1. Scope Management
Chapter 5

2. Learning Goals
Understand the importance of scope management for project success.
Construct a Work Breakdown Structure for a project.
Develop a Responsibility Assignment Matrix for a project.
Describe the roles of changes and configuration management in assessing project scope

3. Project Scope
Project scope is everything about a project – work content as well as expected outcomes, which should include
- activities to be performed
- resources consumed
- end product result
- quality standard expected
Scope management is the function of controlling a project in terms of its goals and objectives and consists of:
1) Conceptual development 4) Scope reporting
2) Scope statement 5) Control systems
3) Work authorization 6) Project closeout
See Table 5.1 for details

4. Conceptual Development
The process that addresses project objectives by finding the best ways to meet them.
Collect data and develop information:
Problem or need statement
Information gathering and baselining
Constraints and restrictions
Alternative solution analysis
Project objectives with a clear statement of expectations

5. Problem Statements Sets the stage for the project
Successful conceptual development requires:
Goals and objects are clearly stated
Should be specific and measureable
i.e. Create goals such as “Improve gas mileage from 12 mpg to 16 mpg by June 30th” not “Improve gas mileage”
Complete understanding of the problem
Use the SMART model

6. SMART Model

7. SMART Example Poorly written objective: Improved:
Seminar delivered via electronic media.
Improved:
The project management seminar will be delivered via Web conference at 10:00 a.m. central time, on January 15th. The host, John Schneider, will discuss the ethics of project management for 50 minutes, followed by a 10-minute question-and-answer session at the conclusion of the session.

8. Statement of Work (SOW)
A SOW is a detailed narrative description of the work required for a project.
Effective SOWs contain
Key objectives for the project
A brief and general description of the work to be performed
Background or history of why this is a project
Expected outcomes
Funding and schedule constraints
Timeline and milestones
Signatures of acceptance
See UPMM_IIL_Project Charter.doc and Table 5.2

9. The Scope Statement Process
Establish the project goal criteria
cost
schedule
performance
deliverables
review/approval gates
Develop the management plan for the project
Establish a work breakdown structure
Create a scope baseline

10. Work Breakdown Structure
A process that sets a project’s scope by breaking down its overall mission into a cohesive set of synchronous, increasingly specific tasks.
What does the WBS accomplish?
It echoes project objectives. 
It is the organization chart for the project.
Creates the logic for tracking costs, schedule, and performance specifications for each element in the project.
May be used to communicate project status.
May be used to improve overall project communication.
Demonstrates how the project will be controlled.

11. Work Breakdown Structure and Codes
The project is the overall project under development
1.0
1.2
1.3
1.4
1.2.1
1.2.2
1.2.3
1.3.1
1.3.2
Deliverables are major project components
Sub-deliverables are supporting deliverables
Work packages are individual project activities

12. Defining a Work Package
Lowest level in WBS
Deliverable result
One owner
Miniature projects
Milestones
Fits organization
Trackable

13. Sample WBS in MS Project

14. Organizational Breakdown Structure
Organizational Breakdown Structure (OBS) allows
Define work definition
Owner assignment of work packages
Budget assignment to departments
OBS links cost, activity & responsibility

15. Intersection of the WBS and OBS

16. Cost Account Rollup Using OBS

17. Responsibility Assignment Matrix
Identify personnel who will be directly responsible for each work package
LEAD PROJECT PERSONNEL
Bob IS
Dave
Sue HR
Ann
R&D
Jim
Task
& Code
Deliverable
Match IT to
Org. Tasks
proposal
Prepare
1.3
1.1
Identify IS
user needs
1.2
Problem
Analysis
Develop
info
Interview
users
show
Gain user
“buy in”
Find cost/
benefit info
1.1.1
1.1.2
1.2.1
1.2.2
1.2.3
1.3.1
Notification
Responsible
Approval
Support
See UPMM_IIL_Responsibility Assignment Matrix (RAM).doc

18. Work Authorization Let the work begin!!
The formal “go ahead” to begin working the project.
Follows the approval of scope management steps:
scope definition
planning documents
management plans
contractual documents

19. Contractual Documentation
Most contracts contain:
Requirements
Valid consideration
Contracted terms
Contracts range from:
Lump Sum
Cost Plus
also called
“Turnkey”

20. Scope Reporting
Determines what types of information is reported, who receives copies, when, and how information is acquired and disseminated.
Typical project reports contain
Budget performance status
Schedule status
Technical performance status
Solid communication between all parties is one of the most important task to be accomplished.

21. Scope Reporting

22. Reasons Why Projects Fail
Politics
Naïve promises
Naïve optimism
Startup mentality of fledging entrepreneurial companies
“Marine Corps” mentality
Intensive competition caused by globalization
Intense competition caused by appearance of new technologies
Intense pressure caused by unexpected government regulations
Unexpected and/or unplanned crises
#1 Reason
Poor Scope Statements!

23. Types of Control Systems
Control systems are vital to ensure that any changes to the project baseline are conducted in a systematic and thorough manner.
Configuration – same scope?
Design – same scope, schedule and cost?
Trend monitoring – same cost, schedules and resources?
Document – documentation compiled and circulated?
Acquisition – monitors resources
Specification – monitors requirements and change control
How does a project become a year late? One day at a time!
See UPMM_IIL_Project Change Request Form.doc
jimakers.com

24. Project Closeout The job is not over until the paperwork is done…
Closeout documentation is used to:
Resolve disputes
Train project managers
Facilitate auditing
Closeout documentation includes:
Historical records
Post project analysis – post-mortem process
Financial closeout

25. Chapter 5 Review and Discussion
What are the primary benefits of developing a comprehensive project scope analysis?
What are the key characteristics of a work package?
Create a Work Breakdown Structure for a term paper project or another school- related project you are working on. What are the steps in the WBS? Can you identify any sub-steps for each step?
jimakers.com

26. Chapter 5 Review and Discussion
What are the benefits of designing a Responsibility Assignment Matrix (RAM) for a project?
Develop an argument for scope reporting mechanisms. At a minimum, what types of reports do you consider necessary for document control of a project? Why?
What is the chief purpose of configuration management? In your opinion, why has it become increasingly popular in recent years as part of the project management process?
What is the logic behind developing a plan for project closeout prior to even beginning the project?
jimakers.com

27. Case Study 2: Working with Customers to Develop Good Requirements
Customer Request
Ima Prez says, “I want a phone system like the company downstairs.”
Your Task
Starting with Ima’s stated want/need, develop a set of questions so that project objectives and functional and technical requirements can be established.
Based on Ima’s stated want/need, rewrite it as a SMART objective in a functional format.