1. Project Scope Management
Presented by
Group 2
Govinda Chalise
Kamal Bahadur Pandey
Ritesh Kumar Thakur
Srijana Nakermi
Sunil Shrestha
Date: November 7, 2009

2. PROJECT INTEGRATION -Recap
Project Integration Management, described the processes and
activities that integrate the various elements of project management, which are identified, defined, combined, unified and coordinated within the Project Management Process Groups.
develop Project Charter
develop Preliminary Project Scope Statement
develop Project Management Plan
direct and manage Project Execution
monitor and Control Project Work
integrated Change Control
to Close Project
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3. PROJECT SCOPE MANAGEMENT – Overview
Project Scope Management, describes the processes involved in
ascertaining that the project includes all the work required, and only the work required, to complete the project successfully.
Why is there a need for Scope management ?
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4. OVERVIEW OF PROJECT SCOPE

5. PROJECT SCOPE MANAGEMENT
These processes interact with each other and with the processes in the knowledge areas as well.
Each process generally occurs at least once in every project phase
The term “scope” may refer to:
Product scope
Project scope

6. PROJECT SCOPE MANAGEMENT (contd..)
The main focus : the processes, tools and techniques
A project consists of a single product, but product may have subsidiary elements. E.g.: new telephone system
Measurement of completion of product and project scope

7. INITIATION
The process of formally recognizing a new project exists or an existing project continue into next phase
Projects are authorized as a result of one or more of the followings:
A market demand
A business need
A customer request
A technological advance
A legal requirements

8. INITIATION Input Product description Strategic plan
Project selection criteria
Historical information
Tools and Techniques
Project selection methods
Expert judgment
Output
Project charter
Project manager identifying/assigned
Constraints
Assumptions

9. SCOPE PLANNING
Concern – Defining and managing the project scope influences the project’s overall success
Project requires a careful balance of tools, data, sources, methodologies, processes and procedures and other factors to ensure that effort expanded of scoping activities is commensurate with the size, complexity and importance
Use – PM team documents these scope management decisions in the project scope management plan “PSMP”

10. SCOPE PLANNING (contd ..)
PSMP is a planning tool for the PM team
Define and develop the detailed PS statement
Define and develop the work breakdown structure ‘WBS’
Verify and Control the PS
To develop the project Scope Management Plan:

11. Planning: INPUT Enterprise Environmental Factors
Includes - organization culture, infrastructure, tools, human resources, personnel policies and market conditions
Organizational Process
Can be formal/ informal policies, procedures and guidelines
Includes – Org, policies & procedures; previous project’s historical information
Project Charter
Document that formally recognizes the existences of project
Preliminary Project Scope
Provides high level scope narrative
Project Management Plan
Documentation to define, prepare integrate and coordinate

12. Planning: TOOLS AND TECHNIQUES
Expert Judgment
Related to how equivalent projects (past) have managed scope and used to develop the project scope management plan
Templates, forms, standards
It includes breakdown structure templates, scope management plan , and change control forms

13. Planning: OUTPUT Project Scope Management Plan
Concern – It provides guidance on how project scope be defined, documented, verified, managed and controlled by team
Components:
Process to prepare detailed Project Scope Statement based on PPSS
Process that enables the Creation of WBS from above and establish how WBS maintained and approved
Process specifies to obtain formal verification and acceptance of deliverable
Process to control how request for changes to detail PSS be processed

14. SCOPE DEFINITION
It is to define the major project deliverables, assumptions and constraints documented during project initiation.
It describes the stakeholders wants, needs and expectations which are analyzed and converted into requirements.

15. SCOPE DEFINITION: Input, Tools and Techniques, Output

16. Scope Definition: INPUT
Organizational Process Assets
It draws all the assets that are used to influence the project success.
It represents the organizations learning and knowledge from the previous projects.
Examples:
Risk control procedures, risk categories, probability and impact
Issue and defect controls, identification and resolution ,action item tracking.
Standard product and project life cycles, quality process and procedures

17. Scope Definition: INPUT (Contd..) Project charter
The document that formally authorizes a project
Provides the project manager with the authority to apply organizational resources to project activities.
A project manager is identified and assigned as early as feasible.
Chartered by an enterprise, government agency, a company, a program organization or portfolio organization as a result of
Market demand
Customer request
Technological advance
Legal requirement

18. Scope Definition: INPUT (Contd..) Preliminary Project scope statement.
It addresses the characteristics and boundaries of the project and its associated products and services as well as the method of acceptance and scope control.
Project Scope Management Plan
It provides guidance on how project scope will be defined, documented, verified, managed and controlled by the project management team
Approved changes request
It is the documented, authorized changes to expand or contract projects. It can modify policies, plans, procedures, cost and budget or revise schedules.

19. Scope Definition: TOOLS AND TECHNIQUES
Product Analysis
It includes technique such as product breakdown, system analysis, system engineering, value analysis, functional analysis.
Alternatives Identification
It is a technique used to generate different approaches to execute and perform the project work. Examples brainstorming and lateral thinking.

20. Scope Definition: TOOLS AND TECHNIQUES
Expert judgment
Each application area has experts who can be used to develop portions of the detailed project scope statement.
Stakeholder analysis.
It identifies the influence and the interest of the various stakeholders and documents their needs, wants and expectation. It then prioritizes and quantifies them to create requirements.

21. Scope Definition: OUTPUT
Project Scope Statement
It describes, in details, the project deliverables and the work required to create deliverables.
It provides a common understanding of th project scope among all project stakeholders and describes the project major objectives.
It enables the project team to perform more detailed planning, guides the project’s team work during execution.

22. Scope Definition: OUTPUT Project scope statement includes:
Project objectives
Project boundaries
Project deliverables
Product acceptance criteria
Project specification
Project constraints
Fund limitation
Cost estimate
Initial defined risk
Approval requirements
Initial project organization
Project Configuration Management

23. Scope Definition: OUTPUT
Requested Changes
Requested changes to the project management plan and its subsidiary plan may be developed during the scope definition process. These are processed for review and disposition through the integrated change control process.
Project scope management Plan (updates)
The project scope management plan component of the project management plan may need to updated to include approved change requests resulting from the project’s Scope definition process.

24. WORK BREAKDOWN STRUCTURE (WBS)
Concern - Breakdown of project output into activities and tasks. Subdividing the major project deliverables and project work into smaller, more manageable components. Has a unique charging codes for accounting purposes Use - to understand the scope of work - to plan resource allocation - to determine the budget - to determine milestones - useful to present to senior managers to clarify planning estimates and work required

25. WBS – Heads up
hierarchical breakdown of the work to be done in the project.
has a unique number or code for accounting
takes each output and shows in sequence, from general to specific, all the activities and tasks required for its production.
defines the scope of work of the project – whatever is not in the WBS is outside the scope of work for the project.

26. WORK BREAKDOWN STRUCTURE (WBS) - Inputs, Tools & Techniques and Outputs

27. WBS – Inputs
Organizational process assets – organization’s formal, informal activity planning related policies, procedures, guidelines that are considered in developing the activity definitions. The lessons learned knowledge base contains historical information
Project Scope Statement - describes, in detail, the project’s deliverables and the work required to create those deliverables, enables detailed planning, guides the project team’s work during execution, and provides the baseline for evaluating whether requests for changes or additional work are contained within or outside the project’s boundaries
Project Scope Management Plan – highly detailed formal or informal plan based on needs of project
Approved Changes Requests – any modification to the agreed-upon project scope baseline, as defined by the approved project scope statement

28. WBS – Tools and Techniques
WBS structure templates
Organogram of work
Can be used from previous projects as a template or can be developed based on the needs of the project

29. WBS Example

30. Project PRRO Refugee
Food
Commodity Basket
Rice
Lentils
Salt
Ration Design
LTSH
Land transport
Storage
Handling
DSC
Staff Salary
Office Suppliers
Travel
Air travel
Land travel
ODOC
Implementing partner
Awareness Campaign
Training
Field Mission

31. WBS – Tools and Techniques
2. Decomposition
To arrive at a manageable work effort, subdivision of deliverables into smaller more manageable components
Lower level details enhances the ability to plan, manage and control
Some may need to be only to the next level
Work package level lowest point at which the cost and schedule for work can be reliably estimated.
Team must wait until deliverables are clarified to develop WBS
Excessive decomposition can lead to non-productive management effort, inefficient use of resources and decreased efficiency in performing the work
Therefore, team needs to seek a balance between too little and too much in WBS planning details.

32. WBS – Output Project Scope statement (Updates)
Approved change requests result from WBS process, scope statement is updated to include those approved changes.
Work Breakdown Structure
Unique identifier – charging codes of accounts
Hierarchical summation of costs, schedule and resource information

33. WBS – Output 3. WBS Dictionary
A companion document to WBS that includes,
code of account identifier,
statement information
responsible organization
list of schedule milestones
Contract information
Quality requirements
Technical references to facilitate performance
List of associated schedule activities
Resources required
An estimate of cost

34. WBS – Output
4. Scope Baseline Approved detailed project scope statement and its associated WBS and WBS dictionary and the scope baseline for the project !

35. WBS - Sample

36. Scope VERIFICATION
Concern – Formal acceptance of deliverables by stakeholders Purpose - cross checks needs for change/ updates in product and project scope Output - Documented acceptance of deliverables, recommendations for corrective actions and requested changes

37. VERIFICATION – Inputs, Tools & Techniques and Outputs

38. VERIFICATION - Inputs
1. Project Scope Statement - product scope description that describes the project’s product to be reviewed and product acceptance criteria 2. WBS Dictionary - a component of detailed project scope definition, and is used to verify that the deliverables being produced and accepted are included in the approved project scope 3. Project scope management plan - documents how the project scope will be defined, verified, controlled, and how the work breakdown structure (WBS) will be created and defined. 4. Deliverables - end result, that comprise the product or service of the project, as well as ancillary results, such as project management reports and documentation

39. VERIFICATION Tools & Techniques
Inspection
Activities such as measuring, examining verifying to determine if work and deliverables meet requirements and product acceptance criteria.
- Review, product review, audits, walkthrough

40. VERIFICATION - Outputs
Accepted deliverables
- documents justified acceptance and non-acceptance of deliverables
Requested changes
- generated from inspections and are processed for review through the integrated change control process.
Recommended corrective actions
- documented recommendations required to bring expected future project performance into conformance with the project management plan.

42. Project Scope Control
Concerned – Influencing factors that creates project scope changes
Used – Manage the actual changes
(when it occur with the control processes)
Project Scope Creep – Uncontrolled changes in the project scope

43. Scope Control: Inputs, Tools & Techniques and Outputs

44. Scope Control: INPUT Project Scope Statement Work Breakdown Structure
It defines the project’s scope baseline and product scope
Work Breakdown Structure
Each WBS component have a unique identifier code for the accounting
WBS Dictionary
Document generated by the create WBS process.
Project Scope Management Plan
Guide to define scope, documented it, and helps the Project management team to verify, manage and control

45. Scope Control: INPUT Performance Reports Approved Change Requests
Information on project work performance such as interim report/ deliverables
Approved Change Requests
Agreed modification upon project scope baseline, project scope statement, WBS and WBS Dictionary
Work Performance Information
Information on the status of the project activities eg, schedule, milestone completed, costs incurred, quality maintain, resource utilization etc

46. Scope Control: Tools & Techniques
Change Control System
Documented in the Project scope management plan
Defines the procedure to change the project and product scope
Include documentation, tracking system, approval process and authorization
Variance Analysis
Assess the magnitude of variation
Determine the cause of variance and corrective action
Re-planning
Modification in WBS and WBS Dictionary, scope statement, scope management plan because of change request.
Configuration Management System
Provides the status of deliverable
Assures request changes are considered before processing
For example, hydro project

47. Scope Control: OUTPUTS
Project Scope Statement (updates)
Revise and reissue scope statement to reflect change
Updated statement supersede the old one
Work Breakdown Structure (updates)
Effect of approved change request occurs in the WBS
WBS Dictionary (updates)
Revise the dictionary as per the updated WBS
Scope Baseline (updates)
As per the change in 1,2 and 3 Scope Baseline shall be updated

48. Scope Control: OUTPUTS
Request Changes
Every request change are analyzes wrt project Integrated Change Control process
Recommended Corrective Action
Recommendation for future project performance wrt to project scope and plan
Organizational Process Assets (updates)
Documentation of – causes of variances
– reason of selecting the Corrective action
– lesson learn from scope change
Project Management Plan (updates)
Documents, cost baseline, schedule baseline etc shall be revised and reissued as per the approved changes

49. THANK YOU