Project life cycle and scope management

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Project Life
Cycle &
Scope
Management

Table of Contents
1. What is a Project
2. What is Project Life Cycle
3. Stages of Project Lifecycle
a. Initiation b. Planning c. Execution
d. Monitoring and Controlling e. Closing
4. What is Scope Management
5. Scope Management Processes
a. Collect Requirements b. Deﬁne Scope
c. Create WBS d. Verify Scope e. Filter Scope

1. What is a Project ?
A project is defined as an effort to create or modify a specific product or service. Projects
are temporary work efforts with a clear beginning and end. Projects can be completely
contained within a specific unit or department, or include other organizations and vendors.
❖ The project involves unfamiliar technologies, new products, or unique solutions.
❖ The project will involve more than one department, or multiple units within the
organization.
❖ The project has dependencies to other projects or vendors.
❖ The project has a high impact to other users, or impacts a large number of users.
❖ The project is considered to be a high profile project for the department.
❖ The project must be delivered within a short or specific timeline.

2. What is a Project Life Cycle?
Every project has certain phases of development. A clear understanding of these
phases allows managers and executives to maintain control of the project more
efﬁciently.
By deﬁnition, a project has a beginning and an end and passes through several phases of
development known as life cycle phases. These phases are varied depending upon the
industry involved but all follow the same basic steps.
It is important to realize that the project life cycle for each project may differ, in both
the number of phases it may have and the detail within each of these phases.

3. Stages of Project Lifecycle
Initiation Planning Execution
Monitoring and
Controlling Closing

Initiation
❏ To gather information about the client
❏ To gather information about the project
❏ Create a proper Channel for further conversations
Checklist
Feasibility Study Project Charter Identify Key Stakeholders
Technical Capability Reasons for the Project Customers/Users
Budget
Objectives & Constraints of
the Project
Project Manager
Legality Risks Identiﬁed Project Team Members
Risk - -
Operational Feasibility - -
Time/Hours Range - -

Planning
❏ Plan on Time estimates
❏ Planning meeting cycles with Clients
❏ Research, discovery, and planning
Checklist
Project Management
Plan
Resource Allocation/
Management
Project
Objectives
Project
Management Tool
Schedule
Meetings
Goals & Deliverables of
the Project
Project Needs Goals
(Jira, Trello, Azure,
Asana or any
speciﬁed by client)
Create Project
Schedule
Skill Sets
Risk Assessment Availability - -

Execution
❏ Implementation of Project Plan
❏ Ensuring Tasks are happening
❏ Keeping Track of Timeline of the Project
❏ Document Management
Checklist
Design Build Change Management
Fundamental Requirements Sprint Planning Change Request
Solution Designs Conﬁgure & Develop -
Technical Design Unit Testing -
Test Plan Solution Checkpoints -
Data Migration Plan - -
Set Up Environment - -

Monitoring and Controlling
❏ Happens at the same time as the execution phase
❏ Ensure proper and Timely updates to Client
❏ Make sure that everything is headed in right direction
❏ Overseeing the project’s performance
❏ Monitor resources, and Risk management
Checklist
Resource
Management
Monitor Project
Performance
Daily Scrum
Meetings
Test Plans Change
Management
Resource
Allocation
PM Tools
Scrum/Sprint
Management Sheet
Project Test
plan
Change Request
Timesheet MOMs
Conﬁguratio
n Project.
Task/Requirement
Sheet

Closing
❏ Closing is not only delivering
❏ Record all deliverables, organize documents and hand over the project to the client
❏ Training the clients
❏ After delivery customer support
Checklist
Deploy & Support Transition Support
Deploy Solution Transition to user & their team Change Request
User Training Docs Project Retrospective
Customer Feedback

4. What is Scope Management?
Scope Management is used to identify all the
work required and only the work required to
successfully complete the project.
It also includes information on preventing or
dealing with scope creep, handling change
requests, the escalation path for any
disagreement on the scope elements between
stakeholders, the process for the creation of the
scope statement, WBS, and how the deliverables
will be accepted.

Scope Management Processes
Initiation Planning Executing Controlling
Deﬁne
Scope
Create
WBS
Collect
Requirements
Verify
Scope
Verify
Scope

Collect Requirements
❏ Collect Requirements is the process of
deﬁning and documenting stakeholders’
needs to meet the project objectives.
❏ Collecting requirements is deﬁning and
managing customer expectations.
❏ Requirements become the foundation of
the WBS. Cost, schedule, and quality
planning are all built upon these
requirements.

Define Scope
❏ Deﬁne Scope is the process of
developing a detailed description of the
project and product.
❏ The preparation of a detailed project
scope statement is critical to project
success and builds upon the major
deliverables, assumptions, and
constraints that are documented during
project initiation.

Create WBS (Work Breakdown Structure)
❏ Create WBS is the process of
subdividing project deliverables and
project work into smaller, more
manageable components.
❏ 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.

Verify Scope
❏ Verify Scope is the process of formalizing acceptance of the completed project
deliverables.
❏ This includes reviewing deliverables with the customer or sponsor to ensure that
they are completed satisfactorily.
❏ Scope veriﬁcation is primarily concerned with acceptance of the deliverables while
Quality control is primarily concerned with correctness of the deliverables and
meeting the quality requirements speciﬁed for the deliverables.

Control Scope
❏ Control Scope is the process of monitoring the status of the project and product
scope and managing changes to the scope baseline.
❏ Uncontrolled changes are often referred to as project scope creep.

Process of Control Scope
Inputs Tools And Techniques Output
1. Project Management Plan
2. Work performance information
3. Requirements Documentation
4. Requirements Traceability Matrix
5. Organizational process assets
1. Variance analysis 1. Accepted
Deliverables
2. Change Requests
3. Project Document
Updates

Scope Management for Project Managers
❏ Communication is the primary tool to adequately deﬁne the importance of scope
management.
❏ The important features of scope management are that it helps in avoiding the
challenges that a project might face when provided with increasing scope and
never-ending requirement list.
❏ It is not always possible to estimate the time and cost required for the project
without adequately deﬁning the project scope.

Thank You

Project life cycle and scope management

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