Description
It also explains gantt chart organized by project management process groups. It also lists down best practices for avoiding scope problems.
Project Scope Management
.
What is Scope?
?
Scope is the sum of the products, services, and results to be provided as a project.
Who has a Stake in Scope
?
? ?
?
Sponsor-The person or group that provides the financial resources, in cash or kind for the project. Project Manager-The person assigned to achieve the project’s objectives. Stakeholder-Person or organization that is actively involved in the project, or whose interests may be positive or negatively affected by execution or completion of the project. Project Team
Scope Clarification
In the beginning, the Sponsor tells us what they want. This can be verbally, or through:
?
A Project Charter: A formal approval to begin a project. ? An RFP (Request for Proposals): A request by a sponsor to companies to suggest ways to meet the sponsor’s need ? A Tender: for a product or service
Project Scope Management
?
Purpose: Resources for identifying the major work required to meet a project's goals, helping the team define, verify, and control what should be (and should not be) included in the project. .
Project Scope Management
? ?
?
? ?
Scope planning: deciding how the scope will be defined, verified, and controlled Scope definition: reviewing the project charter and preliminary scope statement and adding more information as requirements are developed and change requests are approved Creating the WBS: subdividing the major project deliverables into smaller, more manageable components Scope verification: formalizing acceptance of the project scope Scope control: controlling changes to project scope
Project Scope Management Summary
Scope Planning and the Scope Management Plan
? The
scope management plan is a document that includes descriptions of how the team will prepare the project scope statement, create the WBS, verify completion of the project deliverables, and control requests for changes to the project scope ? Key inputs include the project charter, preliminary scope statement, and project management plan
Sample Project Charter
Scope Definition & Project Scope Statement
? The
preliminary scope statement, project charter, organizational process assets, and approved change requests provide a basis for creating the project scope statement ? As time progresses, the scope of a project should become more clear and specific
Creating the Work Breakdown Structure
?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
Sample WBS Organized by Product
WBS Organized by Phase
WBS in Tabular Form
1.0 Concept 1.1 Evaluate current systems 1.2 Define Requirements 1.2.1 Define user requirements 1.2.2 Define content requirements 1.2.3 Define system requirements 1.2.4 Define server owner requirements 1.3 Define specific functionality 1.4 Define risks and risk management approach 1.5 Develop project plan 1.6 Brief Web development team 2.0 Web Site Design 3.0 Web Site Development 4.0 Roll Out 5.0 Support
WBS and Gantt Chart
Gantt Chart Organized by Project Management Process Groups
Executing Tasks WBS
Approaches to Developing WBSs
? Using
guidelines: some organizations, provide guidelines for preparing WBSs ? The analogy approach: review WBSs of similar projects and tailor to your project ? The top-down approach: start with the largest items of the project and break them down ? The bottom-up approach: start with the specific tasks and roll them up ? Mind-mapping approach: mind mapping is a technique that uses branches radiating out from a core idea to structure thoughts & ideas
Sample Mind-Mapping Approach for Creating a WBS
Resulting WBS in Chart Form
The WBS Dictionary & Scope Baseline
? Many
WBS tasks are vague and must be explained more so people know what to do and can estimate how long it will take and what it will cost to do the work ? A WBS dictionary is a document that describes detailed information about each WBS item ? The approved project scope statement and its WBS and WBS dictionary form the scope baseline, which is used to measure performance in meeting project scope goals
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
Creating a WBS and WBS Dictionary
? Project
team members should be involved in developing the WBS to ensure consistency and buy-in ? Each WBS item must be documented in a WBS dictionary to ensure accurate understanding of the scope of work included and not included in that item ? The WBS must be a flexible tool to accommodate inevitable changes while properly maintaining control of the work content in the project according to the scope statement
What can go wrong?
?A
project scope that is too broad and grandiose can cause severe problems
? Scope
creep and an overemphasis on technology for technology’s sake resulted in the bankruptcy of a large pharmaceutical firm, Texas-based FoxMeyer Drug ? In 2001, McDonald’s fast-food chain initiated a project to create an intranet that would connect its headquarters with all of its restaurants to provide detailed operational information in real time; after spending $170 million on consultants and initial implementation planning, McDonald’s realized that the project was too much to handle and terminated it ? In 2002 Sprint had to shelve their VoIP rollout plan as Technology was ahead of time and market was not ready
Scope Verification
? It
is very difficult to create a good scope statement and WBS for a project ? It is even more difficult to verify project scope and minimize scope changes ? Scope verification involves formal acceptance of the completed project scope by the stakeholders ? Acceptance is often achieved by a customer inspection and then sign-off on key deliverables
Scope Control
? Scope
control involves controlling changes to the project scope ? Goals of scope control are to:
?Influence
the factors that cause scope changes ?Assure changes are processed according to procedures developed as part of integrated change control ?Manage changes when they occur
? Variance
is the difference between planned and actual performance
Best Practices for Avoiding Scope Problems
1. Keep the scope realistic: Don’t make projects so large
that they can’t be completed; break large projects down into a series of smaller ones 2. Involve users in project scope management: Assign key members a ownership of requirements definition and scope verification 3. Use off-the-shelf hardware and software whenever possible: Many IT people enjoy using the latest and greatest technology, but business needs, not technology trends, must take priority 4. Follow good project management processes: Use welldefined processes for managing project scope and others aspects of projects
Suggestions for Improving User Input
? Develop
a good project selection process and insist that sponsors are from the user organization ? Have users 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 with developers
Reducing Incomplete and Changing Requirements
? Develop
and follow a requirements management process ? Use techniques such as prototyping, use case modeling, and get more user involvement ? Put requirements in writing & keep them current ? Create a requirements management database for documenting and controlling requirements
Suggestions for Reducing Incomplete and Changing Requirements
? Provide
adequate testing and conduct testing throughout the project life cycle ? Review changes from a systems perspective ? Emphasize completion dates to help focus on what’s most important ? Allocate resources specifically for handling change requests/enhancements
Using Software to Assist in Project Scope Management
? Word-processing
software helps create several scope-related documents ? Spreadsheets help to perform financial calculations and weighed scoring models, and develop charts and graphs ? Communication software like e-mail and the Web help clarify and communicate scope information ? Project management software helps in creating a WBS, the basis for tasks on a Gantt chart
Summary: Tasks in Scope Management
? Scope
Planning ? Defining Scope ? Creating the WBS ? Scope Verification ? Scope Control
References…
?
Project Management Institute (PMI)
A Guide to the Project Management Body of Knowledge (3rd Ed.). Newtown Square, PA, ©2004. ISBN 978-930699-45-8
?
Schwalbe, Kathy
Information Technology Project Management (4th Ed.). Thomson Course Technology, Canada, ©2006. ISBN 0-619-21528-3
Thank You…
?
Thank You…
Agile Planning
?
?
?
Provides project teams with a means to produce features in a short amount of time in order to gain useful feedback from users, customers, and stakeholders. It also allows teams to defer decisions on detailed requirements until the feature is being developed, allowing them to apply the most current and accurate information possible. This approach works when the team has decided to follow an iterative and incremental project approach and is most useful in situations where the product of the project can be delivered in small increments
Project Life Cycle
Project Life Cycle Sequential Model
Planning Definition Design Implementation Integration System Test Operation
Phased (Waterfall) Model
Planning Definition Design Implementation Integration Time System Test
Shortened Interval
Earlier Time-to-Market
Operation
doc_402285301.pptx
It also explains gantt chart organized by project management process groups. It also lists down best practices for avoiding scope problems.
Project Scope Management
.
What is Scope?
?
Scope is the sum of the products, services, and results to be provided as a project.
Who has a Stake in Scope
?
? ?
?
Sponsor-The person or group that provides the financial resources, in cash or kind for the project. Project Manager-The person assigned to achieve the project’s objectives. Stakeholder-Person or organization that is actively involved in the project, or whose interests may be positive or negatively affected by execution or completion of the project. Project Team
Scope Clarification
In the beginning, the Sponsor tells us what they want. This can be verbally, or through:
?
A Project Charter: A formal approval to begin a project. ? An RFP (Request for Proposals): A request by a sponsor to companies to suggest ways to meet the sponsor’s need ? A Tender: for a product or service
Project Scope Management
?
Purpose: Resources for identifying the major work required to meet a project's goals, helping the team define, verify, and control what should be (and should not be) included in the project. .
Project Scope Management
? ?
?
? ?
Scope planning: deciding how the scope will be defined, verified, and controlled Scope definition: reviewing the project charter and preliminary scope statement and adding more information as requirements are developed and change requests are approved Creating the WBS: subdividing the major project deliverables into smaller, more manageable components Scope verification: formalizing acceptance of the project scope Scope control: controlling changes to project scope
Project Scope Management Summary
Scope Planning and the Scope Management Plan
? The
scope management plan is a document that includes descriptions of how the team will prepare the project scope statement, create the WBS, verify completion of the project deliverables, and control requests for changes to the project scope ? Key inputs include the project charter, preliminary scope statement, and project management plan
Sample Project Charter
Scope Definition & Project Scope Statement
? The
preliminary scope statement, project charter, organizational process assets, and approved change requests provide a basis for creating the project scope statement ? As time progresses, the scope of a project should become more clear and specific
Creating the Work Breakdown Structure
?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
Sample WBS Organized by Product
WBS Organized by Phase
WBS in Tabular Form
1.0 Concept 1.1 Evaluate current systems 1.2 Define Requirements 1.2.1 Define user requirements 1.2.2 Define content requirements 1.2.3 Define system requirements 1.2.4 Define server owner requirements 1.3 Define specific functionality 1.4 Define risks and risk management approach 1.5 Develop project plan 1.6 Brief Web development team 2.0 Web Site Design 3.0 Web Site Development 4.0 Roll Out 5.0 Support
WBS and Gantt Chart
Gantt Chart Organized by Project Management Process Groups
Executing Tasks WBS
Approaches to Developing WBSs
? Using
guidelines: some organizations, provide guidelines for preparing WBSs ? The analogy approach: review WBSs of similar projects and tailor to your project ? The top-down approach: start with the largest items of the project and break them down ? The bottom-up approach: start with the specific tasks and roll them up ? Mind-mapping approach: mind mapping is a technique that uses branches radiating out from a core idea to structure thoughts & ideas
Sample Mind-Mapping Approach for Creating a WBS
Resulting WBS in Chart Form
The WBS Dictionary & Scope Baseline
? Many
WBS tasks are vague and must be explained more so people know what to do and can estimate how long it will take and what it will cost to do the work ? A WBS dictionary is a document that describes detailed information about each WBS item ? The approved project scope statement and its WBS and WBS dictionary form the scope baseline, which is used to measure performance in meeting project scope goals
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
Creating a WBS and WBS Dictionary
? Project
team members should be involved in developing the WBS to ensure consistency and buy-in ? Each WBS item must be documented in a WBS dictionary to ensure accurate understanding of the scope of work included and not included in that item ? The WBS must be a flexible tool to accommodate inevitable changes while properly maintaining control of the work content in the project according to the scope statement
What can go wrong?
?A
project scope that is too broad and grandiose can cause severe problems
? Scope
creep and an overemphasis on technology for technology’s sake resulted in the bankruptcy of a large pharmaceutical firm, Texas-based FoxMeyer Drug ? In 2001, McDonald’s fast-food chain initiated a project to create an intranet that would connect its headquarters with all of its restaurants to provide detailed operational information in real time; after spending $170 million on consultants and initial implementation planning, McDonald’s realized that the project was too much to handle and terminated it ? In 2002 Sprint had to shelve their VoIP rollout plan as Technology was ahead of time and market was not ready
Scope Verification
? It
is very difficult to create a good scope statement and WBS for a project ? It is even more difficult to verify project scope and minimize scope changes ? Scope verification involves formal acceptance of the completed project scope by the stakeholders ? Acceptance is often achieved by a customer inspection and then sign-off on key deliverables
Scope Control
? Scope
control involves controlling changes to the project scope ? Goals of scope control are to:
?Influence
the factors that cause scope changes ?Assure changes are processed according to procedures developed as part of integrated change control ?Manage changes when they occur
? Variance
is the difference between planned and actual performance
Best Practices for Avoiding Scope Problems
1. Keep the scope realistic: Don’t make projects so large
that they can’t be completed; break large projects down into a series of smaller ones 2. Involve users in project scope management: Assign key members a ownership of requirements definition and scope verification 3. Use off-the-shelf hardware and software whenever possible: Many IT people enjoy using the latest and greatest technology, but business needs, not technology trends, must take priority 4. Follow good project management processes: Use welldefined processes for managing project scope and others aspects of projects
Suggestions for Improving User Input
? Develop
a good project selection process and insist that sponsors are from the user organization ? Have users 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 with developers
Reducing Incomplete and Changing Requirements
? Develop
and follow a requirements management process ? Use techniques such as prototyping, use case modeling, and get more user involvement ? Put requirements in writing & keep them current ? Create a requirements management database for documenting and controlling requirements
Suggestions for Reducing Incomplete and Changing Requirements
? Provide
adequate testing and conduct testing throughout the project life cycle ? Review changes from a systems perspective ? Emphasize completion dates to help focus on what’s most important ? Allocate resources specifically for handling change requests/enhancements
Using Software to Assist in Project Scope Management
? Word-processing
software helps create several scope-related documents ? Spreadsheets help to perform financial calculations and weighed scoring models, and develop charts and graphs ? Communication software like e-mail and the Web help clarify and communicate scope information ? Project management software helps in creating a WBS, the basis for tasks on a Gantt chart
Summary: Tasks in Scope Management
? Scope
Planning ? Defining Scope ? Creating the WBS ? Scope Verification ? Scope Control
References…
?
Project Management Institute (PMI)
A Guide to the Project Management Body of Knowledge (3rd Ed.). Newtown Square, PA, ©2004. ISBN 978-930699-45-8
?
Schwalbe, Kathy
Information Technology Project Management (4th Ed.). Thomson Course Technology, Canada, ©2006. ISBN 0-619-21528-3
Thank You…
?
Thank You…
Agile Planning
?
?
?
Provides project teams with a means to produce features in a short amount of time in order to gain useful feedback from users, customers, and stakeholders. It also allows teams to defer decisions on detailed requirements until the feature is being developed, allowing them to apply the most current and accurate information possible. This approach works when the team has decided to follow an iterative and incremental project approach and is most useful in situations where the product of the project can be delivered in small increments
Project Life Cycle
Project Life Cycle Sequential Model
Planning Definition Design Implementation Integration System Test Operation
Phased (Waterfall) Model
Planning Definition Design Implementation Integration Time System Test
Shortened Interval
Earlier Time-to-Market
Operation
doc_402285301.pptx