ICT508

IT Project
Management
Topic 3
Scope Management Workshop
WHAT SHOULD BE IN
THE SCOPE?
 WHAT IS OUR EDUSTREAM DELIVERABLE?
A system that provides the following to…
DELIVER WHAT OUR CLIENTS WANT
 High quality educational games &
videos
 On demand solution (Games & Videos)
 Low cost (Value for money)
 No high up-front fee (monthly payments)
 Reliable and quick (even under high
demand – e.g. schools & businesses)
 Run on lots of different platforms
 Material that is good/appropriate
 & many more
DELIVER WHAT WE WANT
 Provide an attractive product (get
more clients - stop losing market share)
 We can make money ($$$)
 Expand our market base (schools,
organisations, individuals-mass market)
 Increase the educational materials
(attractive product)
 Ensure that the system is cost
effective to develop/operate ($$$)
 Deploy quickly (before competitors)
 & many more
 WHAT IS THE EDUSTREAM SCOPE ?
To provide the deliverables we need …
CLIENTS
Redundancy & Load Sharing

Client Application
(CODEC & send requests & control) Redundancy & Load Sharing
Fibre: TCP/IP (RTSP – RTP VIDEO/AUDIO: HTTP/FTP: GAMES)
CODEC H.265/HEVC

System Health Management

Pass-Through FLV/MP4/ETC
Load Sharing
Info Batch Updates &
Fibre User OPEN CONNECT
APPLIANCE DB Replication
User In OR STREAMING
HTTP fo SERVER

CLIENT DB Pass-Through
WEB SERVERS
DATA CENTRE GAMES SERVER
?
 EDUSTREAM TECHNICAL ARCHITECTURE

WS2 - CLIENT WORKSTREAM 1 - MANAGEMENT WS4 – PILOT

CLIENTS SYDNEY
Redundancy & Load Sharing

Client Application
(CODEC & send requests & control) Redundancy & Load Sharing
Fibre: TCP/IP (RTSP – RTP VIDEO/AUDIO: HTTP/FTP: GAMES)
CODEC H.265/HEVC
WS5 – PILOT

System Health Management

Pass-Through FLV/MP4/ETC MELBOURNE
Load Sharing
Info Batch Updates &
Fibre User OPEN CONNECT
APPLIANCE DB Replication
User In OR STREAMING
HTTP fo SERVER

CLIENT DB Pass-Through
WEB SERVERS
DATA CENTRE GAMES SERVER
WS3 – PILOT SITE IN PERTH
BUILDING YOUR WBS
Let’s look at defining the
scope and your WBS

Let’s quickly review this

document
 THE EDUSTREAM WORKSTREAMS
1. Management
2. Client Software
3. Pilot 1 (Perth)
4. Pilot 2 (Sydney)
5. Pilot 3 (Melbourne)
6. Service Desk
7. Level 2/3 Support
8. Datacentres
9. Procurement & Prep of Media
10. Training
THE EDUSTREAM ELEMENTS & WPs
1. Management 1.1 Develop Submission to Board 22 Feb –31
Mar 23
1.2 Deliver the Submission to the Board 31 Mar 23
1.3 Board Assessment & Decision 31 Mar –
23 Apr
1.4 Planned formal project start date 26 Apr 23
22 Feb –21
1.5 Request for Tender
Jun 23
1.5.1 Develop Tender Documents 22 Feb – 3 Apr

1.5.2 Release Tender to Companies 3 Apr

1.5.3 Companies develop responses 5 Apr – 30 Apr
1.5.4 Tender Evaluation 3 May – 28 May
1.5.5 Contract Negotiations 31 May – 9 Jun (days of slack)

1.5.6 Contract Signature 21 Jun 23

1.6 Legals 22 Feb –
1.6.1 Develop Terms & Conditions 22 Feb – 2 Apr 11 Jun 23
1.6.2 Review variations to Ts&Cs 3 May – 28 May
1.6.3 Contract Negotiations 31 May – 9 Jun (days of slack)
 THE EDUSTREAM ELEMENTS & WPs
1. Management
1.7 Administration 26 Apr 23
– 3 Jun 24

1.8 Knowledge Management 26 Apr 23

– 3 Jun 24

1.9 Documentation 26 Apr 23

– 3 Jun 24

1.10 Finances 26 Apr 23

– 3 Jun 24

1.11 Meetings 26 Apr 23

Insert these tasks into – 3 Jun 24
your WBS but make
them inactive 1.12 Reports 26 Apr 23
– 3 Jun 24
 THE EDUSTREAM WORKSTREAMS
1. Management
2. Client Software
3. Pilot 1 (Perth)
4. Pilot 2 (Sydney)
5. Pilot 3 (Melbourne)
6. Service Desk
7. Level 2/3 Support
8. Datacentres
9. Procurement & Prep of Media
10. Training
 THE EDUSTREAM ELEMENTS & WPS
22 Feb –
2. Client Software 2.1 Preliminary Design 21 Jun 23
21 Jun –
2.2 Software/System Design
29 Aug 23
2.3 Test Hardware Procurement 21 Jun –
CLIENTS 29 Aug 23
2.3.1 Environments Identification 21 Jun – 2 July 23

2.3.2 Procurement of Hardware 5 July – 13 Aug 23

2.3.3 Unit Testing of Hardware 12 July – 13 Aug 23

Client Application 2.3.4 Finalise Technical Design 29 Aug 23

(CODEC & send requests & control)
2.4 Client Software Development 29 Aug –
& Prototyping (Agile) 9 Nov 23
18 Sep –
2.5 Testing
9 Jan 24
2.5.1 Integration Testing 18 Sep – 27 Oct 23
Note the linkage with 2.5.2 Client/Web Server System Test 11 Oct – 30 Oct 23
Workstream 3 (Pilot 2.5.3 Complete Integration-Sys Test 9 Nov 23
Perth) 2.5.4
2.5.5
System Testing
Acceptance Testing
9 Nov – 20 Nov 23
6 Dec – 9 Jan 24

2.5.6 Complete Acceptance Testing 9 Jan 24

 THE EDUSTREAM WORKSTREAMS
1. Management
2. Client Software
3. Pilot 1 (Perth)
4. Pilot 2 (Sydney)
5. Pilot 3 (Melbourne)
6. Service Desk
7. Level 2/3 Support
8. Datacentres
9. Procurement & Prep of Media
10. Training
THE EDUSTREAM ELEMENTS & WPS
3. Pilot 1 (Perth) 3.1 Preliminary Design 22 Feb – 21 Jun 23

3.2 Web Server 21 Jun – 30 Oct 23

3.2.1 Hardware 21 Jun – 13 Aug 23

3.2.1.1 Design 21 Jun – 10 July 23

3.2.1.2 Procurement 12 July – 7 Aug 23

WEB SERVERS 3.2.1.3 Unit Testing of Hardware 19 July – 14 Aug 23

3.2.2 Software 21 Jun – 29 Oct 23

3.2.2.1 Design 21 Jun – 10 July 23

3.2.2.2 Design & Prototyping 12 July – 29 Aug 23

3.2.2.3 Finalise Technical 29 Aug 23

design 30 Aug – 30 Oct 23

3.2.2.4 Development (Agile) 26 July – 30 Oct 23

3.2.2.5 Integration Testing 11 Oct – 30 Oct 23

3.2.2.6 Client/Server
Integration Testing
THE EDUSTREAM ELEMENTS & WPS
3. Pilot 1 (Perth) 3.3 Client Database 21 Jun – 9 Nov 23

3.3.1 Hardware 21 Jun – 29 Aug 23

3.3.1.1 Design 21 Jun – 10 July 23

3.3.1.2 Procurement 12 July – 21 Aug 23

3.3.1.3 Unit Testing of 2 Aug – 28 Aug 23

Hardware

CLIENT DB 3.3.2 Software 21 Jun – 9 Nov 23

3.3.2.1 Design 21 Jun – 10 July 23

3.3.2.2 Environment 12 July – 24 July 23

Procurement (Licenses)
3.3.2.3 Design & Prototype 12 July – 29 Aug 23

3.3.2.4 Finalise Technical Design 29 Aug 23

3.3.2.5 Development (Agile) 30 Aug – 30 Oct 23

3.3.2.6 Integration Testing 2 Aug – 9 Nov 23

3.3.2.7 Client/Server Integration 11 Oct – 30 Oct 23

Testing
THE EDUSTREAM ELEMENTS & WPS
3. Pilot 1 (Perth) 3.4 OCA/Video Server 21 Jun – 9 Nov 23

3.4.1 Hardware 21 Jun – 21 Aug 23

3.4.1.1 Design 21 Jun – 10 July 23

3.3.1.2 Procurement 12 July – 21 Aug 23

OPEN CONNECT 3.4.1.3 Unit Testing of Hardware 26 July – 21 Aug 23

APPLIANCE
OR VIDEO
STREAMING 3.4.2 Software 21 Jun – 9 Nov 23
SERVER 3.4.2.1 Design 21 Jun – 10 July 23

3.4.2.2 Design & Prototype 12 July – 29 Aug 23

3.4.2.3 Finalise Technical Design 29 Aug 23

3.4.2.4 Development (Agile) 30 Aug – 30 Oct 23
3.4.2.5 Integration Testing 2 Aug – 9 Nov 23
3.4.2.6 Client/Server 11 Oct – 30 Oct 23
Integration Testing
THE EDUSTREAM ELEMENTS & WPS
3. Pilot 1 (Perth) 3.5 Games Server 21 Jun – 9 Nov 23

3.5.1 Hardware 21 Jun – 21 Aug 23

3.5.1.1 Design 21 Jun – 10 July 23

3.5.1.2 Procurement 12 July – 21 Aug 23

3.5.1.3 Unit Testing of Hardware 26 July – 21 Aug 23

GAMES SERVER
3.5.2 Software 21 Jun – 9 Nov 23
3.5.2.1 Design 21 Jun – 10 July 23

3.5.2.2 Design & Prototype 12 July – 29 Aug 23

3.5.2.3 Finalise Technical Design 29 Aug 23

3.5.2.4 Development (Agile) 30 Aug – 30 Oct 23
3.5.2.5 Integration Testing 2 Aug – 9 Nov 23
3.5.2.6 Client/Server 11 Oct – 30 Oct 23
Integration Testing
THE EDUSTREAM ELEMENTS & WPS
3. Pilot 1 (Perth) 3.6 System Health Management 21 Jun – 9 Nov 23

3.6.1 Hardware 21 Jun – 21 Aug 23

3.6.1.1 Design 21 Jun – 10 July 23

3.6.1.2 Procurement 12 July – 21 Aug 23

3.6.1.3 Unit Testing of Hardware 26 July – 21 Aug 23

3.4.2 Software 21 Jun – 9 Nov 23

3.6.2.1 Design 21 Jun – 10 July 23

3.6.2.2 Design & Prototype 12 July – 29 Aug 23

3.6.2.3 Finalise Technical Design 29 Aug 23

3.6.2.4 Development (Agile) 30 Aug – 30 Oct 23
3.6.2.5 Integration Testing 2 Aug – 9 Nov 23
THE EDUSTREAM ELEMENTS & WPS
3. Pilot 1 (Perth) 3.7 Complete Integration Testing 9 Nov 23
9 Nov – 20 Nov 23
3.8 System Testing
15 Nov – 1 Dec 23
3.9 Rectification
22 Nov – 4 Dec 23
3.10 Beta 1 (Perth) Set to Work

3.11 Beta 1 (Perth) Goes Live 4 Dec 23

3.12 Acceptance Testing 6 Dec – 9 Jan 24

3.13 Complete Acceptance Testing 9 Jan 24

 THE EDUSTREAM WORKSTREAMS
1. Management
2. Client Software
3. Pilot 1 (Perth) Do this for the rest of
4. Pilot 2 (Sydney) the Workstreams
Pilot 3 (Melbourne)
5.
(The ‘How to Develop Your
6. Service Desk WBS’ Table and the
7. Level 2/3 Support following diagram will help)
8. Datacentres
9. Procurement & Prep of Media
10. Training
 IDENTIFYING THE REST OF
THE WBS WSs & ELEMENTS
 Look in the Topic 3 Lecture Handout –
Find the ‘Hierarchical WBS: As a
Table’ - This gives WS4 & WS5
 For the remainder look in the
following diagram (Available under
Topic 3 in the LMS: ‘EduStream Project
Implementation Timeline’
 EduStream Timeline Overview
Board Submission Formal Start Engage Contractors
WS1 - Management Initiation
RFT Process & Legals Management (Legals, Administration, Documentation, Finances, Meetings, Reports)
31/3/23 26/4/23 21/06/23
Finalise Tech Design Sys Test Go Live Complete AT
WS2 – Client Software Preliminary Development/Design Design/Prototype/Test
Design/Procure/Test
Develop & Test
Rectify AT
29/8/23 9/11/23 4/12/23 9/1/24
Finalise Tech Design Sys Test Go Live Complete AT
WS3 – Pilot 1 (Perth) Preliminary Development/Design Design/Prototype/Test
Procure & Test
Develop & Test
STW AT
29/8/23 9/11/23 4/12/23 9/1/24
Sys Test Go Live Complete AT
WS4 – Pilot 2 (Sydney) Rectify
Procure & Test STW AT
9/1/24 9/2/24 29/2/24 Full Market
Sys Test Go Live Opening
WS5 – Pilot 3 (Melbourne) Rectify & Test
Procure & Test Rectify
Rectify
STW AT 29/4/24
9/3/24 17/4/24
Service Desk Contract Signature Go Live
WS6 – Service Desk Identify Requirements

Investigate SD Options ID Best SD

Develop SDMS Materials
Negotiations STW
SDMS Updates & Rectifications
Deliver SD Support
8/9/23 23/11/23
Go Live
WS7 – Level 2/3 Support Develop the Knowledge Base
Engage Level 2/3 Support Staff Train Support Staff
Provide Level 2/3 Support Services
Develop/Evolve the Knowledge Base
Transition to
Operations
4/12/23 29/4/24
Datacentre Contract Signature Beta 1 Go Live Beta 2 Go Live Beta 3 Go Live
WS8 – Datacentres Identify Requirements

Investigate DC Options
Develop DC Cookie Cutter Design & Implementation Plan

Negotiations P&T STW DCMS & DC

Manage and Maintain DC Systems
STW STW
Transition to
Operations
26/9/23 4/12/23 5/2/24 15/4//24 29/4/24
Media available for testing
WS9 – Procure/Prep Media Transition to
Rationalise
Existing Media
Identify Target Markets Engage & Negotiate with Media Providers Convert media as necessary (update builds as required)
Identify Additional Media Requirements Convert media as necessary Operations
18/9/23 29/4/24

WS10 – Training Develop Training Material

Train Marketing
Staff
Update Training Material & Train Stakeholders Transition to
Operations
29/4/24
Commence Marketing
WS11 – Marketing Develop Marketing Material Explain new product to existing clients & Seek Beta Participation
Explain new product to new clients & Seek Beta Participation
Transition to
Operations
6/9/23 29/4/24
Formal
WS12 – Closure Pilot
Close
3/6/24

FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
2023 2023 2023 2023 2023 2023 2023 2023 2023 2023 2023 2024 2024 2024 2024 2024 2024

Management Development & testing A/R System Testing General Activities

COLOUR KEY Design (Prototype A/R) Procure & Testing A/R Acceptance Testing Set to Work
Let’s look at an example

THE PROJECT
Question 4:
From the options provided for this multiple choice question within

MANAGEMENT PLAN
the Quiz, select the one that best illustrates some of the key types
of information that you might find in a WBS dictionary. Hint: If
you have any doubts about this question, review the WBS
dictionary slide provided in the Topic 3 lecture material.
 HOW SHOULD IT BE STRUCTURED?
 A generalised template has been provided

Let’s have a quick look

at the template
PMP ORG CHART
(SECTION 3.2)
 EDUSTREAM TEAM ORGANISATION
Board
CEO
CIO Project Sponsor
PM You

Marketing Service Project

Technical Teams Datacentre
(Mkt Manager) Desk Office
Sales Team OCA Team Web Team • Admin/Finance
• Streaming Tech • User Interface • Legal
• Media File • System interfaces • Procurement
Conv Client DB Team • Security Advisor
• Batch Update • Development Telcos • QA/QC (Testing)
• Interfaces • System interfaces & Risk Mgmt
Games Srvr Team • DR & Replication • DC (Knowledge
Client SW Team Security Base/WIKI))
User QA/QC & Testing • FAQ web site
System Health • Training
Groups • Content Expert
Management
(Beta Testers) • Escalation Team
(Lvl 2/3)
Question 5:


UNIT PROJECT
Select the option from the multiple choice question in the Quiz
that answers the following question.
What is Scope Creep and what are some of the key issues that

 MILESTONES
can cause this to happen?
Hint: From the four options select the one that answers this
question most effectively.
 PRIOR TO THE NEXT SESSION
 Read Schwalbe – Chapter 6
 Complete the Project Charter
 Develop the first draft of your PMP
 Develop your first draft of the WBS in
MS Project (Covering 2 to 4 levels)
 Be prepared to discuss all of the
above during Topic Week 4
 ASSIGNMENT TWO - GROUPS
 Have a look at the Project
Team Charter info (in the LMS)

 Start organising your group of

5 or 6 members
 Complete your Planning prior
to Week 8 (you will need to
have a meeting to do this) Drafting in
Project Plan
Teams
 ANY
QUESTIONS