PDF Scope Management

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Scope Management

Chapter 5 Learning Objectives

After completing this chapter, students will be able to:

 Understand the importance of scope management for project success.

 Understand the significance of developing a scope statement.

 Construct a Work Breakdown Structure for a project.

 Develop a Responsibility Assignment Matrix for a project.

 Describe the roles of changes and configuration management in assessing project scope.

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Project Scope

Project scope is everything about a project – work content as well as expected outcomes.

Scope management is the function of controlling a project in terms of its goals and objectives and consists of:

1) Conceptual development 4) Scope reporting 2) Scope statement 5) Control systems 3) Work authorization 6) Project closeout

Conceptual Development

The process that addresses project objectives by finding the best ways to meet them.

Key steps in information development:

 Problem/need statement

 Information gathering

 Constraints

 Alternative analysis

 Project objectives

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Problem Statements

Successful conceptual development requires:

 Reduction of overall project complexity

 Goals and objects are clearly stated

 Reference points are provided

 Complete understanding of the problem

Statement of Work (SOW)

A SOW is a detailed narrative description of the work required for a project.

Effective SOWs contain 1. Introduction and background 2. Technical description 3. Timeline and milestones 4. Client expectations

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Statement of Work Components

 Background

 Objectives

 Scope

 Task or Requirements

 Selection Criteria

 Deliverables or Delivery Schedule

 Security

 Place of Performance

 Period of Performance

Scope Statement Process

1. Establish the project goal criteria a) cost

b) schedule c) performance d) deliverables

e) review and approval gates

2. Develop the management plan for the project 3. Establish a work breakdown structure 4. Create a scope baseline

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Goal Setting With and Without Work Breakdown Structures (WBS)

Figure 5.2

Work Breakdown Structure (WBS)

A process that sets a project’s scope by breaking down its overall mission into a cohesive set of synchronous, increasingly specific tasks.

What does WBS accomplish?

Echoes project objectives

Offers a logical structure

Establishes a method of control

Communicates project status

Improves communication

Demonstrates control structure

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Work Breakdown Structure and Codes

Work Packages are individual project activities

1.0 1.2 1.3 1.4

1.2.1

1.2.2

1.2.3

1.3.1

1.3.2

1.2.3.1

1.2.3.2 Deliverables are major project components

Sub-deliverables are supporting deliverables

The project is the overall project under development

Sample WBS in MS Project 2010

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Figure 5.7

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Defining a Work Package

Lowest level in WBS Deliverable result

One owner

Miniature projects Milestones

Fits organization Trackable

Organizational Breakdown Structure

Organizational Breakdown Structure (OBS) allows

 Work definition

 Owner assignment of work packages

 Budget assignment to departments

OBS links cost, activity &

responsibility

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Intersection of the WBS and OBS

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Figure 5.8

Cost Account Rollup Using OBS

Figure 5.10

Responsibility Assignment Matrix

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Figure 5.11

Defining a Project Work Package

1. Work package forms lowest level in WBS.

2. Work package has a deliverable result.

3. Work package has one owner.

4. Work package may be considered by its owner as a project in itself.

5. A work package may include several milestones.

6. A work package should fit organizational procedures and culture.

7. The optimal size of a work package may be expressed in terms on labor hours, calendar time, cost, reporting period, and risks.

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Work Authorization

The formal “go ahead” to begin work

Follows the scope management steps of:

1. scope definition 2. planning documents 3. management plans 4. contractual documents

Contractual Documentation

Most contracts contain:

Requirements Valid consideration Contracted terms Contracts range from:

Lump Sum Cost Plus

also called

“Turnkey”

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Scope Reporting

determines what types of information reported, who receives copies, when, and how information is acquired and disseminated.

Typical project reports contain 1. Cost status

2. Schedule status 3. Technical performance

Reasons Why Projects Fail

 Politics

 Naïve promises

 Naïve optimism of youth

 Startup mentality of fledging entrepreneurial companies

 “Marine Corps” mentality

 Intensive competition caused by globalization

 Intense competition caused by appearance of new technologies

 Intense pressure caused by unexpected government regulations

 Unexpected and/or unplanned crises

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Types of Control Systems

o Configuration o Design

o Trend monitoring o Document o Acquisition o Specification

Project Closeout

The job is not over until the paperwork is done…

Closeout documentation is used to:

Resolve disputes Train project managers Facilitate auditing

Closeout documentation includes:

Historical records Post project analysis Financial closeout

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Summary

1. Understand the importance of scope management for project success.

2. Understand the significance of developing a scope statement.

3. Construct a Work Breakdown Structure for a project.

4. Develop a Responsibility Assignment Matrix for a project.

5. Describe the roles of changes and configuration management in assessing project scope.