PMP Examination Preparation Course Topic: Project Scope Management

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PMP Examination Preparation Course
Topic: Project Scope Management
2009 Capgemini - All rights reserved 1
PMP Workshop | Financial Services
All work described was performed by Capgemini or a Capgemini affiliate
Project Scope Management
Project Charter
Scope Statement
Verify Scope
Decomposition
Work Breakdown structure
Product Scope
Hot Topics
Project Scope Management includes the processes required to ensure that the
project includes all the work required, and only the work required, to
complete the project successfully.
The following Project Scope Management Processes are concerned with defining
and Controlling What is included and what is not included in the project:
Collect Requirements
Define Scope
Create WBS
Verify Scope
Control Scope
Verify Scope
Control
Scope
Collect
Requirement
Define
Scope
Create WBS
Closing Process
Group
Monitoring &
Controlling
Process Group
Executing
Process Group
Planning
Process Group
Initiating
Process Group
Project Scope Management processes are:
Give the customer what they asked for,
no more or no less.
Giving extras is waste of time and adds
no benefit to the project
Scope
Product
Features or Functions
Completion measured
against product requirements
Project
Work to be done to deliver
product features/functions
Completion measured against
project plan
Product Scope vs. Project Scope
Project Scope Management Processes
Define Scope
Create WBS
Verify Scope
Control Scope
Collect requirement is the process of defining and documenting
stakeholders needs to meet the project objectives.
Projects success is directly influenced by the care taken in capturing and
managing project and product requirements.
Collecting requirements is defining and managing customer expectations
Requirements become the foundation of the WBS, Cost, Schedule and Quality
planning
The Requirements can be categorized into:
Project Requirements : Business requirements, Project management
Requirements, delivery requirements etc.,
Product Requirements : Information on technical requirements, Security
requirements, Performance requirements etc
Collect Requirements Data Flow
Interviews
Focus Groups
Facilitated Workshops
Group Creativity
Techniques
Group decision
making Techniques
Questionnaires and
Surveys
Observations
Prototypes
Tools and Techniques
Requirements
Documentation
Requirements
Management Plan
Requirements
Traceability Matrix
Project Charter
Stakeholder Register
Outputs Inputs
Collect Requirements Inputs
1. Project Charter
High level Project requirements
High level Product Description
2. Stakeholder Register
Identify Stakeholders that can provide information on detailed project
and product requirements
Collect Requirements Tools and Techniques
1. Interviews
Formal or Informal information
discovery from stakeholders
Performed by asking prepared and
spontaneous questions and recording
responses
Often conducted one-on-one
2. Focus Groups
Bring together prequalified
stakeholders and subject matter
experts to learn about their
expectations
A trained moderator guides the group
through an interactive discussion
3. Facilitated Workshops
Bring cross functional stakeholders
together to define product requirements
This can build trust, foster relationship
and improve communication leading to
increased stakeholder consensus
Example : J oint Application
Development (J AD session), Quality
function deployment (QFD) session.
QFD starts by collecting customer
needs, also known as Voice of
Customer (VOC)
Collect requirements -Tools & Techniques
4. Group Creativity Techniques
Nominal Group Technique
Brainstorming
The Delphi Technique
Idea/mind mapping
Affinity Diagram
5. Group Decision Making
Techniques
It is an assessment process of multiple
alternatives with an expected outcome
in the form of future actions resolution.
Unanimity
Majority
Plurality
Dictatorship
6. Questionnaires and Surveys
Written sets of questions designed to
accumulate information from wider
respondents
7. Observation
Viewing individual in their environment
J ob Shadowing
Participant observer performing process
to uncover hidden requirement
8. Prototypes
Working model of expected product
before actually building it
Collect requirements Outputs
1. Requirements Documentation
Business Need or opportunity and
Project Objectives
Functional & Non Functional
requirements
Quality requirements, Acceptance
Criteria, Business rules
Impact to other organization areas and
entities
Support and Training requirement
Assumptions and constrains
2. Requirements Management Plan
Documents how requirements will be
analyzed, documented and Managed
Details of how activities are planned,
tracked and reported, Configuration
management activities, Requirements
Prioritization, Product Metrics and
Traceability Structure etc.
3. Requirements Traceability Matrix
Links requirements to their origin and
traces the requirements to business
need, opportunities, goals, objectives,
scope, product design, product
development, test strategy and test
scenarios, etc
Define Scope
Create WBS
Verify Scope
Control Scope
Define Scope
Define scope is the process of developing a detailed description of project
and product
Builds upon the Major deliverables, assumptions and constraints
The project scope is progressively elaborated during planning
Define Scope Data Flow
Define Scope
Expert J udgment
Product Analysis
Alternative
identification
Facilitated workshops
Project scope
statement
Project Document
updates
Project Charter
Requirement
Documentation
Organizational Process
assets
Outputs Inputs
Define Scope Inputs
1. Project Charter
High Level project description and product characteristics
Project approval requirements
2. Requirement Documentation
Described Earlier
3. Organizational Process Assets
Organizational policies, procedures, Templates for Project scope statement
Previous project files
Lessons Learnt from Previous Projects
Define Scope -Tools and Techniques
1. Expert judgment
Use of experts to develop scope
statement
Example Other units of
Organizations, consultants,
Stakeholders, Professional and
technical associations, Industry
groups, Subject Matter experts
2. Product analysis
Methods used to translate project
objectives into tangible requirements
and deliverables
Examples Product breakdown,
systems engineering, systems
analysis, value engineering, value
analysis, functional analysis
3. Alternatives identification
Helps generate different approaches
to execute or perform work
Examples of techniques
Brainstorming and Lateral thinking
4. Facilitated Work Shops
Described earlier
Define Scope Outputs
2. Project Document Updates
Updates to
Stakeholder Register
Requirements Documentation
Requirements traceability matrix
1. Project Scope Statement
Forms basis of future project decisions
Helps develop common understanding
among stakeholders
Is revised to reflect approved changes
Includes or refers
Product Scope description
Product Acceptance Criteria
Project Deliverables
Project exclusions
Project Constraints
Project assumptions
Define Scope
Create WBS
Verify Scope
Control Scope
Create WBS
Work Breakdown Structure (WBS)
Deliverable-oriented hierarchal decomposition of work to be executed by
project team to accomplish project objectives
Defines total scope of project and create required deliverables
Develops common understanding of the project scope
Each descending level provides more detailed description of the deliverable
Items at lowest level of WBS are called work-packages.
A work package can be scheduled, cost estimated, monitored and controlled
Create WBS is the process of subdividing project deliverables and Project
work into Smaller and more manageable components
Create WBS Data Flow
Create WBS
Decomposition
WBS
WBS Dictionary
Scope baseline
Project document updates
Project Scope statement
Requirement
Documentation
Organizational process
assets
Outputs Inputs
Create WBS Inputs
1. Project scope statement
Described earlier
2. Requirement documentation
Described Earlier
3. Organizational process assets
Described earlier
Create WBS -Tools & Techniques
1. Decomposition
Decomposition is the subdivision of project deliverables into smaller, more
manageable components until the work and deliverables are defined to the
work package level
The work package level is lowest level in WBS, and is the point at which the
cost and activity durations for the work can be reliably estimated and
managed
Activities in Decomposition
Identify and analyze the deliverables and related work
Structuring and organizing the WBS
Decomposing to the required detailed level
Developing and assigning codes for WBS components
Verify the sufficiency of degree of decomposition
Create WBS Outputs
1. Work Breakdown structure
Described earlier
2. WBS Dictionary
Supporting document containing
details of WBS components.
It includes :
Code of account identifier
Description of work
Responsible organization
Schedule milestones
Resources required
Cost estimates
Quality requirements
Acceptance criteria
Contract information
3. Scope Baseline
The components of Scope baseline
are :
Project Scope statement
WBS
WBS Dictionary
4. Project Documents update
Updates to Requirement
documentation.
Define Scope
Create WBS
Verify Scope
Control Scope
Verify Scope
Verify Scope is the process of formalizing acceptance of the completed
project deliverables
Verifying scope includes reviewing deliverables with the customer or sponsor
It is done for ensuring completeness and obtaining formal acceptance
Verify scope Vs. Quality Control
Verify Scope is concerned with Acceptance of the deliverables
Quality Control is concerned with Correctness of the Deliverables
Verify Scope Data Flow
Verify Scope
Inspection
Accepted deliverables
Change Requests
Project document
updates
Project Management
Plan
Requirements
Documentation
Requirements
Traceability Matrix
Validated deliverables
Outputs Inputs
Verify Scope Inputs
1. Project Management Plan
The components of Scope baseline from Project management Plan include
Project scope statement, WBS, WBS Dictionary.
Described earlier
Described earlier
4. Validated Deliverables
Validated deliverables have been completed and checked for correctness by the
perform quality control process
Verify Scope -Tools & Techniques
Inspection
Activities such as measuring, examining, verifying performed to determine
whether work results or deliverables meet the requirements and the product
acceptance criteria
It includes supporting documentation received from customer or sponsor and
acknowledging stakeholder acceptance of projects deliverables.
Sometimes called reviews, product reviews, audits and walkthroughs
Verify Scope -Outputs
1. Accepted Deliverables
Documenting completed deliverables that are accepted
Documenting deliverables that are not accepted with reasons for non-
acceptance
Maintaining evidence (supporting documents) of stakeholder acceptance of
project deliverables
2. Change requests
Any changes that are requested in the Verify Scope process. These changes
will be reviewed through the Integrated change control process
Project documents that may be updated as a result of the verify scope process
include any documents that define the product or report status on product
completion
Define Scope
Create WBS
Verify Scope
Control Scope
Control Scope
Ensures that all requested changes and recommended corrective or
preventive actions are processed through Integrated change control process
Also used to manage the actual changes when they occur
Uncontrolled changes are often referred to as project scope creep
Control Scope is the process of monitoring the status of the project and
product scope and managing changes to the scope baseline
Control Scope Data Flow
Control Scope
Variance analysis
Work performance
information
Organizational process
assets updates
Change requests
Project management Plan
updates
Project documents
update
Project Management Plan
Work Performance
Information
Requirements
Documentation
Requirements Traceability
matrix
Organization process
assets
Outputs Inputs
Control Scope Inputs
The following information of
project management plan used:
Scope baseline
Scope management plan
Change management plan
Configuration management plan
Requirements management plan
2. Work Performance Information
Information about project progress
such as which deliverables started,
their progress and which is finished
Described earlier
Described earlier
5. Organizational process assets
Formal and informal scope control
related policies, procedures and
guidelines
Monitoring and reporting method to be
used
Variance Analysis
Performance measurement used to assess magnitude of variation
from original scope baseline.
Determining causes of variance from scope baseline & deciding
whether the variance warrants a corrective or preventive action
Control Scope -Tools & Techniques
Control Scope -Outputs
1. Work Performance Measurement
Planned vs. actual technical
performance
Other scope performance
measurements
Performance information is
documented and communicated to
stakeholders
2. Organizational Process Assets
Updates
Causes of Variances
Corrective action chosen and the
reasons
Lessons learnt from Scope control
3. Change Requests
Change requests to the scope
baseline or other components of
Project management Plan
Updates
Scope Baseline Updates
Other Baseline Updates
Requirements documentation
Requirements Traceability matrix
Recap
Project Charter
Scope Statement
Verify Scope
Decomposition
Work Breakdown structure
Product Scope
Hot Topics
Review Questions Time
Review Questions
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