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Lecture - 3

Project Planning and Scheduling

Introduction and Concept Building
of Project Scope Management and WBS
Shahzad Ahmed Qadri
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Project Management Framework

(10 Knowledge Areas & 5 Process Groups)
Project Management Knowledge Areas (PMBOK)

Integration Management

Initiation
Scope Management
Time Management

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Planning

Cost Management
Quality Management
Human Resource Management
Communication Management
Risk Management
Procurement Management

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Stakeholders Management

Implementation/
Execution
Monitoring, Evaluation &
Control

Closure

Project Scope Management

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Project Scope Management

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.

Project Scope Management includes the processes involved

in defining and controlling what is or is not included in the
project.
e.g: Campus includes 34 class rooms, but does not include an
auditorium, labs, waiting area, etc.

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Project Scope Management

Primarily, it is the definition and control of what IS

and What IS NOT included in the project.

No More No Less

Provide swings in the park

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Project Scope Management

Poor understanding of the real problem /Need/Requirements

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Understanding of Project Scope and Product Scope is must

Project Scope Management

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Lack of Clear understanding what is included and what

is not

Project Scope Management

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Lack of Specifications
Understanding of Project Scope and Product Scope is must

Project Scope Management

Communication Gap in Requirement Collection

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Project Scope Management

Processes
Scope Management

1.
2.
3.
4.
5.
6.

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Plan Scope Management

Collect Requirements
Define Scope
Create Work Breakdown Structure
Validate Scope
Control Scope

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Knowledge Area Process Group Map

Knowledge
Areas
Project Scope
Management

Project Management Process Groups

Initiation

Planning

Execution

Controlling

Plan Scope
Management

Validate Scope

Collect
Requirement

Control Scope

Closing

Define Scope
Create WBS

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Project Scope Management Processes

1.

Plan for Scope Management

Planning about how scope will be managed

2. Statement of Requirements :
Deciding about the Client/Customer requirements about the Project.

3.

Scope Definition:
Reviewing the Project Charter, preliminary scope statement, change requests
and adding more information and developing a comprehensive scope statement
of the Project.

4.

Creating the WBS:

Subdividing the major project deliverables into smaller, manageable components.

5.

Scope Verification:
Formal process of verifying that the product, service or result of project matches
the documented scope.

6.

Scope Control:
Controlling changes to project scope, ensuring that Scope Change requests are
properly processed and managed.

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SoR Vs SoW

A Statement of Requirements (SoR) is a key to ensure successful Project Plan

and is a list of detailed requirements of primary stakeholders to meet the Project
Objectives.

A Statement of Work (SoW)/Scope Statement is a narrative description of the

required work. It stipulates the deliverables or services required and defines the
tasks to be accomplished or services to be delivered in clear, concise and
meaningful terms.

It provides a single reference point for all the stakeholders to see exactly what the
Project will deliver both in terms of tangible features and the intangible wider
benefits.

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Project Scope Management

Stakeholders requirements are stipulated in following terms:

Project Scope

Product Scope

Project Scope

Work required to be accomplished to deliver a Product /Service/Result

(Work oriented)

Product Scope

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Features and functions of Product/Service/result ( Feature oriented)

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Project Scope
Management
Scope
Definition/Scope Statement

Preliminary Scope Statement, Project Charter, approved change requests,

and SoR provide a basis for creating the Project Scope Statement. As time
progresses, the scope of a project becomes more clearer and specific.

A definition of the end result or mission of the project a product or service

for the client/customer in specific, tangible, and measurable terms.

Scope Statement forms a basis for an agreement between the project team
and the project customer by identifying both the project objectives and the
major project deliverables.

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Project Scope Statement

Project Scope Statement defines

project deliverables and serves
as a guide for developing the
detailed Project Plan.

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Purpose of the Scope Statement

To clearly define the deliverables

for the end user.

To keep the Project focused on

successful completion of its goals.

To be used by the project owner

and participants as a planning tool
and for measuring Project Success

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Project Scope
Management
Create Work Breakdown Structure

It is output-oriented , it:

Defines the work (What)

Identifies time to complete a work package (How Long- Time)

Identifies resources needed to complete a work package (How much-Cost)

Identifies a Human resources responsible for the work (Who)

Finally, a WBS will enable you to provide clear status reports on project
progress

A Work Package is the Lowest Level of the WBS.

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Project Scope
Management
Work Breakdown
Structure (WBS)

An hierarchical outline (map) that identifies the products or

work elements involved in Project Completion

WBS is a hierarchical and incremental decomposition of the

project into phases, deliverables and work packages

Defines the relationship of the final deliverable (the project) to

its sub-deliverables, and in turn, their relationships to work
packages

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Project Scope
Management
Some key aspects to keep in mind when you develop a WBS

100% Rule: Together, all of the Work Packages defined in the

WBS make up 100% of the project's scope of work. This also
implies that anything that is not in the WBS is not part of the
project

Mutually Exclusive: Each component in the WBS is a

separate component of work

Non-Balanced is OK: You don't need to break down each

deliverable into the same number of components

No Sequencing: The WBS does not show the sequencing of

work. It only identifies "what" work is needed.

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Some key
WBS

Project Scope
Management
aspects to keep in mind when

you develop a

Ensure that nothing slips through the cracks

Decomposition may be difficult for the work to be done far in

the future.solve the issue through rolling wave planning

HeuristicsDecomposition at 80 hours and 2 weeks rule

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WBS

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WBS

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Hierarchical
Breakdown of the
WBS

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FIGURE 4.3

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Hierarchical Breakdown of the WBS

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FIGURE 4.3

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Project Scope Management

Importance of Work Breakdown Structure

WBS , a mother document, a framework on which the project is built and it

serves as the Plan for project execution.

WBS focuses on project objectives and encourages detailed planning and

documentation.

It clarifies responsibilities and used as a accountability tool.

It helps in estimating and assignment of work.

WBS is used throughout the project; it needs revision in case of any changes or
updates.
WBS is the corner stone of quality project planning!!

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WBS ensures that all work within a project is identified

and defined within a common framework

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Project Scope Management

Steps in Developing WBS

Gather all documents that defines Projects scope (Charter + SoR + CRs)

Review WBS for similar projects, use templates, historical Information

Prepare a hi-level WBS representing WHAT

Refine and decompose to manageable and track-able level

Involve experienced project team members in developing WBS

Mostly we prepare deliverable based WBS rather than activity based, if

so , you have to convert deliverables into activities at the end

Review structure with responsible stakeholders; get buy-in from those

responsible for deliverables

Avoid developing details before it is needed

Based on Good Judgment - There are no hard and fast rules

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Project Scope Management

What is Scope Baseline
1.

Scope Statement

2.

WBS

3.

WBS Dictionary

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Project Scope Management

Verify Scope

Process of obtaining formal acceptance of the project scope from the

stakeholders (Client, Sponsor, Customer etc.)

It is very difficult to create an ideal Scope Statement and WBS for a Project.

Proper verification will minimize scope changes, poor scope verification will
lead to repeated changes in Project Scope

Despite all verifications , change in scope is constant during the Project life.

Many Projects suffer from the problem of scope creep (incremental increase
in work/features), and changing goal post

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Project Scope Management

Scope Verification Process

Prepare Scope Statement and WBS

Review by SME (Subject Matter Expert) or the Consultant
Formal inspection by upper management
Verification/Acceptance by Client/Customer/Sponsor
Apply tools like Requirement Traceability Matrix

Results in:

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Formal acceptance of the Scope of the Project.

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Project Scope Management

Control Scope

Scope control involves controlling changes in the Projects Scope.

Scope Control involves:

Influencing the factors that cause scope changes.

Ensuring changes are processed according to prescribed procedures as

part of integrated change control.

Manage changes when they occur.

In making key changes to project activities, it is important to
have a formal change process and a formal approval of CCB,
responsible for approving or rejecting changes.

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Questions

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Project Scope Management

Group Exercise

Collect Requirements

Define Scope

Create WBS

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Thanks

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