Chapter5:

ProjectScopeManagementChapter5:

ProjectScopeManagementWhatisProjectScopeManagement?PlanningScopeManagementCollectingRequirementsDefiningScopeCreatingtheWorkBreakdownStructure(WBS)VerifyingScopeControllingScopeUsingSoftwaretoAssistinProjectScopeManagement3WhatisProjectScopeManagement?Scopereferstoalltheworkinvolvedincreatingtheproductsoftheprojectandtheprocessesusedtocreatethem.Adeliverableisaproductproducedaspartofaproject,.Deliverablescanbeproduct-related,suchasapieceofhardwareorsoftware,orprocess-related,suchasaplanningdocumentormeetjngminutes.Projectscopemanagementincludes:PlanningscopeCollectingrequirementsDefiningscope

CreatingtheWBSScopeverificationScopecontrol4ProjectscopemanagementsummaryChapter5:

ProjectScopeManagementWhatisProjectScopeManagement?PlanningScopeManagementCollectingRequirementsDefiningScopeCreatingtheWorkBreakdownStructure(WBS)VerifyingScopeControllingScopeUsingSoftwaretoAssistinProjectScopeManagement6Theprojectteamusesexpertjudgmentandmeetingstodeveloptwoimportantoutputs:thescopemanagementplanandtherequirementsmanagementplanThescopemanagementplanisasubsidiarypartoftheprojectmanagementplanPlanningScopeManagement7HowtoprepareadetailedprojectscopestatementHowtocreateaWBSHowtomaintainandapprovetheWBSHowtoobtainformalacceptanceofthecompletedprojectdeliverablesHowtocontrolrequestsforchangestotheprojectscopeScopeManagementPlanContentsChapter5:

ProjectScopeManagementWhatisProjectScopeManagement?PlanningScopeManagementCollectingRequirementsDefiningScopeCreatingtheWorkBreakdownStructure(WBS)VerifyingScopeControllingScopeUsingSoftwaretoAssistinProjectScopeManagement9CollectingRequirementsAmajorconsequenceofnotdefiningrequirementswellisrework,whichcanconsumeuptohalfofprojectcosts,especiallyforsoftwaredevelopmentprojects.Partofthedifficultyisthatpeopleoftendon'thaveaconsistentdefinitionofwhatrequirementsare,howtocollectthem,andhowtodocumentthem.10WhatAreRequirements?The1990IEEEStandardGlossaryofSoftwareEngineeringTerminologydefinesarequirementasfollows:1.Aconditionorcapabilityneededbyausertosolveaproblemorachieveanobjective.2.Aconditionorcapabilitythatmustbemetorpossessedbyasystemorsystemcomponenttosatisfyacontract,standard,specification,orotherformallyimposeddocument.3.Adocumentedrepresentationofaconditionorcapabilityasin1or2.ThePMBOKGuide,FourthEdition,definesarequirementalmostidenticaltoitem2above:Itsaysthatarequirementis"aconditionorcapabilitythatmustbemetorpossessedbyasystem,product,service,result,orcomponenttosatisfyacontract,standard,specification,orotherformaldocument."11HowDoYouCollectRequirements?Interviewingstakeholdersone-on-oneQuestionnairesandsurveysObservationPrototyping12HowDoYouDocumentRequirements?Requirementsarealsooftenbrokendownintodifferentcategories,suchas:functionalrequirementsservicerequirementsperformancerequirementsqualityrequirements,trainingrequirements,andsoon.RequirementsDocumentincludes:StakeholderrequirementsdocumentationRequirementsmanagementplanRequirementstraceabilitymatrixChapter5:

ProjectScopeManagementWhatisProjectScopeManagement?PlanningScopeManagementCollectingRequirementsDefiningScopeCreatingtheWorkBreakdownStructure(WBS)VerifyingScopeControllingScopeUsingSoftwaretoAssistinProjectScopeManagement14DefiningScopeAlthoughcontentsvary,projectscopestatementsshouldinclude,ataminimum:AproductscopedescriptionProductuseracceptancecriteriaDetailedinformationonallprojectdeliverables.Itisalsohelpfultodocumentotherscope-relatedinformation,suchas:theprojectboundaries,constraints,assumptions.Manyinformationtechnologyprojectsalsorequiredetailedfunctionalanddesignspecificationsfordevelopingsoftware,whichalsoshouldbereferencedinthedetailedscopestatement.15ScopeDefinitionandtheProjectScopeStatementContentsofprojectscopestatementsOverallobjectivesandjustificationDetaileddescriptionsofallprojectdeliverablesCharacteristicsandrequirementsofproductsandservicesproducedaspartoftheprojectProjectsuccesscriteriaProjectboundariesProjectconstraintsandassumptionsSchedulemilestonesOrderofmagnitudecostestimateTimeandcostgoalsarenormallystraightforward,itismuchmoredifficulttodescribe,agreeupon,andmeetthescopegoalofmanyprojects.Chapter5:

ProjectScopeManagementWhatisProjectScopeManagement?PlanningScopeManagementCollectingRequirementsDefiningScopeCreatingtheWorkBreakdownStructure(WBS)VerifyingScopeControllingScopeUsingSoftwaretoAssistinProjectScopeManagement17CreatingtheWorkBreakdownStructure(WBS)AWBSisadeliverable-orientedgroupingoftheworkinvolvedinaprojectthatdefinesthetotalscopeoftheproject.ThemaintoolofcreatingWBSisDecomposition,thatissubdividingprojectdeliverablesintosmallerpieces.AprojectteamoftenorganizestheWBSaroundprojectproducts,projectphases,orusingtheprojectmanagementprocessgroups.18SampleIntranetWBSOrganizedbyProduct19SampleIntranetWBSOrganizedbyPhase20IntranetWBSinTabularForm1.0Concept 1.1Evaluatecurrentsystems 1.2Definerequirements 1.2.1Defineuserrequirements 1.2.2Definecontentrequirements 1.2.3Definesystemrequirements 1.2.4Defineserverownerrequirements 1.3Definespecificfunctionality 1.4Definerisksandriskmanagementapproach 1.5Developprojectplan 1.6BriefWebdevelopmentteam2.0WebSiteDesign3.0WebSiteDevelopment4.0RollOut5.0Support21IntranetWBSandGanttChartinProject200022MoreonWBSDifficulttocreateagoodWBSUnderstandingboththeprojectanditsscopeandincorporatetheneedsandknowledgeofthestakeholders.DecidinghowtoorganizetheworkandhowmanylevelstoincludeintheWBS.InvolvingtheentireprojectteamandthecustomerincreatingandreviewingtheWBS.PeoplewhowilldotheworkshouldhelptoplantheworkbycreatingtheWBS.23ApproachestoDevelopingWBSsGuidelines:Someorganizations,suchastheDOD,provideguidelinesforpreparingWBSs.Analogyapproach:ReviewWBSsofsimilarprojectsandtailortoyourproject.Top-downapproach:Startwiththelargestitemsoftheprojectandbreakthemdown.Bottom-upapproach:Startwiththespecifictasksandrollthemup.Mind-mappingapproach:Writetasksinanon-linear,branchingformatandthencreatetheWBSstructure.24SampleMind-MappingApproach25ResultingWBSinChartForm26TheWBSDictionaryandScopeBaselineManyWBStasksarevagueandmustbeexplainedinmoredetailsopeopleknowwhattodoandcanestimatehowlongtheworkwilltakeandwhatitwillcost.AWBSdictionaryisadocumentthatdescribesdetailedinformationabouteachWBSitem.TheapprovedprojectscopestatementanditsWBSandWBSdictionaryformthescopebaseline,whichisusedtomeasureperformanceinmeetingprojectscopegoals.27AdviceforCreatingaWBSandWBSDictionaryAunitofworkshouldappearinonlyoneplaceintheWBS.TheworkcontentofaWBSitemisthesumoftheWBSitemsbelowit.AWBSitemistheresponsibilityofonlyoneindividual,eventhoughmanypeoplemaybeworkingonit.TheWBSmustbeconsistentwiththewayinwhichworkisactuallygoingtobeperformed;itshouldservetheprojectteamfirst,andotherpurposesonlyifpractical.ProjectteammembersshouldbeinvolvedindevelopingtheWBStoensureconsistencyandbuy-in.EachWBSitemmustbedocumentedinaWBSdictionarytoensureaccurateunderstandingofthescopeofworkthatisincludedandnotincludedinthatitem.TheWBSmustbeaflexibletooltoaccommodateinevitablechangeswhileproperlymaintainingcontroloftheworkcontentintheprojectaccordingtothescopestatement.Chapter5:

ProjectScopeManagementWhatisProjectScopeManagement?PlanningScopeManagementCollectingRequirementsDefiningScopeCreatingtheWorkBreakdownStructure(WBS)VerifyingScopeControllingScopeUsingSoftwaretoAssistinProjectScopeManagement29VerifyingScopeScopeverificationinvolvesformalacceptanceofthecompletedprojectscopebythestakeholders.Ensuringthecustomergettingwhattheywantandtheprojectteamhasenoughtimeandmoneytoproducethedesiredproductsandservices.ItisverydifficulttocreateagoodscopestatementandWBSforaproject.Itisevenmoredifficulttoverifyprojectscopeandminimizescopechanges.ManyITprojectssufferfromscopecreepandpoorscopeverification Chapter5:

ProjectScopeManagementWhatisProjectScopeManagement?PlanningScopeManagementCollectingRequirementsDefiningScopeCreatingtheWorkBreakdownStructure(WBS)VerifyingScopeControllingScope

UsingSoftwaretoAssistinProjectScopeManagement31ScopeControlScopecontrolinvolvescontrollingchangestotheprojectscope.Usersarenotsurehowtheywantscreentolookorwhatfunctionalitytheyneedtoimprovebusinessperformance.Developersarenotsurehowtointerpretuserrequirements.Goalsofscopecontrolareto:Influencethefactorsthatcausescopechanges.Ensurechangesareprocessedaccordingtoproceduresdevelopedaspartofintegratedchangecontrol.Managechangeswhentheyoccur.TodoagoodjobofscopecontrolDoagoodjobofscopedefinitionandscopeverification.Developingaprocessforsolicitingandmonitoringchangestoprojectscope.ToolstoscopecontrolChangecontrolsystemConfigurationmanagementReplanningprojectscopeVarianceanalysisVarianceisthedifferencebetweenplannedandactualperformance.32SuggestionsforImprovingUserInputDevelopagoodprojectselectionprocessandinsistthatsponsorsarefromtheuserorganization.Placeusersontheprojectteaminimportantroles.Holdregularmeetingswithdefinedagendas,andhaveuserssignoffonkeydeliverablespresentedatmeetings.Deliversomethingtousersandsponsorsonaregularbasis.Don’tpromisetodeliverwhenyouknowyoucan’t.Co-locateuserswithdevelopers.33SuggestionsforReducingIncompleteandChangingRequirementsDevelopandfollowarequirementsmanagementprocess.Usetechniquessuchasprototyping,usecasemodeling,andJADtounderstanduserrequirementsthoroughly.Putrequirementsin