1. PM DeepDive
Project Scope Management
- Niraj Agarwal
May 2011
Slide 1

2. Project Scope Management
Definition
The scope management describes how the project team will define
project scope, verify the work of the project, and manage and control
scope. The project scope management plan should contain the following
elements:
• 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 and
the 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 a
change request form
May 2011
Slide 2

3. Scope & Requirements
What 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 exists
What 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. May 2011
Slide 4

5. Collect Requirements
ITTO
May 2011
Slide 5

6. Collect Requirements
May 2011
Slide 6

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. Define Scope
ITTO
May 2011
Slide 8

9. Define Scope
ITTO
May 2011
Slide 9

10. IceScream
Project Scope Statement
Business need > The owner of IceScream, Anvita, has requested that
the three new acquisitions be connected to share email and calendar
information as well as vital information such as recipes. Two systems
are required: an email system that connects all four sites and a system
that runs an intranet site.
Deliverables description > The deliverables will consist of the
installation of at least one server at each site. The servers will connect
via wide area networking technology. Email software will be installed
on each server in such a way that all sites belong to a single email
organization. Users will utilize conventional email software to keep
their email and calendars online. Additionally, an intranet site will be
created on an IceScream server, and key users in each of the other sites
will be trained on how to post important data to the intranet so that all
employees have complete data at their fingertips.
May 2011
Slide 10

11. IceScream
Project Scope Statement
Major Deliverables > The deliverables include the following:
• Installation of high-quality servers at each site. Servers will all come
from 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 and
firewalls at each site.
• Creation of an intranet site.
• Training and documentation.
May 2011
Slide 11

12. IceScream
Project Scope Statement
Success and acceptance criteria > Your success criteria include the following:
• Server gear will be installed at each site, baselined, and certified 100 percent
functional.
• Email software will be installed on each site server, and site connections with the
other site servers will be validated.
• Connectivity between sites will be installed and baselined by a
telecommunications 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 server
within the network and send a test email to each site server.
• The intranet site will be created, and all initial elements requested by the business
will 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 vital
information 24/7.
May 2011
Slide 12

13. IceScream
Project Scope Statement
Assumptions > You have the following assumptions:
• There is no variance in the behaviour of like hardware.
• Telecommunications companies in each city will have reasonable wide area
network setup request procedures and installation timelines.
• Intranet development time is assumed to be approximately 60 person-days (30
working 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 as
follows:
• 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. Work Breakdown Structure
Definition
Subdividing major deliverables into smaller, manageable components
called 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. Work Breakdown Structure
Design
• 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. Work Breakdown Structure
Sample – Tree Structure
May 2011
Slide 16

17. Work Breakdown Structure
Sample – Outline Form
May 2011
Slide 17

18. Create WBS
ITTO
May 2011
Slide 18

19. Create WBS
ITTO
May 2011
Slide 19

20. IceScream
WBS
1. 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. IceScream
WBS
4. 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. IceScream
WBS
Training 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. Verify Scope
Definition
• Scope verification is the process of obtaining the stakeholders’ formal
acceptance of the completed project scope and associated deliverables.
• Verifying the project scope includes reviewing deliverables to ensure
that each is completed satisfactorily.
• Scope verification is primarily concerned with acceptance of the
deliverables, while quality control is primarily concerned with meeting
the quality requirements specified for the deliverables.
• Quality control is generally performed before scope verification, but
these two processes can be performed in parallel.
May 2011
Slide 23

24. Verify Scope
ITTO
May 2011
Slide 24

25. Control Scope
Definition
• Project scope control is concerned with influencing the factors that
create project scope changes and controlling the impact of those
changes.
• Scope control assures all requested changes and recommended
corrective actions are processed through the project Integrated Change
Control process.
• Project scope control is also used to manage the actual changes when
they 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 control
process.
May 2011
Slide 25

26. Control Scope
ITTO
May 2011
Slide 26

27. Change Management
Management of Requested Changes
Study and examine if the requested change affects any of the Product
requirements—this is fundamental!
If it does, communicate to all concerned stake holders and obtain
approval
Study and examine the impact of the change in other knowledge areas—
document these implications
Communicate these to concerned stake holders and get approval for
these too.
Change the Project Management Plan and other affected subsidiary
plans to the extent required—severe changes may require changes to
baseline/s
May 2011
Slide 27

28. Change Management
Proactive approach
• Monitor the work done and compare the actual work against the Plan
as 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. Pop Quiz
Question 1
The scope statement provides which one of the following?
A. A basis for a common understanding of the project and for making
future decisions regarding the project
B. A detailed list of all resources required for project completion
C. A schedule of all the key project activities
D. A process for managing change control
May 2011
Slide 29

30. Pop Quiz
Question 2
Which of the following is a characteristic of a WBS?
A. A cost center structure of the project
B. An organization chart of the project team members
C. Used primarily on large complex projects involving multiple
departments
D. A deliverables - oriented structure that defines the work of the
project
May 2011
Slide 30

31. Pop Quiz
Question 3
A WBS is created using a technique called decomposition .
What is decomposition?
A. Matching resources with deliverables
B. Breaking down the project deliverables into smaller, more
manageable components
C. Estimating the cost of each individual deliverable
D. Creating a detailed to - do list for each work package
May 2011
Slide 31

32. Pop Quiz
Question 4
What is the lowest level of the WBS?
A. Work package
B. Level 10
C. Milestone
D. Activities
May 2011
Slide 32

33. Pop Quiz
Question 5
Which of the following is not a guideline for developing a
WBS?
A. Define the highest level of deliverables before you move to lower
levels.
B. Make sure that each item in a lower level is a component of the level
above.
C. Sequence the work packages.
D. Involve project team members in the process.
May 2011
Slide 33

34. Pop Quiz
Question 6
Which 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. Pop Quiz
Question 7
Your project is nearing completion of the first phase. Your
key stakeholder for this phase reminds you that she will not
accept the deliverable unless it measures 3 centimeters
exactly. If the measurements are off, phase 2 will be delayed,
and the entire project will be at risk. This is an example of
which of the following?
A. Delivery acceptance criteria
B. Success criteria
C. Critical success factor
D. KPI
May 2011
Slide 35

36. Pop Quiz
Question 8
Elements of the project that are not listed on the WBS are
considered 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. Pop Quiz
Question 9
You are developing a scope document for a customer request.
A couple of the elements that the client wants could be
difficult to accomplish, but after consulting with the project
team, you think they can be done. These elements are not
included in the product description. What should you do?
A. Include these elements in the scope document, trusting your project
team to deliver.
B. Include these elements in the scope document, denoting them as a
concern, and document how the issues were resolved.
C. Discuss the problem elements with the project sponsor and the
customer. Obtain sponsor sign - off.
D. Note the elements in the exclusions section of the project scope
statement, and state that they will be included in phase 2.
May 2011
Slide 37

38. Pop Quiz
Question 10
You are developing the scope document and project plan for a
new project. What process group are you in?
A. Initiating
B. Planning
C. Executing
D. Controlling
May 2011
Slide 38

39. Thank You!