Pm deep dive scope management


Published on

Published in: Technology, Business
  • Be the first to comment

  • Be the first to like this

Pm deep dive scope management

  1. 1. PM DeepDiveProject Scope Management - Niraj Agarwal May 2011 Slide 1
  2. 2. Project Scope ManagementDefinitionThe scope management describes how the project team will defineproject scope, verify the work of the project, and manage and controlscope. The project scope management plan should contain the followingelements:• The process you will use to prepare the project scope statement• A process for creating the work breakdown structure (WBS)• A definition of how the deliverables will be verified for accuracy andthe process used for accepting deliverables• A description of the process for controlling scope change requests,including the procedure for requesting changes and how to obtain achange request form May 2011 Slide 2
  3. 3. Scope & RequirementsWhat is scope?• An area in which something acts or operates or has power or control, e.g. "within the scope of this book"• The state of the environment in which a situation existsWhat is Requirement?• Anything indispensable. Requirement is necessity, demand of the work, a prerequisite.• Requirements are the essential conditions of the project effort. Project Scope is work done to satisfy all these requirements May 2011 Slide 3
  4. 4. May 2011 Slide 4
  5. 5. Collect RequirementsITTO May 2011 Slide 5
  6. 6. Collect Requirements May 2011 Slide 6
  7. 7. Scope Statement• Documented basis for making project decisions and confirming understanding among stakeholders. Includes: - Project justification – business need, evaluating future trade-offs - Project Product – summary of project description - Project Deliverables – list of summary of delivery items marking completion of the project - Project Objectives – quantifiable criteria met for success. Addresses cost, schedule and metrics – unqualified objectives indicate high risk (customer satisfaction). Be SMART. - Exclusions - Time and cost estimates - Assumptions and constraints. May 2011 Slide 7
  8. 8. Define ScopeITTO May 2011 Slide 8
  9. 9. Define ScopeITTO May 2011 Slide 9
  10. 10. IceScreamProject Scope StatementBusiness need > The owner of IceScream, Anvita, has requested thatthe three new acquisitions be connected to share email and calendarinformation as well as vital information such as recipes. Two systemsare required: an email system that connects all four sites and a systemthat runs an intranet site.Deliverables description > The deliverables will consist of theinstallation of at least one server at each site. The servers will connectvia wide area networking technology. Email software will be installedon each server in such a way that all sites belong to a single emailorganization. Users will utilize conventional email software to keeptheir email and calendars online. Additionally, an intranet site will becreated on an IceScream server, and key users in each of the other siteswill be trained on how to post important data to the intranet so that allemployees have complete data at their fingertips. May 2011 Slide 10
  11. 11. IceScreamProject Scope StatementMajor Deliverables > The deliverables include the following:• Installation of high-quality servers at each site. Servers will all comefrom the same vendor, and each server will be identically equipped.• Installation of well-known email software.• Establish wide area networking connectivity between sites.• Installation of appropriate internetworking gear such as routers andfirewalls at each site.• Creation of an intranet site.• Training and documentation. May 2011 Slide 11
  12. 12. IceScreamProject Scope StatementSuccess and acceptance criteria > Your success criteria include the following:• Server gear will be installed at each site, baselined, and certified 100 percentfunctional.• Email software will be installed on each site server, and site connections with theother site servers will be validated.• Connectivity between sites will be installed and baselined by atelecommunications company.• The ISP for each site will be determined and contracted.• Routers will be installed and router tables built. Firewalls will be installed,configured, and baselined. The administrator will be able to ping each site serverwithin the network and send a test email to each site server.• The intranet site will be created, and all initial elements requested by the businesswill be made operational.• Users will be trained, and documentation will be provided.• Users in all sites will be able to send email to one another and access vitalinformation 24/7. May 2011 Slide 12
  13. 13. IceScreamProject Scope StatementAssumptions > You have the following assumptions:• There is no variance in the behaviour of like hardware.• Telecommunications companies in each city will have reasonable wide areanetwork setup request procedures and installation timelines.• Intranet development time is assumed to be approximately 60 person-days (30working days, 2 people).• All sites will provide reasonable access for installers, and a secure, climate-controlled, power-conditioned room for the electronic gear.• Routers will use the Open Shortest Path First (OSPF) routing protocol.• Contractual help will be used for the configuration of the routers.Constraints > Your constraints for the email server and intranet sites are asfollows:• Language barriers• Availability of people at any given site due to the production schedules• Can’t install during summer season May 2011 Slide 13
  14. 14. Work Breakdown StructureDefinitionSubdividing major deliverables into smaller, manageable componentscalled work packages. - Improve accuracy of cost, time, and resource estimates - Define a baseline for performance measurement - Clear responsibility assignments - Critical to project success – reduces risk of higher cost, redundancy, time delays, and poor productivity - Defines “what” you are doing - Assist the stakeholders in viewing the deliverables of the project. - Provides foundation for all project planning and control May 2011 Slide 14
  15. 15. Work Breakdown StructureDesign• Each descending level represents further detail; smaller and more manageable pieces• Each item is assigned a unique identifier collectively known as “code of accounts”• Work element descriptions included in a WBS dictionary (work, schedule and planning information)• Break down project into tasks that - Are realistically and confidently estimable - Cannot be logically divided further - Can be completed quickly (under 80 hours rule of thumb) - Have a meaningful conclusion and deliverable - completion of the tasks will result in the attainment of the project goals May 2011 Slide 15
  16. 16. Work Breakdown StructureSample – Tree Structure May 2011 Slide 16
  17. 17. Work Breakdown StructureSample – Outline Form May 2011 Slide 17
  18. 18. Create WBSITTO May 2011 Slide 18
  19. 19. Create WBSITTO May 2011 Slide 19
  20. 20. IceScreamWBS1. Hardware procurement 1.1 Purchase servers and network operating system licenses. 1.2 Purchase internetworking gear.2. Wide area network telecommunications connection procurement 2.1 Provision a wide area connection with Delhi telco. 2.2 Provision a wide area connection with Mumbai telco. 2.3 Provision a wide area connection with Bangalore telco.3. Internetworking equipment installation 3.1 Contractor installs router and switches at Delhi site, configures, baselines, and tests. 3.2 Contractor installs router and switches at Mumbai site, configures, baselines, and tests. 3.3 Contractor installs router and switches at Bangalore site, configures, baselines, and tests. May 2011 Slide 20
  21. 21. IceScreamWBS4. Server installation 4.1 Install server at Delhi site. Baseline and test. 4.2 Install server at Mumbai site. Baseline and test. 4.3 Install server at Bangalore site. Baseline and test. 4.4 Install server at Kolkata site. Baseline and test.5. Email-software installation 5.1 Install email software on Delhi server. Baseline and validate the software is working correctly. 5.2 Install email software on Mumbai server. Baseline and validate the software is working correctly. 5.3 Install email software on Bangalore server. Baseline and validate the software is working correctly. 5.4 Install email software on Kolkata server. Baseline and validate the software is working correctly.6. Intranet development 6.1 Develop intranet pages. 6.2 Test intranet. May 2011 Slide 21
  22. 22. IceScreamWBSTraining of users 7.1 Train Delhi users on the use of email. 7.2 Train Delhi users on the use of intranet. 7.3 Train Mumbai users on the use of email. 7.4 Train Mumbai users on the use of intranet. 7.5 Train Bangalore users on the use of email. 7.6 Train Bangalore users on the use of intranet. 7.7 Train Kolkata users on the use of intranet. 7.8 Train Kolkata users on the use of email.8. Unit, integration, and user acceptance testing 8.1 Perform unit testing. 8.2 Perform integration testing. 8.3 Perform user acceptance testing. May 2011 Slide 22
  23. 23. Verify ScopeDefinition• Scope verification is the process of obtaining the stakeholders’ formalacceptance of the completed project scope and associated deliverables.• Verifying the project scope includes reviewing deliverables to ensurethat each is completed satisfactorily.• Scope verification is primarily concerned with acceptance of thedeliverables, while quality control is primarily concerned with meetingthe quality requirements specified for the deliverables.• Quality control is generally performed before scope verification, butthese two processes can be performed in parallel. May 2011 Slide 23
  24. 24. Verify ScopeITTO May 2011 Slide 24
  25. 25. Control ScopeDefinition• Project scope control is concerned with influencing the factors thatcreate project scope changes and controlling the impact of thosechanges.• Scope control assures all requested changes and recommendedcorrective actions are processed through the project Integrated ChangeControl process.• Project scope control is also used to manage the actual changes whenthey occur and is integrated with the other control processes.• Uncontrolled changes are often referred to as project scope creep.• Change is inevitable, thereby mandating some type of change controlprocess. May 2011 Slide 25
  26. 26. Control ScopeITTO May 2011 Slide 26
  27. 27. Change ManagementManagement of Requested ChangesStudy and examine if the requested change affects any of the Productrequirements—this is fundamental!If it does, communicate to all concerned stake holders and obtainapprovalStudy and examine the impact of the change in other knowledge areas—document these implicationsCommunicate these to concerned stake holders and get approval forthese too.Change the Project Management Plan and other affected subsidiaryplans to the extent required—severe changes may require changes tobaseline/s May 2011 Slide 27
  28. 28. Change ManagementProactive approach• Monitor the work done and compare the actual work against the Planas frequently as feasible.• Find out the variances.• Find the reasons for the variances.• Work out and analyse ways to bring the project work back on track.• Select the most appropriate way to remedy the situation• Take corrective actions. May 2011 Slide 28
  29. 29. Pop QuizQuestion 1The scope statement provides which one of the following?A. A basis for a common understanding of the project and for makingfuture decisions regarding the projectB. A detailed list of all resources required for project completionC. A schedule of all the key project activitiesD. A process for managing change control May 2011 Slide 29
  30. 30. Pop QuizQuestion 2Which of the following is a characteristic of a WBS?A. A cost center structure of the projectB. An organization chart of the project team membersC. Used primarily on large complex projects involving multipledepartmentsD. A deliverables - oriented structure that defines the work of theproject May 2011 Slide 30
  31. 31. Pop QuizQuestion 3A WBS is created using a technique called decomposition .What is decomposition?A. Matching resources with deliverablesB. Breaking down the project deliverables into smaller, moremanageable componentsC. Estimating the cost of each individual deliverableD. Creating a detailed to - do list for each work package May 2011 Slide 31
  32. 32. Pop QuizQuestion 4What is the lowest level of the WBS?A. Work packageB. Level 10C. MilestoneD. Activities May 2011 Slide 32
  33. 33. Pop QuizQuestion 5Which of the following is not a guideline for developing aWBS?A. Define the highest level of deliverables before you move to lowerlevels.B. Make sure that each item in a lower level is a component of the levelabove.C. Sequence the work packages.D. Involve project team members in the process. May 2011 Slide 33
  34. 34. Pop QuizQuestion 6Which of the following is not a benefit of a WBS?A. A WBS is an excellent tool for team building.B. A WBS helps prevents critical work from being overlooked.C. A WBS can become a template for future projects.D. A WBS can be used to describe how the deliverables will be verified May 2011 Slide 34
  35. 35. Pop QuizQuestion 7Your project is nearing completion of the first phase. Yourkey stakeholder for this phase reminds you that she will notaccept the deliverable unless it measures 3 centimetersexactly. If the measurements are off, phase 2 will be delayed,and the entire project will be at risk. This is an example ofwhich of the following?A. Delivery acceptance criteriaB. Success criteriaC. Critical success factorD. KPI May 2011 Slide 35
  36. 36. Pop QuizQuestion 8Elements of the project that are not listed on the WBS areconsidered what? Choose two.A. Work that will be completed in a future phase of the project.B. Exclusions from scope.C. They are considered scope creep.D. They are not considered part of the project. May 2011 Slide 36
  37. 37. Pop QuizQuestion 9You are developing a scope document for a customer request.A couple of the elements that the client wants could bedifficult to accomplish, but after consulting with the projectteam, you think they can be done. These elements are notincluded in the product description. What should you do?A. Include these elements in the scope document, trusting your projectteam to deliver.B. Include these elements in the scope document, denoting them as aconcern, and document how the issues were resolved.C. Discuss the problem elements with the project sponsor and thecustomer. Obtain sponsor sign - off.D. Note the elements in the exclusions section of the project scopestatement, and state that they will be included in phase 2. May 2011 Slide 37
  38. 38. Pop QuizQuestion 10You are developing the scope document and project plan for anew project. What process group are you in?A. InitiatingB. PlanningC. ExecutingD. Controlling May 2011 Slide 38
  39. 39. Thank You!