Week 2 Seminar: Project Scope Management IT301 Project Management I – Unit 2

What is Project Scope Management? Scope refers to all the work involved in creating the products of the project and the processes used to create them A deliverable is a product produced as part of a project, such as hardware or software, planning documents, or meeting minutes Project scope management includes the processes involved in defining and controlling what is or is not included in a project Information Technology Project Management, Sixth Edition

Project Scope Management Processes Collecting requirements: defining and documenting the features and functions of the products produced during the project as well as the processes used for creating them Defining scope: reviewing the project charter, requirements documents, and organizational process assets to create a scope statement Creating the WBS: subdividing the major project deliverables into smaller, more manageable components Verifying scope: formalizing acceptance of the project deliverables Controlling scope: controlling changes to project scope throughout the life of the project Information Technology Project Management, Sixth Edition

Figure 5-1. Project Scope Management Summary Information Technology Project Management, Sixth Edition

Collecting Requirements Purpose is to define and document stakeholder expectations for meeting the project objectives Requirements describe the characteristics of the deliverables

Collecting Requirements Tools and techniques: Interviews Focus groups Facilitated workshops Group creativity techniques Group decision making techniques Questionnaires and surveys Observations Prototypes

Formulating Scope Definition The scope management plan describes how the project team will define project scope, verify work, and manage and control scope Project scope management plan should include: The process for preparing the scope statement The process for creating the WBS A definition of how deliverables will be verified A description for controlling scope changes

Formulating Scope Definition Accurate scope definition is critical to project success Poor scope definition leads to rework, increased cost, schedule delays, and poor morale Refer to the project charter when creating the final scope statement

Writing the Project Scope Statement Project scope statements document the following: Product scope description Product acceptance criteria Project deliverables Project exclusions Project constraints Project assumptions

Writing the Project Scope Statement Acceptance criteria used to determine whether the deliverables and final product, service, or results are acceptable and satisfactory Constraints restrict or dictate the actions of the project team Assumptions are elements believed to be true

Kicking Off the Project Charter Project charter inputs Project statement of work Business case Contract Enterprise environmental factors Organizational process assets

Project Statement of Work Contains the following: Business need Product scope description Strategic plan

Enterprise Environmental Factors Organizational culture, structure, and processes Governmental or industry standards Infrastructure Human resources Personnel administration Organization’s work authorization system Marketplace conditions Stakeholder risk tolerances Political climate Communication channels Commercial databases

Using Tools and Techniques for Charter Development Expert judgment Individuals or groups of people, who have training, specialized knowledge, or skills Helpful in assessing the inputs, environmental factors, organizational process assets, and analyzing historical information

Formalizing and Publishing the Project Charter Key stakeholders Project manager Project sponsor Customers (internal or external) Pulling the project charter together Project charter sign-off

Pulling the Project Charter Together Key Elements: Purpose or justification Business need High level list of requirements High level description of project and product High level list of risks Summary milestone schedule Summary budget Criteria for project approval Name of project manager Name of the project sponsor

Project Charter Sign-Off Project charter sign-off is buy-in for the project Project sponsor, senior management, and key stakeholders should sign charter

Creating the Work Breakdown Structure Decomposing the Deliverables Constructing the WBS Unique WBS Identifiers Defining Work Packages Scope Statement Updates WBS Dictionary

Creating the Work Breakdown Structure (WBS) A WBS is a deliverable-oriented grouping of the work involved in a project that defines the total scope of the project WBS is a foundation document that provides the basis for planning and managing project schedules, costs, resources, and changes Decomposition is subdividing project deliverables into smaller pieces A work package is a task at the lowest level of the WBS Information Technology Project Management, Sixth Edition

Defining Work Packages Work packages are the lowest level of the WBS Activities may be assigned at the work package level Time, cost, and resource estimates are determined here

Constructing the WBS First level

Constructing the WBS First two levels

Constructing the WBS All levels

Figure 5-3. Sample Intranet WBS Organized by Product Information Technology Project Management, Sixth Edition

Figure 5-4. Sample Intranet WBS Organized by Phase Information Technology Project Management, Sixth Edition

Figure 5-5. Intranet WBS and Gantt Chart in Microsoft Project Information Technology Project Management, Sixth Edition

Advice for Creating a WBS and WBS Dictionary A unit of work should appear at only one place in the WBS The work content of a WBS item is the sum of the WBS items below it A WBS item is the responsibility of only one individual, even though many people may be working on it The WBS must be consistent with the way in which work is actually going to be performed; it should serve the project team first and other purposes only if practical Information Technology Project Management, Sixth Edition

Class Project: Used in Units 2, 3, 4, 6, and 8 Choose from the following class project options A home improvement project A website creation project A corporate office move of several departments of workers from one building to another located in the same city A family vacation A wedding A gardening project Unit 2 Assignment requires (see next slide for WBS example) Develop a project charter for your class project – using the Greer template (zip file in Doc Sharing). Look at the charter in the Gauchito Rocket project plan to see the types of information included. Include the same type of info for your project. Develop the WBS for your project (using the Gauchito Worksheet in Doc Sharing – there is a WBS tab with an example from the Gauchito Rocket project, replace this with your information) Document a narrative in Word answering the questions bulleted in the assignment instructions (What are the deliverables? Etc.) Information Technology Project Management, Sixth Edition

WBS Example in Excel Workbook Information Technology Project Management, Sixth Edition