1. Scope Planning Chapter 6 Contemporary Project Management Kloppenborg © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

2. ChapterVignette ChapterVignette Web Intelligence Solutions from Teradata Teradata is the world’s largest company focused solely on enterprise data warehousing and analytic solutions Teradata implements projects based on experience and a methodology built upon a foundation of scope management. The first step in project scope management is to mutually agree what the project will deliver

3. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. ChapterVignette ChapterVignette Web Intelligence Solutions from Teradata An effective scope management approach fosters open communications and sound decision making to ensure all parties get the business value expected from the project.

4. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. At the end of this chapter… Describe how to collect requirements Define scope processes. Create a requirements traceability matrix, project scope statement, and change request form. Describe a work breakdown structure (WBS) Compare/contrast methods of developing a WBS. Create a WBS for a project Set up a WBS in MS Project.

5. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Scope Planning Processes Collect project requirements Define project’s scope Create a work breakdown structure (WBS)

6. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Flow of Scope Planning

7. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Scope Planning Total scope = product scope + project scope Identify and organize all project work Use the scope management plan as the basis for all other work Product scope – “the features and functions that characterize a product, service, or result.” PMBOK® Guide Project scope – “the work that must be performed to deliver a product, service, or result...” PMBOK® Guide

8. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Collect Requirements Make sure the project team is absolutely clear on the project objectives Collecting requirements – “the process of defining and documenting stakeholders’ needs to meet the project objectives.” PMBOK® Guide

9. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Collect Requirements Gather stakeholder input Use voice of the customer techniques (VOC) –Ask questions –Place yourself in the customer’s situation

10. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Collect Requirements Seek a high-level description What do we not understand about the request? What is the business reason for the request? What is the impact of not providing this feature? What action items need to be accomplished if we do this? What impact will this have on other parts of the project or elsewhere? What do we not understand about the request? What is the business reason for the request? What is the impact of not providing this feature? What action items need to be accomplished if we do this? What impact will this have on other parts of the project or elsewhere?

11. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Requirements Matrix Business NeedRequirementsStakeholder(s)Priority traceable clear traceable measurable prioritized

12. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Define Scope Reasons to Define Scope How to define scope –List deliverables and acceptance criteria –Establish project boundaries –Create a project work statement

13. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Scope Definition Determine deliverables Determine necessary work Define exclusions, constraints, assumptions Define scope – “the process of developing a detailed description of the project and product.” PMBOK® Guide

14. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Reasons for Scope Definition All other planning is based on the project scope Aid to preventing scope creep IF we provide this, will it solve your problem?

15. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. How to Define Scope List project deliverables –Determine acceptance criteria Establish project boundaries –In scope –Out of scope –Understand constraints Create a Project Work Statement Project Work Statement

16. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

17. Work Breakdown Structure What is the WBS? Why use a WBS? WBS Formats Work Packages How to construct a WBS

18. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. What is the WBS? A tool used to progressively divide project work into smaller pieces Identify deliverables –What are the components of this deliverable? A framework used as a basis for further planning, execution, and control Define activity – “the process of identifying the specific actions to be performed to produce the project deliverables.” PMBOK® Guide

19. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Why use a WBS? One of the most essential project management tools Adds discipline and visibility to project planning Basis for planning schedule, resources, cost, quality, and risk Useful in determining where and why problems occur Helpful in project communications

20. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. WBS Formats Indented outline Organizational chart Free format

21. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. WBS - Indented Outline Format

22. WBS in Org Chart Format

23. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. WBS in Free Format

24. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Work Packages An element at the lowest level Basis for subsequent planning and control The point from which –Work activities are defined –Schedule is formed –Resources are aligned –Control features will be developed Work package – “a deliverable … at the lowest level of each branch of a WBS.” PMBOK® Guide

25. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Work Packages

26. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Work Packages How small is small enough? The work package provides for –Work activity definition –Schedule formation –Resource assignment –Control features development State succinctly in very few words WBS component – “an entry in the WBS that can be at any level.” PMBOK® Guide WBS dictionary – “a document that describes each component in the WBS….includes a brief scope description, defined deliverable(s), a list of associated activities, and sometimes other information.” PMBOK® Guide

27. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Work Package Detail

28. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. How to construct a WBS Include a subject matter expert (SME) Use a top down approach Consider WBS from a previous project as a starting point Use brainstorming

29. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Steps in WBS Construction 1.Identify major deliverables 2.Divide into smaller deliverables 3.Continue until deliverables are the right size 4.Review

30. WBS Organization Examples

31. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Project Phase Organization Facilitates rolling wave planning Rolling wave planning allows a quick start on a project Helps avoid: –Analysis paralysis - never starting anything because the plan is not complete –Ready, fire, aim – not planning at all Rolling wave planning – “a form of progressive elaboration planning …” PMBOK® Guide

32. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Work Function Organization Allows functions to focus on specific activities Does not promote cross-functional discussion Extra care required to establish inter-functional communication

33. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Divide Into Smaller Deliverables Brainstorm a list of interim and final deliverables (use Post It® Notes) Assemble deliverables on a large work space Group deliverables into related groups Review for completeness

34. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Continue Until Deliverables Are the Right Size Car Development Project Project Management Product Design Product Goals Concept Design Modeling Design Vehicle Integration Engineering Feasibility Detailed Engineering Design Performance Development Regulatory Certification Process Development Prototype Production Materials Procurement General Materials Procurement Trial Manufacture Requires additional level breakdown

35. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. WBS Structure Considerations Consider the parent-child concept –Have between 3 and 9 child elements for each parent Uniquely name each component in the WBS Assign a unique number to each component Examine Exhibit 6.13

36. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Establish Change Control Projects are conducted in an atmosphere of uncertainty Plans must be made for dealing with change baseline – “the approved plan for a project plus or minus approved changes.” PMBOK® Guide Change control system – “a collection of formally documented procedures that define how project deliverables and documentation will be controlled, changed, and approved.” PMBOK® Guide

37. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Establish Change Control Document potential changes to a project with a change request Every change to a project must be formally proposed Change request – “request to expand or reduce the project scope, modify policies, processes, plans, or procedure, modify costs or budgets, or revise schedules.” PMBOK® Guide

38. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Change Request Form

39. Using MS Project for Work Breakdown Structures (WBS) Set Up the WBS1.Understand WBS definitions and displays. 2.Enter summaries. 3.Create the outline for your WBS. 4.Insert row number column. 5.Hide (or show) the desired amount of detail.

40. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 1. Understand WBS displays and definitions Project refers to tasks and summary tasks (summaries) Milestones are zero duration activities –Moments when progress is checked Summaries, tasks, and milestones are displayed to allow easy recognition –Tables as an outline –Gantt view –Network Diagram view

41. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Gantt Chart View

42. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 2. Enter the list of summaries, tasks, and milestones

43. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 2. Enter Summaries 1.Click on the Id field to select the row below where the new row will be. 2.On the Task tab, Insert group, click Insert Task. 3.In the Task Name field, enter the name of the added WBS element. 4.Enter any additional summary(s).

44. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Enter Summaries (Deliverables)

45. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 3. Create the outline (WBS) 1.Click the Task Name field of the row to be indented. 2.On the Task tab, Schedule group, click Indent Task. 3.To decrease an indent level with the Outdent control: On the Task tab, Schedule group, click Outdent Task. Any lower-level items will also be outdented. Outdent TaskIndent Task

46. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 4. Insert Row Number Column Project will automatically number summaries, tasks, and milestones Right-click the task name heading Insert – Column – Field name - WBS

47. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ready to Insert WBS Column

48. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. WBS Column Inserted

49. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 5. Hide (or Show) Underlying Detail Select summary row whose detail is to be hidden/displayed Click on the Hide ( - ) subtasks button or Show subtasks button ( + ) Select summary row whose detail is to be hidden/displayed Click on the Hide ( - ) subtasks button or Show subtasks button ( + )

50. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Summary Use scope planning to determine interim deliverables and work to perform Organize scope into a work breakdown structure (WBS). Decompose the project into smaller and smaller pieces. Assign WBS components Use MS Project to create the WBS

51. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Development of Inventory System Project PM in Action Example

52. © 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Development of Inventory System Project PM in Action Example