Scope Management | Project Management | Accountability

Project management training series

No.

1

KhoaNT

Project mangement knowledge area

SCOPE MANAGEMENT
June 2012 WO Department

BEFORE WE START

Human Resources

9

Project Management Knowledge Area Scope

Communication

Procurement

Integration

Quality

Cost Risk

Time

BEFORE WE START

Human Resources

9

Project Management Knowledge Area

SCOPE

Communication

Procurement

Integration

Quality

Cost Risk

Time

BEFORE WE START Initiating 5 Project Management Process Group Monitor & Controlling Planning Executing Closing .

BEFORE WE START Initiating 5 Project Management Process Group Monitor & Controlling Planning Executing Closing .

BEFORE WE START • Learning objectives – Figuring out what is scope management in project management and why we need to perform this – Learn how to do it right through many practical example and best practices .

TABLE OF CONTENTS (est. 2 hours) 1 2 3 4 5 CHAPTER 01 What is project scope? Knowledge CHAPTER 02 Why is project scope important? CHAPTER 03 How to manage project scope? Summary Implementation References .

What is project scope? “ What is the term project scope in project management? ” .

1. What is project scope? • Product scope – Means the features and functions of the product or service that you and your team are building .

1. What is project scope? • Project scope – All the work that need to be done to make the project done .

1. What is project scope? • Project scope – All the work that need to be done to make the project done “ THIS is a big part of what the project manager is concerned with… the work the team has to do ” .

1. What is project scope?

• Project scope
– Deals with the client's requirements for function, capacity, and content is defined as follows

“ The bounded set of verifiable end products,
deliverables, or outputs that the project team undertakes to provide to the client (the owner or sponsor) of the project ”

1. What is project scope?

• Project scope: eg. Build a customer website
Server
Planning Marketing Coding Content Graphic UI Operation Testing Forum Maintenance

Deployment

1. What is project scope?

• Project scope: eg. Build a customer website
Server
Planning Marketing Coding Content Graphic UI Operation Testing Forum
Bounded set

Deployment

Maintenance

not scope to avoid missed understanding to product scope or the others ” . What is project scope? • Project scope: “ Using the explicit term project scope.1.

1. risk or resources ” . What is project scope? • Scope creep – Means uncontrolled changes that cause the team to do extra work “ Changes went in without any bothering to figure out what effect they’d have on project’s time. quality. scope.

1. What is project scope? • So we must get familiar with – Product scope – Project scope – Scope creep .

1. What is project scope? • Quick exercise: – Product scope vs. Project scope .

Why is project scope important? “ How much does project scope affect to the success of a project? ” .

2. Why is project scope important? • Fast facts Brodkorb’s report “ On a survey of several thousand people in the gas and electric utility industry and its major suppliers. in the frequency of responses “ Cleland and Kerzner’s report “ Among interviewees in their investigation of critical success factors. exceeded only by unrealistic projections of anticipated cost and schedule performance. the prime indicator of project success for the majority of both executives (62 percent) and project managers (75 percent) was "performance" (meaning meeting objectives and user or client satisfaction) ” . An inadequate "definition of requirements (scope)" is ranked as the second most difficult obstacle to project success.

unclear definition of goals. accounting for 50 percent of the reported instances. and was present to almost the same level for all structures“ . plans.2. Why is project scope important? • Fast facts Gobeli and Larson’s survey “From a survey of 1. Within this category. objectives. or design was the predominant planning problem. show that planning problems were cited as the most frequent barrier to success. scope.484 respondents working in a variety of project structures.

lack of knowledge of the expected project output.2. An insufficient definition of the nature and configuration of the desired end product. and failure to manage changes in product configuration are described as management errors that drive up the originally estimated volume of work and consequently cause cost overruns ” . identify the failure to manage scope as a probable cause. Genest et al. Why is project scope important? • Fast facts Genest’s examining “ In examining the reasons why cost and schedule overruns are experienced on software development projects.

2. Why is project scope important? “ Project Scope Management Important but Neglected ” :| .

2. Why is project scope important? “ Project Scope Management Important but Neglected ” Main factor cause project to fail! :( .

Why is project scope important? • Project scope can help – Avoid building any thing we do not intend to – Figuring out what will be done(and nothing else!) – Manage changes .2.

How to manage project scope? “ See it(project scope) in action ” .

How to manage project scope? • Firstly we need “ Scope management plan ” .3.

3. How to manage project scope? • Scope Management Plan will describes: – How to write down the scope – Make sure scope is right – Keep scope up to date .

How to manage project scope? • The process Scope management process Process Output Collect requirements Requirements documents Define Create Verify project scope WBS project scope Project scope statement WBS.3. WBS dictionary Acceptance deliverables Change requests Control project scope .

3. How to manage project scope? • In action HOW TO? Collect requirements Define scope Control scope Track progress Manage changes Create WBS Verify scope .

3. How to manage project scope? • In action HOW TO? PLANNING MONITORING & CONTROLLING Collect requirements Define scope Control scope Track progress Manage changes Create WBS Verify scope .

3. How to manage project scope? • In action HOW TO? Collect requirements Define scope Control scope Track progress Manage changes Create WBS Verify scope .

How to manage project scope? • Collect requirements – Project Charter – Stakeholder Register .3.

3. How to manage project scope? • Collect requirements – Find out all of stakeholder’s need – Then write down to ensure: what to build. requirements can be measurable and tracked .

How to manage project scope? • Collect requirements: tools – *Interview: one-to-one – *Focus group: group of people discuss their needs – Facilitated workshops: more structured group with a moderator .3.

changes group…-> categorize ideas – *Prototype . How to manage project scope? • Collect requirements: tools – *Questionaire – *Affinity diagram: group ideas using Post-it on wall.3. move ideas around.

3. How to manage project scope? • Collect requirements: tools – Brainstorming – Mind Maps – Nominal Group: write most vote to rank – Delphi: anonymous idea .

How to manage project scope? • Quick exercise: – Collecting Requirement Techniques .3.

How to manage project scope? • Collect requirements: problem “ Problem arise when there are so many stakeholders. How can you decide? ” ? .3. means a lot of opions.

means a lot of opions.3. How can you decide? ” :) ? “ Decision-making techniques ” – – – – Unanimity: everyone same decision Majority: more than ½ Plurality: most vote wins Dictatorship: he is king . How to manage project scope? • Collect requirements: problem-solved “ Problem arise when there are so many stakeholders.

3. How to manage project scope? • Collect requirements: problem-solved – Requirements decision making .

3. How to manage project scope? • Collect requirements: ouput .

How to manage project scope? • Collect requirements: ouput .3.

Quality attributes) eg. reliability . How to manage project scope? • Collect requirements – Funtional requirement: features. behaviors – Non-functional requirement: not a specific features (aka. bug fixes. performance.3.

How to manage project scope? • In action HOW TO? Collect requirements Define scope Control scope Track progress Manage changes Create WBS Verify scope .3.

3. How to manage project scope? • Define scope: input – Project Charter – Organizational Process Assets – Requirement Documents .

3. How to manage project scope? • Define scope: tools – Facilitated workshops – Product analysis – Alternatives identification – Expert judgement .

3. How to manage project scope? • Define scope: tools -> example – Alternatives identification .

3. How to manage project scope? • Define scope: project scope statement .

Scope Statement .3. How to manage project scope? • Quick exercise: – Scope statement – Requirements vs.

3. How to manage project scope? • In action HOW TO? Collect requirements Define scope Create WBS Verify scope Control scope Track progress Manage changes .

How to manage project scope? • WBS (Work Breakdown Structure): input – Requirements Documents – Organizational Process Assets – Project Scope Statement .3.

3. How to manage project scope? • WBS (Work Breakdown Structure): input .

3. more manageable deliverables . How to manage project scope? • WBS (Work Breakdown Structure): what? – Breaking down the main project deliverables into smaller.

3. How to manage project scope? • WBS (Work Breakdown Structure): what? Level 01 .

3. How to manage project scope? • WBS (Work Breakdown Structure): what? Level 01 Level 02 .

How to manage project scope? • WBS (Work Breakdown Structure): what? Level 01 Level 02 Level 03 .3.

How to manage project scope? • WBS (Work Breakdown Structure): what? Level 01 Level 02 Level 03 .3.

How to manage project scope? • WBS (Work Breakdown Structure): what? – From the WBS above.3. project team will know exaclty “ How many and what things they should deliver at the end of the project ” :) .

How to manage project scope? • WBS (Work Breakdown Structure): what? – From the WBS above. we will learn: Elements Work package .3.

we will learn: • The element in the lowest level is called “work package” Task Activity • Element are Noun .3. How to manage project scope? • WBS (Work Breakdown Structure): what? – From the WBS above.

.3.. let see some examples below ” . How to manage project scope? • WBS (Work Breakdown Structure): what? “ But how many levels we should go in depth? ” :) ? “ ehh.

How to manage project scope? • WBS (Work Breakdown Structure): eg.3. “ simple 3 levels WBS ” :) .

“ complex 7 levels WBS ” :| .3. How to manage project scope? • WBS (Work Breakdown Structure): eg.

“ common 3 levels WBS use in WO ” :) . How to manage project scope? • WBS (Work Breakdown Structure): eg.3.

How to manage project scope? • WBS (Work Breakdown Structure): what? – WBS can be done by Phase or by Deliverable .3.

3. How to manage project scope? • WBS (Work Breakdown Structure): what? – By Phase .

3. How to manage project scope? • WBS (Work Breakdown Structure): what? – By Deliverable .

3. How to manage project scope? • WBS (Work Breakdown Structure): what? – So it’s about breaking down big thing into smaller and managable things -> decomposition technique .

3. How to manage project scope?

• WBS (Work Breakdown Structure): what?
– Decomposition technique

3. How to manage project scope?

• Quick exercise:
– WBS by Phase vs. by Deliverable – (Homework) Break down WBSes in above exercise more levels to see the different

3. How to manage project scope?

• WBS (Work Breakdown Structure): why?
– Well-known and widely used – Easy to understand
(but implementing it well is not too easy)

– Easily tracking and controlling project scope – Many best practice and templates

3. How to manage project scope? • WBS Dictionary – WBS do not contains details about work – and who are responsible for work -> so the WBS Dictionary come to solve .

How to manage project scope? • WBS Dictionary – Contains the details of every work package .3.

3. How to manage project scope? • WBS Dictionary .

3. How to manage project scope? • WBS (Work Breakdown Structure): output Very important .

3. How to manage project scope? • WBS (Work Breakdown Structure): output – Scope baseline .

How to manage project scope? • WBS (Work Breakdown Structure): output – Scope baseline .3.

How to manage project scope? • WBS (Work Breakdown Structure): output – Scope baseline is where you can compare your work against during project lifetime .3.

3. How to manage project scope? • In action HOW TO? Collect requirements Define scope Create WBS Verify scope Control scope Track progress Manage changes .

3. How to manage project scope? • Verify scope .

3. How to manage project scope? • Verify scope .

3. How to manage project scope? • Verify scope .

How to manage project scope? • Verify scope .3.

How to manage project scope? • Verify scope .3.

How to manage project scope? • Verify scope .3.

3. How to manage project scope? • In action HOW TO? Collect requirements Define scope Create WBS Verify scope Control scope Track progress Manage changes .

3. How to manage project scope? • Control project scope: Track progress – Verify each deliverables against scope baseline to make sure you deliver right thing .

3. How to manage project scope?

• In action

HOW TO?
Collect requirements Define scope Create WBS Verify
scope

Control scope Track
progress

Manage
changes

3. How to manage project scope?

• Control project scope: Manage changes
– Categorize changes as: good changes and bad changes – Good change: make product/service better with very little downside. It does not affect timeline, cost and does not destabilize product/service or threaten its quality – Bad change: scope creep, gold plating

3. How to manage project scope?

• Control project scope: Manage changes
– Scope creep: you think you know the impact, but in fact, it does not. So change will be made continuously without control

– Gold plating: you think it is an improvement and do without checking the impact
eg. When a programmer think a way to make feature better and implement it without checking impact, so it will end up with feature you never asked for -> must pay more

3. How to manage project scope? • Quick exercise: – Scope creep vs. Gold plating .

3. How to manage project scope? • Control project scope: Manage changes .

3. How to manage project scope? • Control project scope: Manage changes Traceability Matrix .

How to manage project scope? • Control project scope: Manage changes Traceability Matrix .3.

How to manage project scope? • Control project scope: Manage changes .3.

How to manage project scope? • Control project scope: Manage changes – Anatomy of a change A change is needed Create change request Get change approved Create a new baseline Replan the work Do variance analysis .3.

3. How to manage project scope? • Control project scope: Manage changes – Anatomy of a change A change is needed Create change request Get change approved Create a new baseline Replan the work Do variance analysis .

3. How to manage project scope? • Control project scope: Manage changes – Anatomy of a change A change is needed Create change request Get change approved Create a new baseline Replan the work Do variance analysis .

How to manage project scope? • Control project scope: Manage changes – Anatomy of a change A change is needed Create change request Get change approved Create a new baseline Replan the work Do variance analysis .3.

3. How to manage project scope? • Control project scope: Manage changes – Anatomy of a change A change is needed Create change request Get change approved Create a new baseline Replan the work Do variance analysis .

How to manage project scope? • Control project scope: Manage changes – Anatomy of a change A change is needed Create change request Get change approved Create a new baseline Replan the work Do variance analysis .3.

How to manage project scope? • Control project scope: Manage changes – Anatomy of a change Initial change Plan the change A change is needed Create change request Get change approved Create a new baseline Replan the work Do variance analysis .3.

3. How to manage project scope? • Control project scope: Manage changes – Anatomy of a change: • A change is needed .

3. How to manage project scope? • Control project scope: Manage changes – Anatomy of a change: • Create a change request .

How to manage project scope? • Control project scope: Manage changes – Anatomy of a change: • Get change approved .3.

How to manage project scope? • Control project scope: Manage changes – Anatomy of a change: • Do variance analysis .3.

3. How to manage project scope? • Control project scope: Manage changes – Anatomy of a change: • Replan the work .

How to manage project scope? • Control project scope: Manage changes – Anatomy of a change: • Create a new baseline .3.

How to manage project scope? • Control project scope: Manage changes .3.

3. How to manage project scope? • Control project scope: Manage changes .

How to manage project scope? • Control project scope: Manage changes .3.

How to manage project scope? • Control project scope: Manage changes – Tools: only one VARIANCE ANALYSIS .3.

and WBS info ” :) . baseline. plan. How to manage project scope? • Control project scope “The goal of Control Scope is updating the scope.3.

Summary “ Review all we have learned ” .

Summary • Product scope vs. Work package – Scope Baseline . WBS Dictionary. Project scope • Scope screep vs. Gold plating • Scope Management Plan – Requirement Documents – Traceability Matrix – Scope Statement – WBS.4.

References “ Good things you should explore ” .

References • References: – [Book] Head First PMP 2nd Edition published by O’Reilly .5.

References • References: – [Article] Managing project scope by Walter Wawruck Link: http://www.maxwideman.5.youtube.com/watch?feature=player_detailpage&v=NxoO bNImpII – [Video] Work Breakdown Sctructure http://www.youtube.com/guests/scope/note.htm – [Video] Scope Management Course http://www.com/watch?v=PTVECJn59Bg .

How to manage project scope? • References: – And more on internet :) .3.

it’s your turn” .Q&A “ Now.

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