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Scope ManagementChapter 5

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1. Understand the importance of scope management for project success.

2. Construct a Work Breakdown Structure for a project.

3. Develop a Responsibility Assignment Matrix for a project.

4. Describe the roles of changes and configuration management in assessing project scope

Learning Goals

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Project Scope

Project scope is everything about a project – work content as well as expected outcomes, which should include- activities to be performed- resources consumed- end product result- quality standard expected

Scope management is the function of controlling a project in terms of its goals and objectives and consists of:

1) Conceptual development 4) Scope reporting2) Scope statement 5) Control systems3) Work authorization 6) Project closeout

See Table 5.1 for details

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The process that addresses project objectives by finding the best ways to meet them.

Collect data and develop information: Problem or need statement Information gathering and baselining Constraints and restrictions Alternative solution analysis Project objectives with a clear statement of

expectations

Conceptual Development

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Sets the stage for the project

Successful conceptual development requires: Goals and objects are clearly stated

◦ Should be specific and measureable◦ i.e. Create goals such as “Improve gas mileage

from 12 mpg to 16 mpg by June 30th” not “Improve gas mileage”

Complete understanding of the problem Use the SMART model

Problem Statements

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SMART Model

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Poorly written objective:◦ Seminar delivered via electronic media.

Improved:◦ The project management seminar will be

delivered via Web conference at 10:00 a.m. central time, on January 15th. The host, John Schneider, will discuss the ethics of project management for 50 minutes, followed by a 10-minute question-and-answer session at the conclusion of the session.

SMART Example

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Statement of Work (SOW)

A SOW is a detailed narrative description of the work required for a project.

Effective SOWs contain1. Key objectives for the project2. A brief and general description of the work to be

performed3. Background or history of why this is a project4. Expected outcomes5. Funding and schedule constraints6. Timeline and milestones7. Signatures of acceptance

See UPMM_IIL_Project Charter.doc and Table 5.2

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The Scope Statement Process1. Establish the project goal criteria

a) costb) schedulec) performanced) deliverablese) review/approval gates

2. Develop the management plan for the project

3. Establish a work breakdown structure4. Create a scope baseline

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Work Breakdown StructureA process that sets a project’s scope by breaking down its overall mission into a cohesive set of synchronous, increasingly specific tasks.

What does the WBS accomplish?1. It echoes project objectives. 2. It is the organization chart for the project. 3. Creates the logic for tracking costs, schedule, and

performance specifications for each element in the project.

4. May be used to communicate project status. 5. May be used to improve overall project communication. 6. Demonstrates how the project will be controlled.

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Work Breakdown Structure and Codes

Work packages are individual project activities

1.0

1.2 1.3 1.4

1.2.1

1.2.2

1.2.3

1.3.1

1.3.2

1.2.3.1

1.2.3.2

Deliverables are major project components

Sub-deliverables are supporting deliverables

The project is the overall project under development

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Defining a Work Package

Lowest level in WBS

Deliverable result

One owner

Miniature projects

Milestones

Fits organization

Trackable

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Sample WBS in MS Project

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Organizational Breakdown StructureOrganizational Breakdown Structure (OBS)

allows Define work definition Owner assignment of work packages Budget assignment to departments

OBS links cost, activity & responsibility

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Intersection of the WBS and OBS

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Cost Account Rollup Using OBS

Identify personnel who will be directly responsible for each work package

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Responsibility Assignment Matrix

Notification Responsible SupportApproval

LEAD PROJECT PERSONNEL

BobIS

Dave SueHR

AnnR&D

JimR&D

Task & CodeDeliverable IS

Match IT toOrg. Tasks

proposalPrepare

1.3

1.1

Identify ISuser needs

1.2

ProblemAnalysis

Developinfo

Interview

users

showDevelop

Gain user “buy in”

Find cost/benefit info

1.1.1

1.1.2

1.2.1

1.2.2

1.2.3

1.3.1

See UPMM_IIL_Responsibility Assignment Matrix (RAM).doc

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Work Authorization

Let the work begin!!

The formal “go ahead” to begin working the project.

Follows the approval of scope management steps:

1. scope definition2. planning documents3. management plans4. contractual documents

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Contractual DocumentationMost contracts contain:

RequirementsValid considerationContracted terms

Contracts range from:

Lump Sum Cost Plusalso called “Turnkey”

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Scope Reporting

Determines what types of information is reported, who receives copies, when, and how information is acquired and disseminated.

Typical project reports contain1. Budget performance status2. Schedule status3. Technical performance status

Solid communication between all parties is one of the most important task to be accomplished.

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Scope Reporting

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Reasons Why Projects Fail Politics Naïve promises Naïve optimism Startup mentality of fledging entrepreneurial

companies “Marine Corps” mentality Intensive competition caused by globalization Intense competition caused by appearance of new

technologies Intense pressure caused by unexpected government

regulations Unexpected and/or unplanned crises#1 Reason

Poor Scope Statements!

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Control systems are vital to ensure that any changes to the project baseline are conducted in a systematic and thorough manner.

Configuration – same scope? Design – same scope, schedule and cost? Trend monitoring – same cost, schedules and

resources? Document – documentation compiled and circulated? Acquisition – monitors resources Specification – monitors requirements and change

control

How does a project become a year late? One day at a time!

Types of Control Systems

See UPMM_IIL_Project Change Request Form.doc

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Project CloseoutThe job is not over until the paperwork is done…

Closeout documentation is used to:Resolve disputesTrain project managersFacilitate auditing

Closeout documentation includes:Historical recordsPost project analysis – post-mortem processFinancial closeout

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1. What are the primary benefits of developing a comprehensive project scope analysis?

2. What are the key characteristics of a work package?

3. Create a Work Breakdown Structure for a term paper project or another school-related project you are working on. What are the steps in the WBS? Can you identify any sub-steps for each step?

Chapter 5 Review and Discussion

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4. What are the benefits of designing a Responsibility Assignment Matrix (RAM) for a project?

5. Develop an argument for scope reporting mechanisms. At a minimum, what types of reports do you consider necessary for document control of a project? Why?

6. What is the chief purpose of configuration management? In your opinion, why has it become increasingly popular in recent years as part of the project management process?

7. What is the logic behind developing a plan for project closeout prior to even beginning the project?

Chapter 5 Review and Discussion

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Customer RequestIma Prez says, “I want a phone system like the company downstairs.”

Your Task1. Starting with Ima’s stated want/need,

develop a set of questions so that project objectives and functional and technical requirements can be established.

2. Based on Ima’s stated want/need, rewrite it as a SMART objective in a functional format.

Case Study 2: Working with Customers to Develop Good Requirements