Project Scope

MGT 3203 – PROJECT MANAGEMENT

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Writing the Project Scope
Project scope – the description of
what the project is estimated to
attain and states both the time
and cost requirements to generate
the project deliverables before the
project is terminated.

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 Steps to be followed in defining the
Project Scope
1. Justification – a brief statement regarding the business need the project addresses. It is simply
identifying the reason for the project’s existence.
2. Product scope description – characteristics of the products, services, and/or results the project will
produce.
3. Acceptance criteria – the conditions that must be met before project deliverables are accepted
4. Deliverables – the products, services and/or results your project will produce
5. Project Exclusions – what the project will not accomplish or produce
6. Constraints – restrictions that limit what can be achieved, how and when can be achieved, and how
much achieving it can cost
7. Assumptions – how uncertain information will be addressed when conceiving, planning, &
performing the project

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Developing the Work Breakdown Structure (WBS)
• Work Breakdown Structure (WBS) – is a
comprehensive, systematic and major
tool in project planning that centers on
the actual tasks of the project.
• The purpose is to make certain that the
entire work necessary to meet the project
objectives is acknowledged, described
and delegated.
• It shows the subdivision of tasks, subtasks
and work packages in terms of
organizational elements associated with
the project.

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Work Breakdown Structure consists of:
1. Product/Service Delivery Tasks: The work necessary to productively describe,
build and execute a product or service is completely detailed in the Work
Breakdown Structure to guarantee that all project deliverables can be finished on
time and according to conditions.
2. Project Management Tasks: Tasks that address project management activities
like starting the project, generating and tracking the project plan, supervising the
project team and preserving expectations are shown in the WBS to allocate
sufficient time and resources.
3. Training Tasks: Team members and users obtain the right training at the exact
times with no negative impact on the project schedule.
4. Project dependencies: Project dependencies and their deliverables are integrated
in the Work Breakdown Structure to make sure they are followed.

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Work Breakdown Structure (WBS) Levels
Level WBS Term Description
Level 1 (highest) Project The overall project under
development
Level 2 Deliverable The major project components

Level 3 Subdeliverable Supporting deliverables

Level 4 Work Package Individual project activities

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Sample Project Breakdown
(Project: Preparation of a paper for presentation in a seminar)
Task No. Task Definition Team Schedule
Members
One Refine topic Jose Thursday
Two Assign library research activities Jose Friday
Three Develop preliminary outline for paper and Pedro Saturday
presentation
Four Assign team member to begin putting Pedro Sunday
presentations together
Five Begin producing drafts of paper Juan Monday
Six Proofread and correct draft
Seven Refine class presentation Juan Tuesday
Eight Turn in paper and make classroom Tonio Thursday
presentation

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Sample WBS for an IT Project
Breakdown Description WBS Code
IT Installation Project 1.0
Deliverable 1 Match IT to organizational tasks and problems 1.1

WP 1 Conduct problem analysis 1.1.1

WP 2 Develop information on IT Technology 1.1.2
Deliverable 2 Identity IT user needs 1.2

WP 1 Interview potential users 1.2.1

WP 2 Develop presentation of IT benefits 1.2.2
WP 3 Gain use to “buy-in” to system 1.2.3
Deliverable 3 Prepare informal proposal 1.3

WP 1 Develop cost/benefit information 1.3.1

WP 2 Gain top management support 1.3.2

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 Sample WBS for an IT Project
Breakdown Description WBS Code
Deliverable 4 Seek and hire IT consultant 1.4

WP 1 Delegate members as search committee 1.4.1

WP 2 Develop selection criteria 1.4.2
WP 3 Interview and select consultant

Deliverable 5 Seek staff and department support for IT 1.5

Deliverable 6 Identify the appropriate location for IT 1.6

WP 1 Consult with physical plant engineers

WP 2 Identify possible alternative sites
WP 3 Secure site approval
Deliverable 7 Prepare a formal proposal for IT introduction 1.7

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 Sample WBS for an IT Project
Breakdown Description WBS Code
Deliverable 8 Develop RFPs from vendors 1.8

WP 1 Develop criteria for decision

WP 2 Contact appropriate vendors
WP 3 Select winner(s) and inform losers
Deliverable 9 Conduct a pilot project 1.9
Deliverable 10 Enter a contract for purchase 1.10
Deliverable 11 Adopt and use IT technology

WP 1 Initiate employee training sessions 1.11.1

WP 2 Develop monitoring systems for technical 1.11.2
problems

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Sample of the Tree
Structure View of
WBS of an IT
Project

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References
Flores, Marivic and Camilar-Serrano, Angelita O. (2015). Project Management. Philippines:
Unlimited Books Library Services and Publishing, Inc.

Kloppenborg, T.J., Anantatmula, V., & Wells, K.N. (2019). Contemporary Project Management.
USA: Cengage Learning.

Meredith, Jack R., Mantel, Jr., Samuel J., and Shafer, Scott M. (2016). Project Management: A
Managerial Approach. 9th ed. Asia: John Wiley & Sons (Asia) Pte Ltd.