3/12/2017

Project Scope Management

Mohamed Seleam, PMP, PMI-RMP, PMI-SP

Project Scope Management

Project Scope Management:

includes the processes required to ensure that the project

includes all the work required, and only the work required, to
complete the project successfully.

Preventing extra work or gold plating.

•project scope
•product scope

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Plan Scope Management

inputs Tools & techniques Outputs
1. Project 1. Expert judgment. 1 Scope management
management plan . 2. Meetings. plan .
2. Project charter . 2 Requirements
3. E E F. management plan
4. O P A.

Plan Scope Management is the process of creating

a scope management plan that documents how the
project scope will be defined, validated, and
controlled .
The key benefit of this process is that it provides
guidance and direction on how scope will be
managed throughout the project.

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Collect requirements

The process of defining and documenting stakeholders’ needs to

meet the project objectives.

Collect Requirement
inputs Tools & techniques outputs
1 Scope 1 . Interviews 1 .Requirements
management plan 2 . Focus groups documentation.
. 3 . Facilitated workshops 2 .Requirements
2 Requirements 4 . Group creativity techniques traceability matrix.
management plan 5 . Group decision making
. techniques
3 Stakeholder 6 . Questionnaires and surveys
management 7 . Observations
plan . 8. Prototypes
4 Project charter . .9 Benchmarking .
5 Stakeholder 10 Context diagrams .
register 11 Document analysis

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Group creativity techniques

Brainstorming.

Nominal group technique.

The Delphi technique.

Idea/ mind mapping.

Requirements
Traceability Matrix

Links requirements to their

Business
need origins
Different
level of Project Allows for tracking &
requireme objective
nts details traceability throughout project
life cycle.
Requirem
ent
Provides a structure for
Test
strategy Scope/WBS managing changes to product
/scenario
scope.
Requirement attributes include:
Product
dev elopment
Design Unique ID, description, owner,
version, status, completion
date, acceptance criteria.

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Define scope
The process of developing a detailed description of
the project and product.
In the project context the term scope can refer to:

Product
Scope
(features
and
specs)
Project
Scope
(Work and
activities)

• Product scope – The Features and functions that characterize a product,

service or result.
• Project scope – The work that needs be accomplished to deliver a product,
service, or result within the specified features and functions.

Define scope
inputs Tools & techniques outputs
.1 Scope management 1 . Expert judgment 1 . Project scope
plan statement
2 . Product analysis
.2 Project charter 2 . Project document
3 . Alternatives
3 Requirements updates
generation
documentation
4 . Facilitated workshops
4 Organizational
process assets

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Product analysis Alternative Generation

Techniques to develop It is a technique used to

a better understanding generate different

approaches to the work of
of the product (e.g.,
the project. A variety of
systems engineering,
general management
value engineering,
techniques are often used
function analysis, here, the most common of
quality function which is brainstorming.
deployment)

Project Scope Statement

 Project boundaries and exclusions

 Product scope description (characteristics of product/result)

 Product acceptance criteria

 Project deliverables

 Project constraints

 Imposed milestones and/or budget

 Project assumptions

 Initial project organization

 Initial defined risks

 Order of magnitude cost estimate

 Approval requirements

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Create WBS
inputs Tools & techniques outputs
1 Scope management 1 . Decomposition 1. Scope baseline
plan . .2 Expert judgment 2. Project
2 Project scope document
statement . updates
3 Requirements
documentation .
4 E E F.
5 O P A.

Create WBS is the process of subdividing project

deliverables and project work into smaller, more
manageable components .
The key benefit of this process is that it provides a
structured vision of what has to be delivered .
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WBS Definition Deliverable oriented grouping of project

elements that organizes and defines the total
scope of the project

Software Data/Control Systems Hardware

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Typical WBS

Information
System
1.

Project Systems Hardware Software Facilities Training

Management Engineering Acquisition Development Modifications Development
1.1 1.2 1.3 1.4 1.5 1.6

Project Product CPU Operating Facility Training

Planning Design Acquisition System Plans Plans
1.1.1 1.2.1 1.3.1 1.4.1 1.5.1 1.6.1

Project Systems Auxiliary Database Facility Training

Control Integration Equipment 1.4.2 Modification Courses
1.1.2 1.2.2 1.3.2 1.5.2 1.6.2

Project Test & Printer Application Facility

Data Evaluation Acquisition Development Installation
1.1.3 1.2.3 1.3.3 1.4.3 1.5.3

Project

Phase 1 Phase 2 Deliverable 3 Subproject4 Subproject 5

Deliverable 2.1 Deliverable 2.2 Deliverable 2.3 Deliverable 4.1 Deliverable 4.2

Deliverable 2.2.1 Deliverable 2.2.2 Deliverable 4.1.1 Deliverable 4.1.2 Deliverable 4.1.x

Work package Work package

Work package 2.2.2.1 Work package
2.2.1.1 3.1 4.1.2.1

Work package Work package Work package

Work package 2.2.2.2
2.2.1.2 3.2 4.1.2.2

Work package
Work package 3.3 Work package
2.2.1.3 Work package 4.1.2.3
2.2.2.2.1
Work package
3.4
Work package
2.2.2.2.2

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Sample of WBS (Intranet WBS in Tabular Form)

1.0 Concept
1.1 Evaluate current systems
1.2 Define Requirements
1.2.1 Define user requirements
1.2.2 Define content requirements
1.2.3 Define system requirements
1.2.4 Define server owner requirements
1.3 Define specific functionality
1.4 Define risks and risk management approach
1.5 Develop project plan
1.6 Brief web development team
2.0 Web Site Design
3.0 Web Site Development
4.0 Roll Out
5.0 Support

Decomposition

Generally involves five steps:

1. Identify the deliverables and related work

2. Structure and organize the WBS
3. Decompose the upper WBS levels into lower detailed components
4. Develop and assign identification codes to the WBS components
5. Verify that the degree of decomposition of the work is necessary and
sufficient

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Benefits of using WBS

Provides a structure for planning
the project
Provides a basis for assigning work
to groups and individuals
Provides a basis for preparing
estimates, calculating costs, and
measuring the progress of work
Clarifies roles and responsibilities
of personnel
Defines the project scope and thus
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provides a mechanism for

Work Package

Work Package: is a deliverable or project

work component at the lowest level of each
branch of the work breakdown structure .
•Level at which the cost and schedule for the
work can be reliably estimated, monitored, and
controlled
•Approximated time expected for work package
is 80 hours
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WBS Dictionary

Work Breakdown Structure Dictionary

A document that describes each component in the WBS

For each WBS component, the WBS dictionary

includes a:
•Code of account identifier
•Statement of work
•Responsible organization
•List of schedule milestones

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Scope Baseline

Approved
Scope WBS
statement Approved
WBS
Scope
+ Statement
Dictionary

WBS Scope
Baseline
+
WBS dictionary

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Validate Scope
The process of formalizing
acceptance of the completed
project deliverables.

 Validate Scope VS. Quality control

The key benefit of this process is that it brings objectivity to the
acceptance process and increases the chance of final product, service,
or result acceptance by validating each deliverable.

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Validate Scope
inputs Tools & techniques outputs
1 . Project
1 . Inspection 1 . Accepted
management
.2 Group decision- deliverables
plan
making techniques 2 . Change requests
2 . Requirements
documentation .3 Work performance
information
3 . Requirements
traceability matrix 3 . Project document
updates
4 . Verified
deliverables
5 Work
performance data

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Inspection

Technique for examining or measuring to verify whether an

activity, component, product, result or service conforms to
specified requirements.

•Includes activities to determine whether results conform to

requirements.

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Group decision-Making techniques

These techniques are used to reach a conclusion when the validation is
performed by the project team and other stakeholders.

There are various methods of reaching a group decision, such as• :

• Unanimity. A decision that is reached whereby everyone agrees on a single
course of action.

• Majority. A decision that is reached with support obtained from more than
50 % of the members of the group.

• Plurality. A decision that is reached whereby the largest block in a group

decides, even if a majority is not achieved.

• Dictatorship. In this method, one individual makes the decision for the
group.

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Control scope
 process of monitoring the status of the project and
product scope and managing changes to the scope
baseline.

 The key benefit of this process is that it allows the

scope baseline to be maintained throughout the
project.

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Control scope
inputs Tools & techniques outputs
1 . Work
1 . Project management 1 . Variance analysis performance
plan Information
2 . Work performance 2 . Change requests
Data
3 . Project
3 . Requirements management
documentation plan updates
4 . Requirement 4. Project document
traceability matrix updates
5 . Organizational 5 . O P A updates
process assets

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Control Scope
Control Scope monitors the
status of the scope (project
and product) and manages
changes to the scope
baseline.
Changes are inevitable
All change requests &
recommended
corrective/preventive actions
are processed through the
ICCP (Perform Integrated
Change Control) process.

Uncontrolled changes to
scope are called
“scope creep”

Questions
.

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1 ) A project manager believes that

modifying the project scope may provide
added value for the customer. What should
the project manager do ?
A ) Change the scope baseline.

B ) Contact the customer to determine if

the change adds value.

C ) Call a meeting of the change control

board.
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2 ) Which of the following BEST

describes scope validation ?
A ) It provides assurances that the deliverables meets the
specifications, is an input to the project management plan and
output of perform quality control.

B ) It ensures that the deliverable is completed on time, ensure

customer acceptance, and shows that the deliverable meets
specifications.

C ) It ensures customer acceptance, shows that the deliverable meets

specifications and provides a chance for differences of opinion to
come to light.

D ) It is an output of perform quality control, occurs before define

scope and ensures customer acceptance.

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3 ) during what part of the project

management process is the project scope
statement created ?

A ) Initiating.

B ) Planning.

C ) Executing.

D ) Monitoring and controlling.

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4 ) If a project team is subdividing project

work packages into smaller, more
manageable components, they are :

A ) Creating a WBS.

B ) Decomposing.

C ) Network diagramming.

D ) Activity sequencing. 34

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5 ) A WBS is BEST described as a tool for

tracking :

A ) The schedule.

B ) Resources.

C ) Cost.

D ) Scope.
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6 ) A WBS numbering system allows the

project staff to :

A ) Systematically estimate costs of work breakdown

structure elements.

B ) Provide project justification.

C ) Identify the level at which individual elements are

found.

D ) Use it in project management software.

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7 ) Which of the following is done during create

WBS ?

A ) Product analysis.

B ) Project selection.

C ) Decomposition.

D ) Alternatives analysis.
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8 ) which of the following BEST describes when

the baseline can be changed?

A ) Only under emergency conditions.

B ) The original baseline is always maintained

throughout the project.

C ) With any approved changes.

D ) When the project sponsor determines it is

appropriate.

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9 ) A project manager is in the process of Validate

scope of a deliverable with the customer. What is
the MOST important thing the project manager
should ensure?

A ) Accuracy.

B ) Timeliness.

C ) Acceptance.

D ) Completeness.
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10) All of the following statements about work

breakdown structures are true EXCEPT that:

A. They are created by the project

manager
B. They prevent work from slipping
through the cracks
C. They provide a basis for
estimating the project
D. They help to organize the work
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