2. ATEC 2340
Project Management for Arts & Technology - I
Agenda
• Planning the Project
• The Project Management
Plan
• The Project Scope
Statement and WBS
4. ATEC 2340
Project Management for Arts & Technology - I
Understanding the Project Lifecycle
PMP in Depth: Project Management Professional Study Guide for PMP and CAPM Exams
1. Initiating
2. Planning
3. Executing
4. Monitoring and
Controlling
5. Closing
5. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Elements of Project Planning
Project planning means the following three things:
• Refining the project objectives defined during project initiation and collecting
requirements based on the stakeholder needs and expectations.
• Determining the scope of the project.
• Determining the course of action required to attain these objectives, which
involves breaking down the scope and objectives into concrete, manageable
tasks.
8. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
What is a Project Management Plan?
A Project Management Plan is defined as follows:
• The project management plan is a document that defines, prepares,
coordinates, and integrates all subsidiary plans, such as scope and risk
management plans, into one plan.
• The goal here is to develop a source of information that will work as a
guideline for how the project will be executed, monitored and controlled, and
closed.
9. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
The Project Management Plan
• Varies according to project need
– Systems Development Lifecycle
– Processes
– Complexity
• Formally Controlled
– Document revision process
– Document revision history
10. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
The Project Management Plan
• Defines, prepares, coordinates, and integrates subsidiary plans
• Scope Management Plan
• Risk Management Plan
• Communication Management Plan
• Cost Management Plan
• Milestone List
• Project Schedule
• Guideline for how the project will be planned, executed, controlled and
closed
• Summary or document collection
• Example
11. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Managing Scope
• The scope of a project contains of Project Scope and Product Scope.
• The project scope is defined as the work that must be performed to deliver
the required products, services, or results with the specified functions and
features.
• The product scope is the set of functions and features that characterize a
product, service, or result to be delivered by the project.
• Caution: Project scope is not the same thing as the product scope. Project
scope is the work required to deliver the product scope.
12. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Developing the Scope Management Plan
This plan will work as a guide to handle the following:
• How will you collect and document requirements?
– Process for collecting and representing user requirements
• How can you define the scope?
– Process for preparing a detailed project scope statement
– Process for creating the Work Breakdown Structure (WBS) from the
detailed project scope statement
• How can you verify the scope?
– Formalize acceptance of deliverables
• How can you control the scope?
– Process for controlling changes to scope
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ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Project Scope Management: The Big Picture
• Collect requirements - Define the project and product requirements and
develop a plan to manage those requirements. This will help clarify what
needs to be done.
• Define scope - Develop a detailed description of the project and the product
that will determine what needs to be done.
• Create Work Breakdown Structure (WBS) - Break down the scope into
concrete, manageable components. In other words, decompose the project
deliverables into manageable tasks that can be assigned to team members.
• Verify scope - Formalize the acceptance of the completed project
deliverables— that is, determine how to verify that the project scope has
been executed as planned.
15. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Project Scope Management: The Big Picture(Cont.)
• Control scope - Determine how to monitor the status of the project and
product scope and monitor and control changes to the scope.
16. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Collecting Requirements for a Project
What is a Requirement?
• A requirement is a condition, characteristics, or a capability that a specific
outcome of the project must have.
• A requirement is a condition, characteristics, or a capability that a specific
outcome of the project must have.
• Requirements may come from different sources, such as from standards,
specifications, and contracts. Stakeholder expectations and needs often
materialize into requirements as well.
17. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Tools for Collecting Requirements
• Observation
• Interviews, questionnaires, and surveys
• Focus groups and workshops
• Prototypes
• Expert Judgment
• Competitor Analysis
18. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Requirements Collection Exercise
• The following exercise is performed by a group of 2 people.
• One group member will play the role of Client and the other member will play
the role of project’s business analyst.
• Client gets 5 minutes to think about a project he/she wants to do in order to
solve a problem, create an opportunity, etc..
• The Business Analyst will then use the requirement gathering tools to collect
requirements for the Client’s project on a sheet of paper.
• Once you are done, switch the roles between the team members and perform
the exercise again.
21. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Developing a detailed Project Scope statement
What is a scope statement?
The scope statement basically states what needs to be accomplished by the
project: product and work to generate the product. It provides a documented
basis for the following:
• Developing a common understanding among the stakeholders about the
project scope
• Making project decisions throughout the lifecycle of the project
• Measuring performance deviations from the scope
22. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Detailed Project Scope statement Components
• Project Objectives
– Business, technical, quality, schedule
• Project Deliverables
– Unique verifiable product, a capability to provide a service, or a result that
must be produced to complete a project, a process, or a phase of the
project
• Project Requirements
– Requirements on deliverables
– Approval Requirements
– Configuration Management Requirements
23. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Project Scope statement Components (Cont..)
• Project Boundaries
– Specify what is included and what is not (e.g. is/is not technique)
• Product (Process) Description
– Product scope description defining the features of the product
– Process and criteria for accepting the completed project
• Initial Project Team
– Names and roles of project team members
• Scheduled Milestones
24. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Project Scope statement Components (Cont..)
• Cost Estimate
• Project Assumptions and Constraints
– Quality, Resources, Scope, and Time
• Initial Risk Identification
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ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Project Scope Statement Purpose
• Baseline of System Requirements
– Required for Change Management
• Increase Stakeholder Understanding
• Describes Project Deliverables
– Used as input to create a WBS
• Serves as a guide to do more detailed planning if necessary
• Input to create the Work Breakdown Structure (WBS)
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ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Creating the Work Breakdown
Structure (WBS)
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ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Developing a Work Breakdown Structure
• A deliverable-oriented hierarchical decomposition of the work that must be
performed to accomplish the objectives and create the deliverables of the
project
• Subdivides project deliverables into smaller, manageable tasks called work
packages
– This process is called decomposition
– Excellent approach for large, complex tasks
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ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Contents of a Work Package
• Description of the work product expected
• The staffing requirements
• Names of responsible individuals
• The scheduled start and end dates
• The budget assigned
• The acceptance criteria
29. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Activities and Tasks
• Work packages are made up of activities
– Elements of work performed during the course of a project
– Lowest level defined in the project management plan
• Activities typically have an expected duration, an expected cost, and expected
resource requirements
– Activities depend on SDLC
– Map systems development activities to WBS Structure
– Sequencing
• A task is a generic term for work that is not included in the WBS
– Further decomposition of work by the individuals responsible for the
work
30. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Milestones
A milestone is a significant event in the project usually associated with a major
work product or deliverable
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ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Steps of Decomposition
You decompose the project work by executing the following steps:
• Identify the deliverables and the work involved by analyzing the project scope
statement and the requirements documentation.
• Understand the relationships among the deliverables.
• Structure and organize the first level (just below the root of the hierarchical
tree) of the WBS hierarchy.
• Decompose the upper level into more detailed components for the lower
level.
• Keep decomposing to lower levels until necessary and sufficient
decomposition has been achieved.
• Assign identification codes to the WBS components.
32. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
Things to Remember
• A WBS is created by a Project manager with the help of Project Management
Team
• Each item in the WBS is assigned a unique identifier called a code of account
identifier
• Each work component in the WBS appears once and only once
• You should keep decomposing the WBS components to lower levels until
necessary and sufficient decomposition has been achieved.
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35. ATEC
ARTS & TECHNOLOGY
ATEC 2340
Project Management for Arts & Technology - I
WBS Exercise
The department of Information Technology at the School of Arts,
Technology, and Communication (ATEC) wants to open a new
Virtual Reality Lab for students to explore the field of VR and do
digital experimentation and research using VR technology. You are
hired as the Project Manager for the development of this new VR
lab. Create a WBS for the project. Think about all the tasks and
activities involved in creating the new facility. Then group these
activities and tasks as work packages.
