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Tuesday, August 1 11:00 AM

8/1/2020
PROJECT SCOPE MANAGEMENT

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R E P O R T E R S
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 Objectives x
Objectives The quick brown fox jumps over the lazy
dog. The quick brown fox jumps over the
lazy dog. The quick brown fox jumps over
the lazy dog. The quick brown fox jumps
over the lazy dog. The quick brown fox
Opening Case jumps over the lazy dog.

The quick brown fox jumps over the lazy

dog. The quick brown fox jumps over the
lazy dog. The quick brown fox jumps over
Introduction
the lazy dog. The quick brown fox jumps
over the lazy dog. The quick brown fox
jumps over the lazy dog.

Planning Scope
Management
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Project Scope Management 8/1/2020
 Opening Case x
Objectives

Opening Case

Introduction

Planning Scope
Management
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Project Scope Management 8/1/2020
 Objectives

Pr oc e sses:
Six Mai
n What is Project Sc
ope
in g Sc ope Management?
Opening Case 1.Plann t Project scope mana
gement includes
en
Managem ting
the processes invo
lved in defining
ec
2. Coll nts and controlling
what work is or is
me
require ng Scope a project. It ensu
not included in
ni
3. Defi t project team and s
res that the
en takeholders have
Introduction Managem ng the WBS the same understan
ding of what
ti
4. Crea ting Scope products the proje
ct will produce
da
5. Vali lling Scope and what processes
the project
ro
6. Cont team will use to pr
oduce them

Planning Scope
Management
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Project Scope Management 8/1/2020
 Planning Scope Management x
Objectives The first step in project scope
management is planning how the scope
will be managed throughout the life of
the project. After reviewing the
project management plan, the project
Opening Case
charter, enterprise environmental
factors, and organizational process
assets, the project team uses expert
judgment and meetings to develop two
Introduction important outputs: the scope
management plan and the requirements
management plan.

Planning Scope
Management
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Planning Scope Management 8/1/2020
 Scope Management Plan x
Planning Scope It can be informal and broad or
Management formal and detailed, based on the needs of
the project. A scope management plan
includes the following
information:
Collecting • How to prepare a detailed project scope
Requirements statement
• How to create a WBS
• How to maintain and approve the WBS
• How to obtain formal acceptance of the
Defining
completed project deliverables
Scope
• How to control requests for changes to
the project scope

Creating the Work

Breakdown Structure
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Planning Scope Management
8/1/2020
 Requirement Management Plan x

Planning Scope Another important output of planning

Management scope management is the requirements
management plan. The 1990 IEEE
Standard Glossary of Software
Engineering Terminology defines a
requirement as follows:
Collecting
“1. A condition or capability needed
Requirements
by a user to solve a problem or
achieve an objective.
2. A condition or capability that
must be met or possessed by a system
Defining or system component to satisfy a
Scope contract, standard, specification, or
another formally composed document.”1
3. A documented representation of a
condition or capability as in 1 or 2.
Creating the
Work Breakdown
Structure
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Planning Scope Management 8/1/2020
 Requirement Management Plan x

Planning Scope A requirements management plan can include the

Management following information:
How to plan, track, and report requirements
activities
Collecting • How to perform configuration management
Requirements
activities
• How to prioritize requirements
• How to use product metrics
Defining • How to trace and capture attributes of
Scope requirements

Creating the
WBS
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Planning Scope Management 8/1/2020
 Collecting Requirements x
The second step in project scope management is often the
Planning Scope most difficult: collecting requirements. A major
Management
consequence of not defining requirements well is rework,
which can consume up to half of the project costs,
especially for software development projects.
Collecting
Requirements

Defining
Scope

Creating the
WBS
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Collecting Requirements 8/1/2020
 OBJECTIVES x

Planning Scope A requirements management plan can include the

Management following information:
How to plan, track, and report requirements
activities
Collecting • How to perform configuration management
Requirements
activities
• How to prioritize requirements
• How to use product metrics
Defining • How to trace and capture attributes of
Scope requirements

Creating the
WBS
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Collecting Requirements 8/1/2020
 Collecting Requirements x

Planning Scope In addition to preparing requirements documentation as an

Management output of collecting requirements, project teams often
create a requirements traceability matrix. A requirements
traceability matrix (RTM) is a table that lists
requirements, their various attributes, and the status of
Collecting the requirements to ensure that all are addressed.
Requirements

Defining
Scope

Creating the
WBS
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Collecting Requirements 8/1/2020
 DEFINING SCOPE x

Planning Scope The next step in project scope management is to

Management
provide a detailed definition of the work
required for the project. Good scope definition
is very important to project success because it
Collecting helps improve the accuracy of time, cost, and
Requirements resource estimates, it defines a baseline for
performance measurement and project control, and
it aids in communicating clear work
Defining responsibilities. The main tools and techniques
Scope used in defining scope include expert judgment
product analysis, alternatives generation, and
facilitated workshops.
Creating the
WBS
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Defining Scope 8/1/2020
 Defining Scope x

Planning Scope
Key inputs for
Management preparing the project
scope statement include
the project charter,
The scope management
plan, requirements
Collecting documentation, and
Requirements organizational process
assets such as policies
and procedures related
to scope statements, as
Defining well as project files
Scope and lessons learned
from previous, similar
projects

Creating the
WBS
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Defining Scope 8/1/2020
 x

Planning Scope
Management

Collecting
Requirements

Defining
Scope

Creating the
WBS
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Defining Scope 8/1/2020
 CREATING THE WORK BREAKDOWN STRUCTURE x

Planning Scope
Management
A work breakdown structure (WBS) is a
deliverable Oriented grouping of the work
involved in a project that defines its
Collecting
total scope
Requirements

Defining
Scope

Creating the
WBS
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Creating the WBS 8/1/2020
 CREATING THE WORK BREAKDOWN STRUCTURE x

Planning Scope The project scope management plan, scope

Management
statement, requirements documentation,
enterprise environmental factors, and
organizational process assets are the primary
Collecting inputs for creating a WBS. The main tool or
Requirements technique is decomposition—that is, subdividing
project deliverables into smaller pieces. The
outputs of the process of creating the WBS
Defining are the scope baseline and project documents
Scope updates. The scope baseline includes the
approved project scope statement and its
associated WBS and WBS dictionary.
Creating the
WBS
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Creating the WBS 8/1/2020
 OBJECTIVES x

Planning Scope
Management

Collecting
Requirements

Defining
Scope

Creating the
Work Breakdown
Structure
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Creating the WBS 8/1/2020
 Approaches to Developing Work Breakdown Structures x

Planning Scope
Management

Using Analogy Top-down Bottom-up Mind-mapping

Guidelines Approach Approach approach Approach
Collecting
Requirements

Defining
Scope

Creating the
WBS
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Creating the WBS 8/1/2020
 TOPICS x

Planning Scope
Management

Using Analogy Top-down Bottom-up Mind-mapping

Guidelines Approach Approach approach Approach
Collecting
Requirements Using Guidelines x
If guidelines exist for developing a WBS, it is
Defining very important to follow them. Some
Scope organizations— the U.S. Department of Defense
(DOD), for example—prescribe the form and
content for WBSs for particular projects.
Creating the
WBS
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Creating the WBS 8/1/2020
 TOPICS x

Planning Scope
Management

Using Analogy Top-down Bottom-up Mind-mapping

Guidelines Approach Approach approach Approach
Collecting
Requirements Analogy Approach x
In the analogy approach,
Defining
Scope
you use a similar project’s WBS as a
starting point.

Creating the
WBS
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Creating the WBS 8/1/2020
 TOPICS x

Planning Scope
Management

Using Analogy Top-down Bottom-up Mind-mapping

Guidelines Approach Approach approach Approach
Collecting
Requirements Top-down Approach x
To use the top-down approach, start with the
Defining largest items of the project and break them into
Scope subordinate items. This process involves
refining the work into greater and greater
levels of detail.
Creating the
WBS
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Creating the WBS 8/1/2020
 TOPICS x

Planning Scope
Management

Using Analogy Top-down Bottom-up Mind-mapping

Guidelines Approach Approach approach Approach
Collecting
Requirements Bottom-up approach x
In the bottom-up approach, team members first
Defining identify as many specific tasks related to the
Scope project as possible. They then aggregate the
specific tasks and organize them into summary
activities, or higher levels in the WBS.
Creating the
WBS
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Creating the WBS 8/1/2020
 TOPICS x

Planning Scope
Management

Using Analogy Top-down Bottom-up Mind-mapping

Guidelines Approach Approach approach Approach
Collecting
Requirements Mind-mapping Approach x
Some project managers like to use mind mapping
Defining to help develop WBSs. As described in Chapter 4
Scope during the discussion of SWOT analysis, mind
mapping is a technique that uses branches
radiating from a core idea to structure thoughts
Creating the and ideas.
WBS
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Creating the WBS 8/1/2020
 TOPICS x

Planning Scope
Management

Using Analogy Top-down Bottom-up Mind-mapping

Guidelines Approach Approach approach Approach
Collecting
Requirements Mind-mapping Approach x

Defining
Scope

Creating the
WBS
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Creating the WBS 8/1/2020
 The WBS Dictionary x

Planning Scope A WBS dictionary is a document that

Management
provides detailed information about
each WBS item. The format of the WBS
Collecting dictionary can vary based on project
Requirements
needs. It might be appropriate to
have a short paragraph describing
Defining each work package. For a more complex
Scope
project, an entire page or more might
be needed for each of the work
Creating the
WBS
package descriptions.
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Creating the WBS 8/1/2020
 The WBS Dictionary x

Planning Scope
Management

Collecting
Requirements

Defining
Scope

Creating the
WBS
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Creating the WBS 8/1/2020
 Advice for Creating a WBS and WBS Dictionary x
• A unit of work should appear at only one place in the WBS.
Planning Scope • The work content of a WBS item is the sum of the WBS items
Management
below it.
• WBS item is the responsibility of only one person, even though
many people might be working on them.
• The WBS must be consistent with the way work actually will be
Collecting performed; it should serve the project team first, and serve
Requirements other purposes only if practical.
• Project team members should be involved in developing the WBS
to ensure consistency and buy-in.
• Each WBS item must be documented in a WBS dictionary to ensure
Defining an accurate understanding of the scope of work included and not
Scope included in that item.
• The WBS must be a flexible tool to accommodate inevitable
changes while properly maintaining control of the work content
in the project according to the scope statement
Creating the
WBS
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Creating the WBS 8/1/2020
 Validating Scope x
• involves formalizing acceptance of the project
Validating deliverables. Key project stakeholders, such as the
Scope customer and sponsor for the project, inspect and then
formally accept the deliverables during this process. If
the deliverables are not acceptable, the customer or
sponsor usually requests changes.
Controlling • Some project teams know from the start that the scope is
Scope very unclear and that they must work closely with the
project customer to design and produce various
deliverables. In this case, the project team must develop
a process for scope validation that meets unique project
needs. Careful procedures must be developed to ensure
that customers are getting what they want and that the
project team has enough time and money to produce the
desired products and services.
• Even when the project scope is fairly well defined, many
IT projects suffer from scope creep—the tendency for
project scope to keep getting bigger and bigger

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Validating the Scope 8/1/2020
 Validating Scope x

Validating
Scope

Controlling
Scope

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Validating the Scope 8/1/2020
 x

Validating
Scope

Controlling
Scope

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Validating the Scope 8/1/2020
 Validating Scope x

Validating Scope validation involves formal acceptance

Scope
of the completed project deliverables. This
acceptance is often achieved by a customer
inspection and then sign-off on key
Controlling
Scope
deliverables. To receive formal acceptance of
the project scope, the project team must
develop clear documentation of the project’s
products and procedures to evaluate whether
they were completed correctly and
satisfactorily.

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Validating the Scope 8/1/2020
 Validating Scope x

Validating
Scope The scope management plan, scope baseline,
requirements documentation, requirements
traceability matrix, validated deliverables, and
work performance data are the main inputs for scope
Controlling validation. The main tools for performing scope
Scope validation are inspection and group decision-making
techniques. The customer, sponsor, or user inspects
the work after it is delivered and decides if it
meets requirements. The main outputs of scope
validation are accepted deliverables, change
requests, work performance information, and project
documents updates.

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Validating the Scope 8/1/2020
 x

Validating
Scope

Controlling
Scope

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Validating the Scope 8/1/2020
 Controlling Scope x

Validating • involves controlling changes to project scope

Scope throughout the life of the project—a challenge on many
IT projects. Scope changes often influence the team’s
ability to meet project time and cost goals, so project
managers must carefully weigh the costs and benefits of
Controlling scope changes. The main outputs of this process are work
Scope performance information, change requests, and updates to
the project management plan, project documents, and
organizational process assets.
• Scope control involves managing changes to the project
scope while keeping project goals and business strategy
in mind. Users often are not sure how they want screens
to look or what functionality they will need to improve
business performance. Developers are not exactly sure
how to interpret user requirements, and they also have
to deal with constantly changing technology.

11:00 AM
Controlling Scope 8/1/2020
 Controlling Scope x

Validating
Scope • The goal of scope control is to influence the factors
that cause scope changes, to ensure that changes are
processed according to procedures developed as part of
integrated change control, and to manage changes when
they occur.
Controlling
• An important tool for performing scope control is
Scope
variance analysis.
• Variance is the difference between planned and actual
performance.

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Controlling Scope 8/1/2020
 x

Validating
Scope

Controlling
Scope

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Controlling Scope 8/1/2020
 Suggestions for Reducing Incomplete and x
Changing Requirements
• Develop and follow a requirements management process
that includes procedures for determining initial
Validating
Scope requirements.
• Employ techniques such as prototyping, use case
modeling, and Joint Application Design to understand
user requirements thoroughly.
 . Prototyping involves developing a working replica
Controlling of the system or some aspect of the system.
Scope  . Use case modeling is a process for identifying and
modeling business events, who initiated them, and
how the system should respond to them.
 Joint Application Design (JAD) uses highly organized
and intensive workshops to bring together project
stakeholders—the sponsor, users, business analysts,
programmers, and so on—to jointly define and design
information systems.
• Put all requirements in writing and keep them current
and readily available. Several tools are available to
automate this function.
11:00 AM
Controlling Scope 8/1/2020
 Suggestions for Reducing Incomplete and x
Changing Requirements

Validating
Scope • Create a requirements management database for
documenting and controlling requirements. Computer
Aided Software Engineering (CASE) tools or other
technologies can assist in maintaining a repository
Controlling for project data.
Scope • Provide adequate testing to verify that the
project’s products perform as expected. Conduct
testing throughout the project life cycle.
• Use a process for reviewing requested requirements
changes from a systems perspective.
• Emphasize completion dates.
• Allocate resources specifically for handling change
requests.

11:00 AM
Controlling Scope 8/1/2020
 Using Software to Assist in Project Scope x
Management

Validating • Project managers and their teams can use several

Scope types of software to assist in project scope
management.
• Project management software helps you develop a WBS,
which serves as a basis for creating Gantt charts,
Controlling assigning resources, allocating costs, and
Scope performing other tasks. You can also use the
templates that come with various project management
software products to help you create a WBS for your
project.
• Projects, organizations must plan scope management,
collect the requirements and define the scope of the
work, break down the work into manageable pieces,
validate the scope with project stakeholders, and
manage changes to project scope.

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Controlling Scope 8/1/2020
 Using Software to Assist in Project Scope x
Management

Validating
Scope

Controlling
Scope

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Controlling Scope 8/1/2020
Introduction
A work bre
es akdown str
n process (WBS) is a ucture
The mai
deliverabl
oriented g e-
rouping of
:
include g scope work invol
ved in a p
the
n roject
• planni nt
that defin
es its tot
e scope. The al
managem g
Objectives WBS forms
basis for the
c o l le c t in planning a
nd
• en t s, managing p
roject sch
r e m
requi s c o p e, costs, res
ources, an
edules,
i n g d
• defin g the WBS,
changes. Y
ou cannot
in project ma use
• c r e a t o p e, nagement s
Topics g s c without fi oftware
v a l i d atin ope
rst creati
ng a
• i n g s c good WBS.
c o n t r ol l is a docum
A WBS dict
ionary
• ent that p
detailed i rovides
nformation
each WBS i about
tem.
Summary

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Insert Topic Title 8/1/2020
Introduction

Validating
l scope
a r e severa o ping a involves f
Objectives Th e r e d ev el ormal
o a c hes for acceptance
app r of the
, in cluding nes, completed
WB S
guideli , project
• us i ng
g y a pproach deliverabl
es.
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• the ana own approach Controllin
e top-d proach
, g scope
• t h -u p a p involves c
e bottom ontrolling
Topics • th
d m a p ping. changes to
and mi
n the projec
• t
scope.

Summary

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Insert Topic Title 8/1/2020
Introduction

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Summary

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Introduction

Objectives

Topics
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Introduction

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