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Janaki Douillard & Makenzie Bryk
Scope Management Janaki Douillard & Makenzie Bryk Collect Requirements Define Scope WBS Verify Scope Control Scope
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Raymond Wendell Key points Thoughts from class? Plan of Record
Use Cases Time Boxes Project Governance Agile Methodology Thoughts from class? Quality Entertaining Content etc. Collect Requirements Define Scope WBS Verify Scope Control Scope
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Collect Requirements Use Cases “Expert Interviewing” Focus Groups
, phone, letter, in person Focus Groups Moderated Facilitated Workshops Different points of view Brainstorming Nominal Group Technique Delphi Technique Anonymous, iterative, consensus Mind Maps Central word, clustering Affinity Diagrams Sorting requirements Questionnaires and Surveys Large groups Observation Shadowing Prototypes Iterative, Input from Stakeholders Group Decision Making Collect Requirements Define Scope WBS Verify Scope Control Scope
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Collect Requirements Requirements Documentation
What are they? Balance Stakeholder Requirements Resolve Competing Requirements- consider charter, constraints, scope statement Requirements Management Plan Record methods used to collect Analyze, Prioritize, Manage, Track changes What to include in traceability matrix Requirements Traceability Matrix Easily identify key requirements and stakeholders Collect Requirements Define Scope WBS Verify Scope Control Scope
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Collect Requirements Input Tools & Techniques Output Project Charter
Observations, interviews, questionnaire, and surveys Requirements management plan Stakeholder register Requirement documentation Focus groups and facilitated workshops Requirement traceability matrix Group creativity and decision-making techniques Prototypes
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Professional/Social Responsibility
Collect Requirements Professional/Social Responsibility Communications Honesty in collecting Understand the truth Do not deceive Fairness in collecting Act impartially Conflicts of interest No personal gain Respect in collecting Mutual Cooperation Deal with conflict directly Good faith negotiations Stakeholders Requirements Identify them ALL Determine requirements, expectations , interests Stakeholder register, analysis Define Requirements Communication Method- Interactive, Push, Pull Meetings- Location, Time, Responsibilities Type of Reports- Status, Progress, Trend, EV, Learned Collect Requirements Define Scope WBS Verify Scope Control Scope
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Collect Requirements Activity Brainstorming
Pepsi Electrical Conservation Business Problem What requirements must we collect? Nom. Group Technique Rank the requirements as a group Collect Requirements Define Scope WBS Verify Scope Control Scope
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Define Scope Definition Determine what is and is not in the Project
Planning is iterative Product Analysis Analyze objectives and description of product, then turn into tangible deliverables. Project Scope Statement Product Scope, Project Scope, Deliverables, Product acceptance criteria, Out-of-Scope, Constraints & Assumptions As a part of the Planning Process Group the project manager Determines what is and is not in the Project and its deliverables Planning is iterative. After requirements have been determined, the project manager begins to define the schedule and budget. If these do not meet the customer’s or sponsor expectations you have to go back and reassess scope in relation to schedule and budget. Product Analysis Analyze objectives and description of product stated by customer or sponsor, then turn into tangible deliverables. This is Project Life Cycle, so not a big topic on CAPM exams but may come up as it did on our midterm. Project Scope Statement is the primary output of the Define Scope process Product Scope, Project Scope, Deliverables, Product acceptance criteria, Out-of-Scope, Constraints & Assumptions Constraints- factors that limit the team’s options: limits on resources, budget, schedule and scope Assumptions- things that are assumed to be true but may not be true Can then review these for validity with the stakeholders, customer and sponsor Collect Requirements Define Scope WBS Verify Scope Control Scope
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Define Scope Input Tools & Techniques Output Project Charter
Alternative Identification Project Scope Statement Requirement Documentation Product analysis Updates to project documents Organization process assets Facilitated workshops Uses -Project Charter from Initiation Process Group Requirement Documentation from Collect Requirements which is a part of Planning Process Group Organization process assets as determined in initiation Process Group Then go through techniques like identifying alternatives, product analysis as described on the last slide, and facilitating workshops with team and use of expert judgment. If there are not experts in the project area on the project team, the project manager should make sure to consult outside experts. The primary output of Define Scope is the Project Scope statement and there and since planning is iterative there will most likely be changes and updates needed for previous project documents. Expert judgment
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Define Scope Project Charter Assumptions Integration Communications
Product Description/Deliverables Measureable Project Objectives Assumptions Stakeholders’ project expectations Define Scope enters into Integration management most obviously with the Project Charter. This is one of the project documents that will most likely be added to and adjusted after the Project Scope Statement is defined. Product Description/Deliverables What specific product deliverables are wanted, and what will be the end result of the project? Measureable Project Objectives How does the project tie into the organization’s strategic goals? What project objectives support those goals? The objectives need to be measureable and will depend on the defined priority of the project constraints. Within Communications management there is the relationship between the assumptions component of the project scope statement and how that actually aligns with stakeholders’ project expectations. Those need to be balanced. Collect Requirements Define Scope WBS Verify Scope Control Scope
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Define Scope Activities Matching Activity Multiple Choice
In the following table, match each item in the first column with an appropriate item in the second column: A. The software product must run on both the Microsoft Windows and Apple Macintosh platforms. 1. Project deliverable B. An online education website 2. Project constraint C. The drug must be developed within six months. 3. Product requirement D. The software module must not have more than 10 bugs. 4. Project management requirement E. The project manager must have a PMP certification. 5. Product acceptance criteria Which of the following is not included in the project scope statement? Project assumptions and constraints The WBS Product description Project deliverables You are planning the scope for your project. You have just created the requirements documentation after meeting with the stakeholders and studying the project charter. This requirements documentation can be used in developing: The stakeholder register and project scope statement The project charter and the WBS The stakeholder register and the project charter The project scope statement and the WBS Collect Requirements Define Scope WBS Verify Scope Control Scope
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Work Breakdown Structure
Control Account- Used to group a set of packages together for monitoring Work Packages Activity 8/80 rule Collect Requirements Define Scope WBS Verify Scope Control Scope
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Work Breakdown Structure
WBS Dictionary Control Account ID # Work Package Name/# Date of Update Responsible Party Work Package Description Acceptance Criteria Deliverables Assumptions Resources Aligned Duration Schedule Milestones Cost Due Date Interdependencies Before work package: After work package: Approved By: Project Manager: Date: Collect Requirements Define Scope WBS Verify Scope Control Scope
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Work Breakdown Structure
Scope Baseline Contents Scope Statement WBS WBS Dictionary Approved by Sponsor Collect Requirements Define Scope WBS Verify Scope Control Scope
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Create WBS Input Tools & Techniques Output Project Scope statement
Decomposition WBS and WBS dictionary Requirement documentation Scope baseline Updates to project documents Organizational process assets
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Work Breakdown Structure
Integration Communications Statement of work Direct & manage execution Monitor & control Roles & responsibilities Distribute information Manage stakeholder expectations Collect Requirements Define Scope WBS Verify Scope Control Scope
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Work Breakdown Structure
Activities Matching Multiple Choice Collect Requirements Define Scope WBS Verify Scope Control Scope
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Verify Scope Description
Frequent planned in meetings with the customer or sponsor to gain formal acceptance of deliverables during monitoring and controlling As such, it is iterative and can happen during every phase Relation to Quality Control Both check for correctness of work Quality Control: usually happens first & is internal Verify Scope: usually happens after & is external Monitoring and Controlling Process Group Collect Requirements Define Scope WBS Verify Scope Control Scope
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Verify Scope Input Tools & Techniques Output Validated deliverables
Inspection Accepted Deliverables Project management plan: scope baseline Change Requests Updates to project documents Stakeholder requirement documents Validated deliverables meaning they were ok’d by quality control Scope baseline from WBS Stakeholder reqs from Planning Process Group specifically Collect Requirements Requirements Traceability matrix from Planning Process Group specifically Collect Requirements All about Inspection and acceptance by customers or sponsor Outputs: accepted deliverables, changes, updates Requirements traceability matrix
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Verify Scope Project management plan Project Charter
Integration Communications Project management plan Project Charter Identify Stakeholder Requirements Both of these documents tie into Integration Management because they go through verification with the customer to ensure accuracy. Within Communications Management- Identifying Stakeholder requirements needs to begin with a discussion with the stakeholders to determine their needs. But more overall Verify Scope is constantly a Communications Management function as you are verifying the correctness of all the Scope documents with the customer of sponsor. Collect Requirements Define Scope WBS Verify Scope Control Scope
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Verify Scope Activities Question & Answer Multiple Choice
Q: Before you begin the Verify Scope process, you look at the project scope statement, WBS, and WBS dictionary. What are these three elements collectively called? A:_______________________ Q: The Verify Scope process belongs to which process group? A: ______________________ Multiple Choice You are in the process of developing the scope management plan for your project. You will develop this plan: By performing the Scope Planning process By performing the Define Scope process As a part of the effort to develop the project management plan During the initiation stage of the project Which of the following is a false statement about the project scope management plan? It describes how to verify the scope. It describes how to control the scope. It serves as the baseline for the project scope. It describes how to create the WBS. Collect Requirements Define Scope WBS Verify Scope Control Scope
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Control Scope Description
Measuring project and product scope performance and managing scope baseline for changes Identify the magnitude of variances (Variance Analysis) Determine what, if any, changes should be requested Need for Scope Change found in Control Scope Perform Integrated Change Control: accept or reject change Return to Control Scope and process approved changes In order to Identify the magnitude of variances (Variance Analysis) This is a Monitoring and Controlling Process Group function Collect Requirements Define Scope WBS Verify Scope Control Scope
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Control Scope Input Tools & Techniques Output Variance Analysis
Project management plan: scope baseline, configuration management plan, change management plan Variance Analysis Work performance measurements Change Request Work performance information Updates to organizational process assets and project documents such as project management plan Stakeholder requirement documents Taking all these components and documentation that we’ve created thus far and managing progress against baselines. The difference in these measurements is determined through the variance analysis. The outputs here are change requests, work performance measurements- because they through analysis they have been converted from raw information to data. Once again updates to project documents – most likely project management plan and scope baseline Requirements traceability matrix Organizational process assets
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Control Scope Project management plan Stakeholder Expectations
Integration Communications Project management plan Stakeholder Expectations Integration within Control Scope is evident in the use of project documents like the project management plan to measure the variance to the actual progress of the project. Within Communications Management we once again managing and controlling against scope creep in the form on unrelated or unnecessary stakeholder expectations. Collect Requirements Define Scope WBS Verify Scope Control Scope
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Control Scope Activities Question & Answer Multiple choice
What do you do with the work performance information in the Control Scope process? A: __________________ Multiple Choice You are the project manager for a software product, and your project is in the execution stage. You have learned that Maya, a developer, has started adding some new features to the deliverable she is working on. What is the best action for you to take? Tell Maya to delete the code corresponding to these features because this is scope creep, and scope creep is not allowed. Learn from Maya what those features are and how much time they will take and then make necessary updates to the WBS, the WBS dictionary, and the schedule. Also tell Maya that in the future, she should get approval from you before adding any new features. Determine where the request for the new features came from and process the change request through the integrated change request process. Contact Maya’s functional manager and ask the manager to replace Maya with another developer. Which of the following is not a constraint common to projects? Resources Imposed date Schedule milestone Skill set Collect Requirements Define Scope WBS Verify Scope Control Scope
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Quiz!! Multiple Choice Input-Tools & Techniques-Output Matching
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Collect Requirements Input Tools & Techniques Output Project Charter
Observations, interviews, questionnaire, and surveys Requirements management plan Group creativity and decision-making techniques Requirement traceability matrix Prototypes Focus groups and facilitated workshops Requirement documentation Stakeholder register
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Define Scope Input Tools & Techniques Output Project Charter
Alternative Identification Requirement Documentation Updates to project documents Facilitated workshops Expert judgment Product analysis Organization process assets Project Scope Statement
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Create WBS Input Tools & Techniques Output Project Scope statement
WBS and WBS dictionary Updates to project documents Organizational process assets Scope baseline Requirement documentation Decomposition
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Verify Scope Input Tools & Techniques Output Inspection
Project management plan: scope baseline Change Requests Stakeholder requirement documents Updates to project documents Accepted Deliverables Validated deliverables Requirements traceability matrix
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Control Scope Input Tools & Techniques Output
Project management plan: scope baseline, change management plan Variance Analysis Change Request Updates to organizational process assets and project documents such as project management plan Stakeholder requirement documents Organizational process assets Requirements traceability matrix Work performance measurements Work performance information
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