P3 PMP Prep 03 - Scope Management v5.0e

Preparation for the PMP® Certification Module 03 – Project Scope Management

MAG IAS GmbHThomas Kortüm, PMPEislingen, 19.03.2013

Project Scope Management – Introduction

04/19/2023 2Preparation for the PMP® Certification – Exam of the Project Management Institute®

Project Scope Management contains processes to plan, manage, and control the work required to achieve the project objectives and to complete the project.

Project Scope Management

Scope includes … Product scope: Features and functions that characterize a product, service, or result Project scope: Work to be performed to deliver a product, service, or result

Project Scope Management – Overview


Deep Dive

Scope planning

Processes

5.1 Plan Scope Management(Planning)

5.2 Collect Requirements(Planning)

5.3 Define Scope(Planning)

5.4 Create WBS(Planning)

5.5 Validate Scope(Monitoring and Controlling)

5.6 Control Scope(Monitoring and Controlling)

Project Scope Management – Process overview (1/2)


5.1 Plan Scope Management 5.3 Define Scope5.2 Collect

Requirement 5.4 Create WBS

Creation of a management plan that describes how the scope will be managed

Determination and documentation of requirements to be fulfilled in order to meet the project objectives

Development of a description of the project and product

Breakdown of deliverables and project work into smaller, more manageable components

Scope management plan

Requirements management plan

Requirements documentation

Requirements traceability matrix

Project scope statement Scope baseline

Proc

ess

Task

Impo

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t Del

iver

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Project Scope Management – Process overview (2/2)


5.5 Validate Scope 5.6 Control Scope

Formal acceptance of the completed deliverables

Monitoring and adjustment of the scope management approach to current conditions

Accepted deliverables

Change requests

Work performance information

Change requests

Project management plan

updates

Proc

ess

Task

Impo

rtan

t Del

iver

able

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5.1 Plan Scope Management – Overview


Tools & Techniques

Expert judgmentMeetings

Inputs

Project management planProject charterEnterprise environmental

factorsOrganizational process

assets

Output

Scope management planRequirements

management plan

Plan Scope Management

Collect Requirements

Define Scope

Create WBS

Validate Scope

Control Scope

Scope management plan

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Define Scope

Create WBS

Validate Scope

Control Scope

Preparation for the PMP® Certification – Exam of the Project Management Institute®

Components of the scope management plan

Process for preparing a detailed project scope statement

Process that enables the creation of the WBS from the detailed scope statement

Process for maintaining and approving the WBS (work breakdown structure)

Process that specifies how formal acceptance of the completed project deliverables will be obtained

Requirements management plan

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Define Scope

Create WBS

Validate Scope

Control Scope


Possible components of the requirements management plan are, e.g.

How requirement activities will be planned, tracked, and reported Configuration management activities such as

• How changes to the product will be initiated

• How impacts will be analyzed

• How they will be traced, tracked, and reported

• Authorization levels required to approve changes Requirements prioritization process Product metrics that will be used and the rationale for using them Traceability structure to reflect which requirement attributes will

be captured on the traceability matrix

5.2 Collect Requirements – Overview


Tools & Techniques

InterviewsFocus groupsFacilitated workshopsGroup creativity

techniquesGroup decision-making

techniquesQuestionnaires and

surveysObservationsPrototypesBenchmarkingContext diagramsDocument analysis

Inputs

Scope management planRequirements

management planStakeholder management

planProject charterStakeholder register

Output





Define Scope

Create WBS

Validate Scope

Control Scope


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Define Scope

Create WBS

Validate Scope

Control Scope


Possible components of the requirements management plan are, e.g.

Business requirements (e.g. objectives, rules, and guiding principles) Stakeholder requirements (e.g. impacts or communication and reporting requirements) Solution requirements (e.g. functional and nonfunctional requirements) Project requirements (e.g. levels of service, performance, … and acceptance criteria) Transition requirements Requirements assumptions, dependencies, and constraints


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Define Scope

Create WBS

Validate Scope

Control Scope


Tracing may include, e.g.

Business needs, opportunities, goals, and objectives Project objectives, scope, and WBS deliverables Product design and development Test strategy and test scenarios High-level requirements to more detailed requirements

5.3 Define Scope – Overview


Tools & Techniques

Expert judgmentProduct analysisAlternatives generationFacilitated workshops

Inputs

Scope management planProject charterRequirements

documentationOrganizational process

assets

Output

Project scope statementProject document

updates



Define Scope

Create WBS

Validate Scope

Control Scope

Project scope statement

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Define Scope

Create WBS

Validate Scope

Control Scope


The project scope statement is a concrete interpretation of the scope described in the project charter and requirements documentation.

It includes … Product scope description: characteristics of the product, service, or result Acceptance criteria: conditions to be met Deliverable: description of product, (ancillary) results, capability to perform a service Project exclusion: statement what is not included in scope Constraints: Restrictions or limitations like predefined schedules or budgets Assumptions: Factors that are considered to be true, real, or certain

Project scope statement vs. project charter

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Define Scope

Create WBS

Validate Scope

Control Scope


Project purpose or justification

Measurable project objectives and related success criteria

High-level requirement

High-level project description

High-level risks

Summary milestone schedule

Summary budget

Stakeholder list

Project approval requirements (what constitutes success, who decides it, who signs off)

Assigned project manager, responsibility and authority level

Name and authority of the sponsor or other person(s) authorizing the project charter

Project CharterProject scope description (progressively elaborated)

Acceptance criteria

Project deliverables

Project exclusions

Project constraints

Project assumptions

Project Scope Statement

5.4 Create WBS – Overview


Tools & Techniques

DecompositionExpert judgment

Inputs

Scope management planProject scope statementRequirements

documentationEnterprise environmental

factorsOrganizational process

assets

Output

Scope baselineProject documents

updates



Define Scope

Create WBS

Validate Scope

Control Scope

Creating a work breakdown structure (WBS)

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Define Scope

Create WBS

Validate Scope

Control Scope


Decompose the project deliverables and work into manageable components …

WBS dictionary


The WBS dictionary which provides detailed information about each WBS element, such as deliverables, schedule information, activities, and

responsibilities

Scope baseline

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Define Scope

Create WBS

Validate Scope

Control Scope


Scope Baseline

The scope baseline is the basis for as-is / to-be comparison regarding the scope. It consists of the parts.

Project scope statement Work breakdown structure (WBS) WBS dictionary

WBS dictionary

5.5 Validate Scope – Overview


Tools & Techniques

InspectionGroup decision-making

techniques

Inputs

Project management planRequirements

documentationRequirements traceability

matrixVerified deliverablesWork performance data

Output

Accepted deliverablesChange requestsWork performance

informationProject documents

updates



Define Scope

Create WBS

Validate Scope

Control Scope

Scope validation

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Define Scope

Create WBS

Validate Scope

Control Scope


The „validate scope“ process focuses on the acceptance of the deliverables. Scope validation is usually done after „control quality“.

Scope validation is done using the following techniques: Inspection, e.g. (product) reviews, audits, or walkthroughs Group decision-making techniques for validation by the team or other stakeholders,

such as unanimity, majority, plurality, or dictatorship

If a formal acceptance is not reached, it might be necessary to launch a change request.

5.6 Control Scope – Overview


Tools & Techniques

Variance Analysis

Inputs

Project management planRequirements

documentationRequirements traceability

matrixWork performance dataOrganizational process

assets

Output

Work performance information

Change requestsProject management plan

updatesProject documents

updatesOrganizational process

assets updates



Define Scope

Create WBS

Validate Scope

Control Scope

Controlling the scope

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Define Scope

Create WBS

Validate Scope

Control Scope


Control scope is …

Scope should be continuously controlled.

To monitor the status of the project and the product scope

To determine the cause and degree of the variance compared to the scope baseline

To maintain and change the scope and other baselines

If necessary change requests are launched with can include: Preventive or corrective actions Defect repairs Enhancement requests

Act Plan

Check Do Quality

Act includes securing the improvement

Deep Dive: Scope planning

Scope Planning: Three steps

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The planning of the content and the scope consists of …

the documentation of the stakeholder requirements

a definition of the scope

the decomposition of the deliverable and work (->WBS)

Incl. WBS dictionary


Decomposition makes projects more manageable

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Decomposition helps to …

… initiate the project.• What is it about?

… plan the project.• What does a flux capacitor consist of?• Who is needed to build it?• How much is it?• What is needed to do?

… execute the project.• Are we doing the right things?• What is the status?

… close the project.• Is everything done?


Well defined requirements are the premise of a successful project

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Requirements should be worded so that the following criteria is fulfilled:

measurable and testable comprehensible and clear complete and consistent accepted

Depending on the (traceability) needs, the project can use anything from a simple text document up to a specialized database solution.


Excersise: What are your requirements for a company breakfast?

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Tell us your requirements for a breakfast …

Please write down two requirements on separate facilitation cards Explain the requirements to the group

• What does it mean?

• How can we measure the fulfillment? Time: 5 min


From the product analysis to scope statement

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The product scope statement is a document to ensure a common understanding of the product scope.

Therefore the application of appropriate techniques:

Expert judgment Product analysis Alternatives generation Facilitated workshops

Building a product structure is a common way for analyzing a product. It should contain:

Final products Enabling products Specifications Accompanying documents


Hierarchical decomposition

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The following points must be considered!

Child elements must fully cover their parental elements

Structures can be represented graphical or in a list

Elements should get a unique identifier

Structures should be detailed enough to ensure a common understanding and an appropriate monitoring and controlling

In the case a graphical representation is chosen it makes sense to describe the work packages in a separate document (WBS dictionary)

100 %

70 % 30 %

50 %20 % 15 %15 %


The WBS represents the required work

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The WBS consists of all work and contains:

Internal work end efforts Subcontracted work and deliveries Administrative and managing activities Support activities

→ The WBS should be detailed enough to estimate costs incl. efforts.


Creating the WBS


Approaches to create a WBS

• Top-down Approach, if there is information available, e.g. a WBS of a similar project

• Bottom-up Approach, if the project is new and innovative and there is no previously existing data.

The WBS not only contains the work to create the project product but also the work needed for the organization and the management of the project.

The decomposition technique


Decomposition of the total project work into work packages generally includes the following activities:

Identifying and analyzing the deliverables and related work Structuring and organizing the WBS Decomposing the upper WBS levels into lower-level detailed components Developing and assigning identification codes to the WBS components Verifying that the degree of decomposition of the deliverables is appropriate

Elements representing the lowest level of the WBS are called work packages.

WBS structuring principles


Object orientedWBS

Phase orientedWBS

Activity orientedWBS

Breakfast

Breakfast

Breakfast

TableKitchen

Shopping Cooking Serving

Planning Execution Cleaning-up

Nutrition

Other structuring principles or a mixture of different types and structuring principles is possible.

Work packages is the context of the product and the organization


Organizational units carry out work packages to create parts of the project product.

Exercise: What has to be done to execute a company breakfast?

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Create a work breakdown structure:

Build a group of three (or four) people Create a WBS for having a company breakfast

Present your result to the participants:

Why have you chosen your structuring principle? What do the work packages contain?

Time: 20 min


Any questions?


Documents

P3 PMP Prep 03 - Scope Management v5.0e