management pmp

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PMP Examination Preparation CourseTopic: Project Scope Management

2009 Capgemini - All rights reserved 1

PMP Workshop | Financial ServicesAll work described was performed by Capgemini or a Capgemini affiliate

Project Scope Management

Project Charter

Scope Statement

Verify Scope

Decomposition

Work Breakdown structure

Product Scope

Hot Topics




Project Scope Management includes the processes required to ensure that the

project includes all the work required, and only the work required, tocomplete the project successfully.

The following Project Scope Management Processes are concerned with defining

and Controlling What is included and what is not included in the project:

Collect Requirements Define Scope Create WBS Verify Scope Control Scope




Verify Scope Control

Scope

Collect Requirement

Define Scope

Create WBS

Closing Process Group

Monitoring & Controlling

Process GroupExecuting

Process GroupPlanning

Process GroupInitiating

Process Group

Project Scope Management processes are:




Give the customer what they asked for, no more or no less.

Giving extras is waste of time and adds no benefit to the project

Scope

Product

Features or Functions

Completion measured against product requirements

Project

Work to be done to deliver product features/functions

Completion measured against project plan

Product Scope vs. Project Scope



Project Scope Management Processes




Collect Requirements

Collect requirement is the process of defining and documentingstakeholders needs to meet the project objectives.

Projects success is directly influenced by the care taken in capturing and managing project and product requirements. Collecting requirements is defining and managing customer expectations Requirements become the foundation of the WBS, Cost, Schedule and Quality planning

The Requirements can be categorized into:

Project Requirements : Business requirements, Project management Requirements, delivery requirements etc., Product Requirements : Information on technical requirements, Security

requirements, Performance requirements etc



Collect Requirements Data Flow



Collect Requirements

Interviews Focus Groups Facilitated Workshops Group Creativity

Techniques

Group decision making Techniques

Questionnaires and Surveys

Observations Prototypes

Tools and Techniques

Requirements Documentation

Requirements Management Plan

Requirements Traceability Matrix

Project Charter Stakeholder Register

OutputsInputs



Collect Requirements Inputs

1. Project Charter High level Project requirements High level Product Description

2. Stakeholder Register Identify Stakeholders that can provide information on detailed project

and product requirements



Collect Requirements Tools and Techniques

1. Interviews Formal or Informal information

discovery from stakeholders

Performed by asking prepared and spontaneous questions and recording responses

Often conducted one-on-one2. Focus Groups Bring together prequalified

stakeholders and subject matter experts to learn about their expectations

A trained moderator guides the group through an interactive discussion

3. Facilitated Workshops Bring cross functional stakeholders

together to define product requirements

This can build trust, foster relationship and improve communication leading to increased stakeholder consensus

Example : Joint Application Development (JAD session), Quality function deployment (QFD) session.

QFD starts by collecting customer needs, also known as Voice of Customer (VOC)



Collect requirements - Tools & Techniques

4. Group Creativity Techniques Nominal Group Technique Brainstorming The Delphi Technique Idea/mind mapping Affinity Diagram5. Group Decision Making TechniquesIt is an assessment process of multiple alternatives with an expected outcome in the form of future actions resolution.

Unanimity Majority Plurality Dictatorship

6. Questionnaires and Surveys Written sets of questions designed to

accumulate information from wider respondents

7. Observation Viewing individual in their environment Job Shadowing Participant observer performing process

to uncover hidden requirement

8. Prototypes Working model of expected product

before actually building it



Collect requirements Outputs

1. Requirements Documentation Business Need or opportunity and

Project Objectives

Functional & Non Functional requirements

Quality requirements, Acceptance Criteria, Business rules

Impact to other organization areas and entities

Support and Training requirement Assumptions and constrains

2. Requirements Management Plan Documents how requirements will be

analyzed, documented and Managed

Details of how activities are planned, tracked and reported, Configuration management activities, Requirements Prioritization, Product Metrics and Traceability Structure etc.

3. Requirements Traceability Matrix Links requirements to their origin and

traces the requirements to business need, opportunities, goals, objectives, scope, product design, product development, test strategy and test scenarios, etc



Define Scope

Define scope is the process of developing a detailed description of projectand product

Builds upon the Major deliverables, assumptions and constraints The project scope is progressively elaborated during planning



Define Scope Data Flow



Define Scope

Expert Judgment Product Analysis Alternative

identification

Facilitated workshops

Tools and Techniques

Project scope statement

Project Document updates

Project Charter Requirement

Documentation

Organizational Process assets

OutputsInputs



Define Scope Inputs

1. Project Charter High Level project description and product characteristics Project approval requirements

2. Requirement DocumentationDescribed Earlier

3. Organizational Process Assets Organizational policies, procedures, Templates for Project scope statement Previous project files Lessons Learnt from Previous Projects



Define Scope - Tools and Techniques

1. Expert judgment Use of experts to develop scope

statement

Example Other units of Organizations, consultants, Stakeholders, Professional and technical associations, Industry groups, Subject Matter experts

2. Product analysis Methods used to translate project

objectives into tangible requirements and deliverables

Examples Product breakdown, systems engineering, systems analysis, value engineering, value analysis, functional analysis

3. Alternatives identification Helps generate different approaches

to execute or perform work Examples of techniques

Brainstorming and Lateral thinking

4. Facilitated Work ShopsDescribed earlier



Define Scope Outputs

2. Project Document UpdatesUpdates to

Stakeholder Register Requirements Documentation Requirements traceability matrix

1. Project Scope Statement Forms basis of future project decisions Helps develop common understanding

among stakeholders

Is revised to reflect approved changes Includes or refers

Product Scope description

Product Acceptance Criteria

Project Deliverables

Project exclusions

Project Constraints

Project assumptions



Create WBS

Work Breakdown Structure (WBS) Deliverable-oriented hierarchal decomposition of work to be executed by

project team to accomplish project objectives

Defines total scope of project and create required deliverables Develops common understanding of the project scope Each descending level provides more detailed description of the deliverable Items at lowest level of WBS are called work-packages. A work package can be scheduled, cost estimated, monitored and controlled

Create WBS is the process of subdividing project deliverables and Project work into Smaller and more manageable components



Create WBS Data Flow



Create WBS

DecompositionTools and Techniques

WBS WBS Dictionary Scope baseline Project document updates

Project Scope statement Requirement

Documentation

Organizational process assets

OutputsInputs



Create WBS Inputs

1. Project scope statementDescribed earlier

2. Requirement documentationDescribed Earlier

3. Organizational process assetsDescribed earlier



Create WBS - Tools & Techniques

1. Decomposition Decomposition is the subdivision of project deliverables into smaller, more

manageable components until the work and deliverables are defined to the work package level

The work package level is lowest level in WBS, and is the point at which the cost and activity durations for the work can be reliably estimated and managed

Activities in Decomposition Identify and analyze the deliverables and related work Structuring and organizing the WBS Decomposing to the required detailed level Developing and assigning codes for WBS components Verify the sufficiency of degree of decomposition



Create WBS Outputs

1. Work Breakdown structureDescribed earlier

2. WBS DictionarySupporting document containingdetails of WBS components.It includes : Code of account identifier Description of work Responsible organization Schedule milestones Resources required Cost estimates Quality requirements Acceptance criteria Contract information

3. Scope BaselineThe components of Scope baselineare : Project Scope statement WBS WBS Dictionary

4. Project Documents update Updates to Requirement

documentation.



Verify Scope

Verify Scope is the process of formalizing acceptance of the completedproject deliverables

Verifying scope includes reviewing deliverables with the customer or sponsorIt is done for ensuring completeness and obtaining formal acceptance

Verify scope Vs. Quality ControlVerify Scope is concerned with Acceptance of the deliverablesQuality Control is concerned with Correctness of the Deliverables



Verify Scope Data Flow



Verify Scope

InspectionTools and Techniques

Accepted deliverables Change Requests Project document

updates

Project Management Plan


Requirements Traceability Matrix

Validated deliverables

OutputsInputs



Verify Scope Inputs

1. Project Management PlanThe components of Scope baseline from Project management Plan includeProject scope statement, WBS, WBS Dictionary.

2. Requirements DocumentationDescribed earlier

3. Requirements Traceability MatrixDescribed earlier

4. Validated DeliverablesValidated deliverables have been completed and checked for correctness by theperform quality control process



Verify Scope - Tools & Techniques

Inspection Activities such as measuring, examining, verifying performed to determine

whether work results or deliverables meet the requirements and the product acceptance criteria

It includes supporting documentation received from customer or sponsor and acknowledging stakeholder acceptance of projects deliverables.

Sometimes called reviews, product reviews, audits and walkthroughs



Verify Scope - Outputs

1. Accepted Deliverables Documenting completed deliverables that are accepted Documenting deliverables that are not accepted with reasons for non-

acceptance Maintaining evidence (supporting documents) of stakeholder acceptance of

project deliverables

2. Change requests Any changes that are requested in the Verify Scope process. These changes

will be reviewed through the Integrated change control process

3. Project Document Updates Project documents that may be updated as a result of the verify scope process include any documents that define the product or report status on product completion



Control Scope

Ensures that all requested changes and recommended corrective or preventive actions are processed through Integrated change control process

Also used to manage the actual changes when they occur Uncontrolled changes are often referred to as project scope creep

Control Scope is the process of monitoring the status of the project and

product scope and managing changes to the scope baseline



Control Scope Data Flow



Control Scope

Variance analysisTools and Techniques

Work performance information

Organizational process assets updates

Change requests Project management Plan

updates

Project documents update

Project Management Plan Work Performance

Information


Requirements Traceability matrix

Organization process assets

OutputsInputs



Control Scope Inputs

1. Project Management PlanThe following information of

project management plan used:

Scope baseline Scope management plan Change management plan Configuration management plan Requirements management plan2. Work Performance Information Information about project progress

such as which deliverables started, their progress and which is finished

3. Requirements DocumentationDescribed earlier

4. Requirements Traceability MatrixDescribed earlier

5. Organizational process assets Formal and informal scope control

related policies, procedures and guidelines

Monitoring and reporting method to be used



Variance Analysis Performance measurement used to assess magnitude of variation

from original scope baseline.

Determining causes of variance from scope baseline & deciding whether the variance warrants a corrective or preventive action

Control Scope - Tools & Techniques



Control Scope - Outputs

1. Work Performance Measurement Planned vs. actual technical

performance

Other scope performance measurements

Performance information is documented and communicated to stakeholders

2. Organizational Process AssetsUpdates

Causes of Variances Corrective action chosen and the

reasons

Lessons learnt from Scope control

3. Change Requests Change requests to the scope

baseline or other components of Project management Plan

4. Project Management Plan Updates

Scope Baseline Updates Other Baseline Updates

5. Project Document Updates Requirements documentation Requirements Traceability matrix



Recap

Project Charter

Scope Statement

Verify Scope

Decomposition

Work Breakdown structure

Product Scope

Hot Topics



Review Questions Time

Review Questions

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