1. NEES Project Management Workshop June 16 June 18 1 Segment 2

2. SCOPE MANAGEMENT 2

3. What is the SCOPE of a Project? Project scope is everything about a project – work content as well as expected outcomes Project Scope refers to ALL the work involved in creating the products (DELIVERABLES) of the project and all the processes used to create them – Deliverables can be product-related – i.e. software – Deliverables can be process-related – i.e. planning document or meeting minutes Key Stakeholders must agree on what the requirements and products of the project are and at times, how they should produce them to define all of the deliverables 3

4. What is in the SCOPE of a Project? Requirements – 1. A condition or capability needed by a user to solve a problem or achieve an objective – 2. A condition or capability that must be met or possessed by a system or system component to satisfy a contract, standard, specification, or other formally imposed document – 3. A documented representation of a condition or capability as in 1 or 2. IEEE Glossary of Engineering Terminology 4 INCLUSION vs. EXCLUSION

5. How detailed must the Requirements be? Traceable to the author of the requirement In enough detail so that they can be measured during the Execution phase of the project. Categorized, prioritized Weighted in terms of importance 5

6. Collecting Requirements Interviews Focus Groups/Workshops Questionnaires/Surveys Observation Prototyping Failure to properly collect all requirements results in REWORK! i.e. Pay me now or pay me allot more later! 6

7. Develop a good project selection process and insist that sponsors are from the user organization Have users/stakeholders on the project team in important roles Have regular meetings with defined agendas, and have users sign off on key deliverables presented at meetings Deliver something to users and sponsors on a regular basis Don’t promise to deliver when you know you can’t Co-locate users/stakeholders with the Project Team Suggestions/Tips for Improving Stakeholder Input 7

8. Defining the Scope The Project Scope Statement - internal – Inputs: Business Case and Project Charter Requirements documentation Organizational assets – policies & procedures Prior projects files, lessons learned – Contents More general in content Project Summary and justification Product Characteristics and requirements Summary of project deliverables (product and process) Project Success criteria The Scope Statement will provide information about what it is you need to build! 8

9. Defining the Scope The Project Statement of Work (SOW) – internal and external – Extremely key document – Generated after the Scope Statement, in the planning phase – A description of all the work that is expected – A key governance tool – Will form a key element of a contract if the work is being done by a vendor or contractor; key element in a Proposal – Will form an planned demand forecast (contract) – resources will be planned to only accommodate that work which is described in the SOW – SOW format, size and content varies significantly by industry 9

10. Items to be included in a Statement of Work (SOW) The WHY – The purpose of this project – Background information that has led us up to this point 10

11. Items to be included in a Statement of Work (SOW) The WHAT – The scope of the project A summary of the work to be done and a description of the major deliverables of the completed project; where applicable, indicating priorities of key items Can be by scope area i.e. by location, by business process, by organization, etc. Can be stated as what is included and what is excluded The boundaries are defined 11

12. Items to be included in a Statement of Work (SOW) The WHAT (continued) – The desired outcome – The Objectives Objectives specific to this project – elaborate – Well described statements containing how they will be measured and what will indicate satisfactory attainment or acceptance. On going objectives – general, environmental, must be maintained while project specific objectives are dealt with. i.e. all solutions must be scalable, all solutions must meet the XYZ commission's standards, etc. 12

13. Items to be included in a Statement of Work (SOW) The WHAT (continued) – The Deliverables Describe them Who is responsible for them? When are they due? Schedule What is their acceptance criteria? Who approves them? 13

14. Items to be included in a Statement of Work (SOW) The HOW – What approach will be used to do the work? Methodology to be followed Team Structure/Location Standards to be observed Acceptance of deliverables - criteria Dealing with/managing Risks - Process Handling changes - Process Handling issues and problems Project Progress & Status Reporting and Communications THE PROJECT PLAN 14

15. Items to be included in a Statement of Work (SOW) The WHO (the resources) – What are the roles and responsibilities? For the Project team members For the Customer/sponsor For other stakeholders What level of commitments to the project are required? Known concerns or alternatives to the staffing plans 15

16. Items to be included in a Statement of Work (SOW) The WHEN – The period of performance The start - finish window Phases/Gates – The Schedule for the Project Plan: Deliverables Milestones 16

17. Items to be included in a Statement of Work (SOW) Miscellaneous – Constraints Resources Technology Applicable Standards Special Standards – Assumptions critical to the project Any unknowns? Potential issues? – Overall Risk and Concerns Assessment Identify risks i.e. environmental, competitive, etc. Quantify the risks Risk mitigation or abatement strategies 17

18. Items to be included in a Statement of Work (SOW) Miscellaneous (continued) – Commercial Document Costs/Pricing information Professional Services Agreement Billing, payment, etc. 18

19. Preliminary (rough draft) SOW document ingredients at a minimum: Purpose/Background Scope Overall Strategy…approach to be followed Objectives/Deliverables Acceptance criteria…how will the objectives be measured Constraints/Limitations…placed on the project by external sources Constraints/Needs…conditions that must be satisfied 19

20. Preliminary (rough draft) SOW document ingredients at a minimum: Assumptions The team – the stakeholders, roles & responsibilities Project risks Supporting information that would be provided 20