Project Scope Management

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 Project Scope Management

Project Scope:
The work that needs to be accomplished to
deliver a product, service, or result with the
specified features and functions.
Project scope is the definition of the end result or
mission of your project.
Scope describes what you expect to deliver to
your customer when the project is complete
 Project Scope Management

Product scope.
The features and functions that characterize a
product, service, or result.
A product or service for your client/customer.
A project may result in a single product, but that
product can include subsidiary components,
each with its own separate, but interdependent,
product scope. e.g a new telephone system
would generally include four subsidiary
componentshardware, software, training, and
implementation.
 Project Scope Management

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 is primarily concerned

with defining and controlling what is and is not
included in the project.
 Project Scope Management

Research clearly shows that a poorly defined scope

or mission is the most frequently mentioned barrier
to project success.
Studies also reveals a very strong correlation
between project success and clear scope definition.
The scope should be developed under the direction
of project manager and customer.
And they should both agree on the project
objectives, deliverables at each stage etc.
 Some Terminologies

Scope Baseline
The approved detailed project scope statement and its
associated WBS are the scope baseline for the project.
Project Scope Management Plan:
The project scope management plan provides
guidance on how project scope will be defined,
documented, verified, managed, and controlled by the
project management team.
Project Scope Statement:
The project scope statement describes, in detail, the
projects deliverables and the work required to create
those deliverables
 Some Terminologies

Work Breakdown Structure (WBS):

Once the deliverables and scope have been identified,
the work of project can be successively subdivided
into smaller and smaller work elements. The outcome
of this process is called the Work Breakdown
Structure.
Thus the WBS is a deliverable-oriented hierarchical
decomposition of the work to be executed by the
project team, to accomplish the project objectives and
create the required deliverables;
The WBS organizes and defines the total scope of the
project. The WBS also serves as a map of the project.
 Project Scope Management

Inorder to ensure that the scope definition

is complete, a proper checklist should be
developed;

Developing the scope checklist helps a lot

in preparing the Statement of Work (SoW).
 Project Scope Checklist

1. Project objectives
2. Deliverables
3. Milestones
4. Technical requirements
5. Limits and exclusions
6. Reviews with customer
 Project Objectives

The first step of project scope definition is to

define the major objectives to meet your
customers needs.
For example, as a result of extensive market
research a computer software company
decides to develop a program that
automatically translates verbal sentences
from English into Urdu.
The project should be completed within three
years at a cost not to exceed $1.5 million.
 Project objectives

Another example can be promotion of sports

activities through construction of a football stadium
for the local community in 18 months at a cost not
to exceed $13 million

Project objectives must answer the questions of

what, when and how much.
 Project Deliverables
The next step is to define the project
deliverables
The expected outputs over the life of the
project.
For example, deliverables in the early
design phase of a project might be a list of
specifications.
In the second phase the deliverables
could be software coding and technical
manual.
 Project Deliverables

The next phase could be to test

prototypes.
The final phase could be final tests and
approved software.
Deliverables typically include time,
quantity and/or cost estimates.
 Milestones

Itis a significant event in the project that

occurs at a point in time.

The milestone schedules shows only

major segments of work

These are built using the deliverables as

a platform to identify major segments of
work and an end date,
 Milestones

Forexample, testing complete and finished

by July 01 of the same year.

Milestones should be realistic and easy for

all project participants to recognize.
 Technical requirements

Quite often a product or service will have

technical requirements to ensure proper
performance.
For example technical requirements for a
personal computer might be the ability to
accept 120 volt alternating current or 240
volt direct current with out any adapters.
Another example can be the ability of 911
emergency systems to identify the callers
phone number and location of the phone.
 Limits and exclusions

The limits of scope must be defined.

Failure to do so can lead to false
expectations and to expending resources
and time on the wrong problems.
Examples of limits are local air
transportation to and from base camps will
be outsourced.
System maintenance and repair will be done
only up to one month after final inspection.
 Limits and exclusions
Client will be billed for additional training
beyond the prescribed in the contract.
exclusions further define the boundary of the
project by stating what is not included
For example, data will be collected by client,
not the contractor.
a house will be built, but no landscaping or
security devices are included.
Software will be installed, but no training
given.
 Reviews with Customer

Completion of scope checklist ends with a

review with your customer, internal or
external.

The main concern here is the understanding

and agreement of expectations.

Isthe customer getting what he or she

desires in deliverables?
 Reviews with Customer

Are they getting what is required at the end

of the project?

Are
questions of limits and exclusions
covered?

Clear
communication in all these issues is
imperative to avoid claims or
misunderstandings.
 Project Scope Creep

Clear scope definition ensures that you

will know when a change in scope
occurs.

If requirements are not completely

defined and described and if there is no
effective change control system in a
project, scope or requirement creep may
arise
 Project Scope Creep

Scope creep is a term which refers to the

incremental expansion of the scope of a
project, which may include or introduce
more requirements that may not have been
a part of the initial planning of the project.

In other words, uncontrolled changes are

often referred to as project scope creep.
 Project Scope Creep

There can be two types of project scope

creep

Business Scope Creep:

it may be a result of poor requirements
definition early in development, or the
failure to include the users of the project
until the later stage of the project.
 Project Scope Creep
Feature or Technology Scope Creep:
When the scope creep is introduced by
technologists by adding features which
were not originally in the scope of
project.
Customer pleasing scope creep occurs
when the desire to please the customer
through additional product features adds
more work to the current project.
 Project Scope Creep Mgt

Project scope control is concerned with

influencing the factors that create project scope
changes and controlling the impact of those
changes;

Scope creep management is therefore very

important for effective project management.

Projects are expected to meet the deadlines

under constraints of time, cost etc;

A change in the scope could therefore affect the

success of a project;
 Project Scope Creep Mgt

Projects
therefore must have an integrated
change control system in place;

Scope control assures that all requested

changes and recommended corrective
actions are processed through the project
Integrated Change Control System;

It helps in confirming that a particular

change is ultimately imperative or not, for a
successful completion of a project.
 Scope Change Control System

A project scope change control system,

documented in the project scope management
plan, defines the procedures by which the
project scope and product scope can be
changed;
The system includes the documentation,
tracking systems, and approval levels
necessary for authorizing changes;
When the project is managed under a contract,
the change control system also complies with
all relevant contractual provisions
 Scope Change Control System

Ifthe approved changes have an effect on

the project scope, then the corresponding
component documents and cost baseline,
and schedule baselines of the project
management plan, are revised and re-issued
to reflect the approved changes;
The updated project scope statement
becomes the new project scope baseline for
future changes.
 Scope Verification

Scope Verification:
Scope verification is the process of obtaining the
stakeholders formal acceptance of the completed
project scope and associated deliverables;
Those completed deliverables that have not been
accepted are documented, along with the reasons
for non-acceptance;
If the project is terminated early, the project scope
verification process should establish and document
the level and extent of completion.
 Scope Verification

Scope verification differs from quality control in that

scope verification is primarily concerned with
acceptance of the deliverables, while quality control
is primarily concerned with meeting the quality
requirements specified for the deliverables.
Quality control is generally performed before scope
verification, but these two processes can be
performed in parallel.