Chapter 4 Scope Management Delivering on change expectations Instructor Information The intent behind these slides is not to perpetuate ‘death by PowerPoint’ in reproducing the content and graphics from the text. I think it’s pointless having exactly the same information in two places. Rather, they have been designed to both support and challenge your learners by summarising key information and providing a platform to trigger an exploration of the topic, robust discussion, critical analysis and private study. The information covered aligns with PMBOK (2012) and is applicable for all projects, all contexts and all sectors (public, private and not-for-profit). While each of the units is presented as a separate set of slides, they should not be treated as mutually exclusive and cannot be covered in a siloed delivery. Each constantly integrates with the others throughout all of the lifecycle stages. Consider the option of holistic assessment and direct the learner’s attention to the elements and performance criteria, the required skill and knowledge they must demonstrate along with the nominated critical aspects for assessment and evidence. I encourage you to expand on these slides, add material and inject your expertise. Enjoy your delivery. Stephen Hartley stephen@creativecorporatesolutions.com.au 0412 47 3322

Chapter overview Planning scope management Collecting the requirements Defining the scope Objective validation criteria Controlling the scope

Planning scope management A scope management plan documents ‘…how the project scope will be defined, validated and controlled’ (PMBOK 2012). Establishes the direction and guidance parameters on how the scope itself (project or product/service based) will be managed. Provides a formal mechanism o limit, assess and authorise changes on a consistent and transparent basis.

Collecting the requirements What - Business requirements Stakeholder requirements Functional/technical or non-functional requirements How – Interviews, focus groups, questionnaires, workshops, storyboards, observation, prototypes, document analysis, provisional designs

Defining the scope What is (inclusions) and what isn’t (exclusions) required Establishes a scope baseline for comparisons and updates Forms the foundation of the project plan Investigates if expectation meets capability Identifies the project deliverables, results and benefits

The work breakdown structure (WBS) Decomposes the project What work must be performed? identifies all required activities How long will each activity take? determines the duration What resources can perform the work? determines who is needed How much investment is required? determines what budget is needed

Objective validation criteria Client acceptance will never be automatic in any project. Consider the following criteria to add a little formality to the process: issuing compliance certificates measuring work performance conducting variance analysis undertaking physical inspections conducting quality testing scheduling independent audits assessing technical feasibility maintaining a traceability matrix

Controlling the scope Scope will always change over time (scope creep) Other words for scope creep are innovation, continuous improvement, a client change of mind or just poor management Scope control requires a written process with formal approval Proposed changes should be assessed against all other project variables (time, cost, risk, contracts, quality, …) Implemented changes must produce updated project plans and related documents

Review questions What is meant by the term ‘scope management plan’, and what does it involve? What are some of the tool and techniques used to capture the scope baseline? What role do inclusions and exclusions play in the processes underpinning scope management? How does scope management differ from scope control? What are the essential components of an effective change request process?

Group learning activities Debate the value (and the time involved) in planning for scope management Confirm which requirement collecting techniques are preferred by the learners, and why Discuss why capability is crucial to expectations Evaluate the merit of both the graphical WBS (Figure 4.3) and the tabular representation (Table 4.4) Discuss whether the costs (and time) required to carry out validation criteria should be borne by the client Identify additional causes for scope creep

Assessment options Write a (one page) scope management plan Develop a requirements gathering plan/protocol that communicates exactly how requirement will be elicited from stakeholders (process and documents) Create a (one page) scope baseline document Develop a work breakdown structure (WBS) for a project (using either Excel or MS Project) Write a procedure on how project scope will be controlled throughout the project Short answer questions Multiple choice questions