
all stakeholders together and
have them ensure that all the
work has been completed as
per the expectations. That is
called Scope Validation
Process.
42
Scope Validation- Inputs
PM Plan contains the scope baseline components of
Scope Statement, WBS, and WBS Dictionary
Requirement
Document
Verified
Deliverables have
Requirement
Traceability Matrix been completed
and checked for
correctness by
Perform Quality
Validated Control process
Deliverables
Scope Validation
43
Stakeholder Inspection
Scope Verification Process has only one tool which is Inspection. All the deliverables are
inspected against the scope statement, the WBS and the scope management plan.
Once the deliverables are

ready you inspect them
with the stakeholders to
make sure they meet the
acceptance criteria. The
purpose of Scope
Verification is to obtain
formal, written
acceptance of the work
products. If they are
found to be
unsatisfactory, the
specific changes
requested by the
stakeholders get sent to
change control so that
the right changes can be
made. 44
Scope Validation
Pre – Requisite Process • 4.2 Develop PM Plan  Scope baseline components (Scope Statement,
WBS, and WBS Definition)
• 5.1 Collect Requirements  Requirement Documentation; RT Matrix
• 8.3 Perform Quality Control  Validated Deliverables
Input Tools Output

• PM Plan • Inspection • Accepted Deliverables
• Requirement • Group decision-making tech • Change Request
Documentation • Work performance info
• Requirement Traceability • Project Document (update)
Matrix
• Verified Deliverables
• Work performance data
• Review of deliverables with customer or Sponsorer to ensure that they are completely satisfied
• Scope Validation is primarily concerned with acceptance of deliverables; Quality Control is
concerned with correctness of the deliverables (Verified Deliverables) and meeting the quality
requirement for the deliverables
• 6.1 Define Activities
• 7.1 Estimate Costs
• 8.1 Plan Quality
• 11.2 Identify Risk
Information Classification: Internal • 12.1 Plan Procurement © Copyright 2013. Allwyn George, All rights reserved. 45
Questions 1
• You are the project manager of a software project. This project must be
completed within a year. This is an example of which of the following?
1.Schedule
2.Assumption
3.Constraint
4.Planning Process
• Correct Answers is: 3

Explanation :
C is the correct answer. A project that must be completed by a deadline is
dealing with time constraints. A is incorrect since the condition does not offer a
schedule. B is incorrect because the condition is not an assumption. D is also
incorrect because this is not a planning process.
Questions 2
• You are the project manager of a global project having team members in
the US and India. The client has a budget not exceeding $12 million. Due
to global concerns, the final budget must be in the U.S. dollars. This is
an example of which of the following?
1.Internationalization
2.Budget constraint
3.Management constraint
4.All of the above
• Correct Answers are : 2

Explanation :
B is the correct answer.
• This is an example of a budget constraint. The budget must not exceed $12
million.
•
Questions 3
• You are the project manager for a project to create a new product for the
marketing industry. You recently came to know that a competitor is also
working on a similar project with an additional web-based tool, which
your project does not offer. You initiate a change request to update your
project. This is an example of:
1.A change due to an external event
2.A change due to an error and omission in the initiation phase
3.A change due to an error or omission in the planning phase
4.A change due to a legal issue

Explanation :
A is the correct answer.
• The change is requested to remain competitive with the competition an
external event.
Questions 4
• You are the project manager of a project and you have finished the
project scope according to the plan. For the customer to accept the
project what must happen next?
1.Scope validation should be conducted
2.POC should be assigned
3.Lessons learned should be finalized
4.None of the above

Explanation :
A is the correct answer.
• Scope Validation should be conducted with the customer to get the formal
acceptance of the product.
•
Questions 5
• You are the project manager of a large project. Your project sponsor and
management want portions of the project to be outsourced and you have
been given the responsibility to outsource. The project sponsor and
management have approved you to outsource portions of the project.
Who must ensure that all of the project work is authorized, contracted
properly, and funded?
1.Project sponsor
2.Management
3.Vendor(s)
4.Project Manager

Explanation :
D is the correct answer.
• Project manager has the responsibility to ensure that the project work is
authorized, contracted, and funded.
Next topic:
Project Time Management
Thank You

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Project Scope Management

Enter phase/ Initiating Closing Exit phase/

• Plan Scope Management

“Gold plating” is the process of making small

• There were a lot of false starts

• The sponsor and stakeholders were unpredictable

• There were lot of changes

The goal of Five Scope Planning Processes:

Plan Scope Management

• Scope Management Plan

Input Tools Output

• Analyze the initial requirement in the charter and Project plan

Subsequent Process • 4.2 Develop PM Plan • 5.4 Verify Scope

• Stakeholder Management Plan

The “Collect Requirement”.

Subsequent Process • 4.2 Develop PM Plan • 5.4 Verify Scope

Organization Process Asset:

Define Scope The Scope define

Input Tools Output

Subsequent Process • 4.2 Develop PM Plan

It’s where you create the Work

Work Breakdown Structure for Computer

• There are 2 best practice approaches for creating WBS:

Creating WBS is all about

Decomposition is the most important tool in creating the

The WBS Dictionary

When you create WBS, you usually

When there is a change you

Input Tools Output

There’s no way to predict

Subsequent Process • 4.2 Develop PM Plan

When the team is done, what

Once the deliverables are

Input Tools Output

• Correct Answers is: 3

• Correct Answers are : 2

• Correct Answers are : 1

• Correct Answers are : 1

• Correct Answers are : 4

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