2. Scope Management

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Scope Management
Pmp online tests and scope

Plan scope management is the process of creating a scope management plan
that documents how the project scope will be defined, validated and controlled
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5.1 Plan Scope Management
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Pmp online tests and scope te

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5.1 Plan Scope Management-> Data flow
diagram
5.1 Plan
Management
Scope
management
EEF
Requirements
managements
plan
PM Plan
4.2 Develop PM
plan
Project charter
4.1 Develop
Project charter
5.2 Collect
Requirements
5.3 Define
Scope
5.4 Create
WBS
OPA
Enterprise /
Organization
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Scope related terms:
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•Product scope : the features and functions that are to be included in a
product or service (Completion of product scope is measured against
requirements)
•Project scope : The work that must be done in order to deliver a product
with the specified features and functions (Completion of project scope is
measured against the project management plan)
Example:
Lets say you have a plot of land and you want to build a house on it.
Product: The house
Product Scope: The house should have 3 storey's, 1000 sq. m of built up
area, 4 bedrooms with attached baths, 2 living room, a kitchen, basement and
a garage. The exteriors should be white.
Project Scope: Hiring a building contractor, an architect and an interior
designer, acquiring legal permits, estimating the cost, taking bank loan etc.Pmp online tests and scope t

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Includes process -
1. For preparing a detailed project scope statement (Output of Define Scope
process).
2. For creation of the WBS from the detailed project scope statement (Output
of Create WBS process).
3. That establishes how WBS will be maintained and approved.
4. That specifies how formal acceptance of the completed project
intermediate deliverables will be obtained (Output of Validate Scope
process)
5. To control how requests for changes to the detailed project scope
statement will be processed.
Scope Management Plan - Output
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The requirements management plan should contain the following:
• How requirements will be planned, tracked and reported
• How changes to the product will be initialized, how impacts will be analyzed,
how they will be traced, tracked and reported, authorization levels required to
approve the changes
• Requirements prioritization process
• Traceability structure to reflect which requirement attributes will be captured in
the traceability matrix
• Remember that the requirements management plan can be considered a
subsidiary management plan and be included in the project management plan
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Scope Management Plan - Output
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Collect Requirements is the process of defining and documenting stakeholders
needs to meet the project objectives
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5.2 Collect Requirements
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5.2 Plan Scope Management -> Data flow
diagram
5.1 Plan
Management
Scope
management
planRequirements
managements
plan
Stakeholder
Register
13.1 Identify
Stakeholder
Project charter
4.1 Develop
Project charter
5.2 Collect
Requirements
Requirements
documents
Requirements
Traceability
matrix
12.1 Plan
procurement
management
8.1 Plan Quality
management
13.2 Plan
Stakeholder
management
HR
Management
plan
5.3 Define
scope5.4 Create
WBS5.5 Validate
scope
5.6 Control
scope
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• Interviews: Formal or informal approach to elicit information from stakeholders by
talking to them directly.
• Focus groups: Prequalified stakeholders and subject matter experts are brought
together to learn about their expectations and attitudes about a proposed service
product or a result.
• Facilitated workshops: Focused sessions that bring cross-functional key
stakeholders together to define product requirements
 JAD (Joint application development) is used in software industry
 QFD (Quality function deployment) is used in manufacturing industry – starts
by collecting the customer needs (VOC- voice of the customer)
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Collect Requirements – Tools &
Techniques
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Pmp online tests and scope t

Group Decision Making Techniques : There are multiple methods of reaching a
group decision :
 Unanimity :Everyone agrees on a single course of action
 Majority : Support from more than 50% of the members of the group
 Plurality : The largest block in a group decides even if a majority is not achieved
 Dictatorship : One individual makes the decision for the group
The Delphi Technique : One way to reach unanimity is this technique wherein
selected group of experts answers questionnaires and provides feedback regarding
the responses from each round of requirements gathering. The responses are
available only to the facilitator to maintain anonymity
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Collect Requirements – Tools &
Techniques
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Requirements documentation :
• Describes how individual requirements will meet the business need of the project
• Requirements may start out at a high level and become progressively more
detailed as more about the requirements is known
• Requirements need to be unambiguous ( measurable and testable), complete,
consistent, correct and acceptable to key stakeholders
Requirements Traceability Matrix (RTM):
• Grid that links product requirements from their origin to the deliverables that
satisfy them
• Means to track requirements throughout the project lifecycle helping to see that
requirements approved in the requirements documentation are delivered at the
end of the project
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Collect Requirements – Outputs
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• Business requirements: High level needs of the organization as a whole such
as business issues or opportunities
• Stakeholder requirements: Need of stakeholder/stakeholder group
• Solution requirements :
 Functional requirements – The behavior of the product
 Non functional requirements – Supplements the functional requirements gives
environmental conditions or qualities required like security, reliability etc.
• Transition requirements: Temporary capabilities like data conversion, training
etc.
• Project requirements: Actions , processes and other conditions the project
need to meet
• Quality requirements: Any condition or criteria needed to validate the
completion of the project12
Classification of Requirements

Requirements traceability matrix
Project
name:
Cost center
Project
Description
id
Associ
ate id
Requiremen
ts
description
Business
needs/opportuniti
es
Project
objective
s
WBS
deliverable
s
Product
design
Product
developme
nt
Test
case
s
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Requirements Traceability Matrix

This is the process of developing a detailed description of the project and
product
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5.3 Define Scope

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diagram
5.1 Plan
Management
Scope
management
6.6 Develop
Schedule
5.2 Collect
Requirements
OPA
Enterprise /
Organization
Project charter
4.1 Develop
Project charter
Requirements
documents
5.3 Define
Scope
5.4 Create
WBS
6.5 Estimate
Activity
Duration
6.3 Sequence
activities
Project Scope
statements
Project
document
update Project
Documents

Project Scope Statement includes:
• Product Scope Description
• Project Acceptance Criteria
• Project Deliverables
• Product Acceptance Criteria
• Product Deliverables
• Project Exclusions
• Constraints
• Assumptions
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Define Scope - Outputs

The process of subdividing project deliverables and project work into smaller,
more manageable components
Decomposition:
• This technique involves breaking down the deliverables into
smaller, more manageable components of work
• The idea here is to break down the deliverables to a point
where you can easily plan, execute, monitor and control,
and close out the project deliverables
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5.4 Create WBS
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diagram
5.1 Plan
Management
Scope
management
plan
7.3 Determine
Budget
5.2 Collect
Requirements
OPA
Enterprise /
Organization
Requirements
documents
5.3 Define
Scope
Project Scope
statements
Project
documents
5.4 Create
WBSScope
BaselineProject
document
updates
5.5 Validate
Scope
11.2 Identify
Risks
11.3 Perform
quantities risk
analysis
7.2 Estimate
Cost
6.2 Define
Activities
4.2 Develop

The Scope Baseline is a component of the project management plan and
includes the following:
• Project Scope Statement
• Work Breakdown Structure (WBS)
• WBS Dictionary
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Scope Baseline

• WBS is the hierarchical decomposition of the total scope of work to be carried out
by the project
• The top most level of each WBS is the total project itself
• Work that doesn’t fit into the WBS does not fit within the project
• WBS represents all product and project work including project management work
• Each level of WBS is a more detailed definition of the level above it
Beware of excessive decomposition can lead to non-productive management
effort and inefficient use of resources (performing work)
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What is Work Breakdown Structure (WBS)
?

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• Work Package : It is the lowest in the WBS and is the level at which schedule
and cost can be estimated easily and managed
• A work package can be used to group the activities where work is estimated,
scheduled, monitored and controlled comfortably
• If the lowest levels are rolled up to the higher levels, the total must represents
the total work of the project. This is called 100% rule.
• WBS Structure can be organized by
- Phases
- Major deliverables
- Subprojects e.g. contracted work
Providing extra functionalities which are not requested by customer is called ‘
Gold plating’, this is not recommended by PMI
Characteristics of WBS

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Create WBS:
New Car
1.0
Entertain
&
Guidanc
e
2.0 Engine,
Transmissi
on and
Suspensio
n
3.0
Body
2.1
Gear
box
Acqui
red
2.2
Engi
ne
2.3
Susp
ensio
n
2.4
Differ
ential
s
3.1
Paint
work
3.2
Body
Shell
2.2.1
Engi
ne
Block
2.2.2
Gear
box
2.2.3
Com
puter
2.3.1
Activ
e
Susp
ensio
n
2.3.2
Drive
shaft
2.3.3
Whe
el,
Hubs
&
Tires
3.2.2
Doors
(gull,
hood
&
trunk)
3.2.1
Mono
coqu
e
Shell
3.2.3
Seats
&
Interio
r Trim
3.2.4
Exterio
r Trim
&
Glass
Planning
Packages
Control Accounts
Project
Work
Packages
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WBS for a Bicycle

Dashboard
Steering
Wheel
Doors Upholstery Mud Guards
1 2 3 4 5
Procure
Material
Prepare
Design
Construct
Dashboard
Testing
1.1 1.2 1.3 1.4
320 h 200 h 100 h 120 h
Identify
Sellers
RFP
Shortlist
Sellers
Finalize
Sellers
80 h 40 h 80 h 120 h
Work Packages
Evaluate
Sellers
Award
Contract
80 h 40 h
Final
Deliverable
Intermediate
Deliverables
1.1.1 1.1.2 1.1.3 1.1.4
1.1.4.1 1.1.4.2
Example : Car
Case Study : WBS
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WBS dictionary should include the following elements for each
component of the WBS:
• Code of accounts identifier
• Description of the work
• Assumption and constraints
• Responsible organization
• Schedule milestones
• Associated schedule activities
• Resources required
• Cost estimates
• Quality requirements
• Acceptance criteria
• Technical references
• Agreement information
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WBS Dictionary

WBS dictionary is the document that provides detailed deliverable, activity,
scheduling information about each component in WBS.
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Sample WBS Dictionary
Lev
el
WBS
Code
s
Element
Name
Definition Cost
Cont
rol
No.
Responsible
Organization
1 1 Bicycle
WBS
All components and subassemblies
required to specify design,
assembly and testing of a custom
bicycle.
Customer
Sales and
support
2 1.1 Frame Set The individual components that
together constitute the frame once
assembled
Customer
Sales and
support
3 1.1.1 Frame The unit tabular steel structure to
which other components are
attached .Provides basic design
and strength.
Customer
Sales and
support
3 1.1.2 Handlebar Used by rider to steer bicycle. Also
serves as point of attachment for
hand brakes, lights, and other
Customer
Sales and
support

It is the process of formalizing the acceptance of the project deliverables
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5.5 Validate Scope

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diagram
5.2 Collect
Requirements
Requirements
documents
Requirements
Traceability
matrix
PM plan
4.2 Develop PM
plan
5.5 validate
Scope
Accepted
Deliverables
4.4 Monitor &
Control Project
work
4.3 Direct and
Manage project
work
Work
performance Date
8.3 Control
Quality
Verified
Deliverables
Change
Requests
Work
Performance
informationProject
documents
updates
4.5 Perform
integrated
change control
4.5 Close
Project or phase
Project
documents

• The verified deliverables obtained from quality control process are reviewed
with the customer or sponsor to ensure that they are completed satisfactorily
and receive the formal acceptance
• Validate scope process differs from control quality process that
 Validate scope process is primarily concerned with acceptance of
deliverables, while
 Control quality is concerned with the correctness of the deliverables
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Validate Scope

The process of monitoring the status of the project and product scope and
managing changes to the scope baseline.
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5.6 Control Scope

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diagram
5.2 Collect
Requirements
Requirements
documents
Requirements
Traceability
matrix
PM plan
4.2 Develop PM
plan
5.6 validate
Scope
Accepted
Deliverables
4.4 Monitor &
Control Project
work
4.3 Direct and
Manage project
work
Work
performance Date
8.3 Control
Quality
Verified
Deliverables
Change
Requests
Work
Performance
informationProject
documents
updates
4.5 Perform
integrated
change control
4.5 Close
Project or phase
Project
documents

• It allows scope baseline to be maintained throughout the project
• It ensures that all requested changes and recommended corrective and
preventive actions are processed through PICC process
Uncontrolled expansion to product or project scope without adjustments to time,
cost and resources is called Scope Creep
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Control Scope

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Thank
you
Saraca
Solutions
Pvt. Ltd.

2. Scope Management

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2. Scope Management