Project Scope

Management

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 Scope
Project Scope Management
 Ensure that the project includes all the work and only the work
required to complete the project

 Managing project scope involves defining and controlling “what is”

and “what is not” included in the project

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 Scope
Project Scope Management
There are six processes in Scope Management.
Four processes in planning and two in Monitoring and Controlling
 Plan Scope Management

 Collect Requirements

 Define Scope
PCDCVC
 Create WBS

 Validate Scope

 Control Scope

Knowledge Initiating Planning Executing Monitoring and Closing

area Control
Scope Yes Yes
Plan Scope, Collect Validate
requirement, Define Scope, Control
scope, Create WBS scope

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 Scope
Project Scope Management

The tasks that are needed to be done in this Knowledge area are

1. Create a Scope Management Plan that tells how the project scope will be
defined, validated and Controlled
2. Collect all requirements ensuring that all the stakeholders had their inputs
and refine requirements.
3. Develop a detailed description of the Work (Project) and Product using the
requirements
4. Breakdown this work into more manageable chunks (Work Packages)
5. When the project is executed and the deliverables are output, formalize
acceptance of each deliverable by the customer
6. Monitor to check the project and product scope and manage changes to the
Scope baseline.

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 Scope - Planning
Plan Scope Management

In this process a document is developed that tells how the project scope
will be defined, developed, monitored and controlled.

Approved subsidiary plans contained in the project management plan are

used to create the scope management plan.

The project charter provides the context of the project needed to develop
the scope management plan.

Scope Management Plan is the main output

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 Scope - Planning
Plan Scope Management
Plan scope management is the process of creating a scope management
plan that documents how project scope will be defined, validated and
controlled.
Inputs Tools & Techniques Outputs
Project Management Expert Judgment Scope Management
Plan Meetings Plan
Project Charter Requirements
EEF Management plan
OPA

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 Scope - Planning
Plan Scope Management - Output
Scope Management Plan
The scope management plan is a component of the project
management plan that describes how scope will be defined, developed,
monitored, controlled and verified.

The components of the scope management plan includes:

 Process for preparing a detailed project scope statement
 Process that enables the creation of the WBS and how it is
maintained
 How formal acceptance of the completed deliverable will be
obtained
 How controls are put in place with respect to change requests.

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 Scope - Planning
Plan Scope Management - Output
Requirement Management Plan
Describes the processes that need to be used to collect requirements,
analyzed, documented and managed

Requirement management plan components can include:

 How requirements will be planned, tracked and reported
 Configuration management activities
 Requirement prioritization
 Product metrics that will be used
 Traceability structure to reflect which requirement attributes will be
captured on the traceability matrix

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 Scope - Planning
Collect Requirements
CDDM
 Collect, define, document and manage stakeholder requirements

 Requirements include the needs and expectations of sponsor,

customer and other stakeholders

 Can be categorized into project requirements and product

requirements

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 Scope - Planning
Collect Requirements
Project requirements include
B  Business requirements
P  Project management requirements
 Delivery requirements

Product requirements include

T  Technical requirements
S  Security requirements
 Performance requirements

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 Scope - Planning
Collect Requirements

Inputs Tools & Techniques Outputs

Scope Management Interviews Requirement

Plan Focus groups Documentation
Requirements Facilitated workshops Requirements
Management Plan Group creativity techniques Traceability Matrix
Stakeholder Group decision making
management plan techniques
Project Charter Questionnaires and surveys
Stakeholder register Observations
Prototypes
Benchmarking
Context Diagrams
Document Analysis

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 Scope - Planning
Collect Requirements - Tools

Document Analysis
Observations
Interviews
Questionnaires and surveys
 Focus groups
 Facilitated workshops
 Group creativity techniques
 Group decision making techniques
Prototypes
 Benchmarking
 Context Diagram

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 Scope - Planning
Collect Requirements - Outputs

Requirements documentation
Describes how individual requirements meet business need for the project.
Components of requirements documentation can include:

 Business Requirements and including Stakeholder requirements

 Solution Requirements such as

 Functional, Non-functional Quality, Support, Training

 Project requirements such as

 Acceptance Criteria
 Assumptions and Constraints

 Transition requirements

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 Scope - Planning
Collect Requirements - Outputs
Requirement Traceability Matrix (RTM)
A Table that links requirements to its origin and traces through the lifecycle of
the project. Tracing includes but not limited to
 Business Objectives , Project objectives, WBS Deliverables
 Test Strategy and test scenarios, Product design and development

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 Define Scope Scope - Planning

Define scope is the process of developing a detailed description of

project and product.

Inputs Tools & Techniques Outputs

Scope Management Expert judgment Project scope

Plan Product analysis statement
Project charter Alternatives identification Project document
Requirements Facilitated workshops updates
Documentation
OPA

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 Scope - Planning
Define Scope - Tools
Product Analysis
Used for projects that deliver a Product. Includes Systems analysis, Requirements
analysis, system engineering, and value analysis or value engineering

 Value analysis refers to the analysis of an existing product, service or administrative

process to find key areas of innovation
 Value engineering refers to the same analysis applied to the product ,services or
administrative processes that are under design and have not been finalized.
Value engineering - approach to optimize project life cycle costs, save time,
cost, improve quality, use resources more effectively

Alternatives Identification
Identify various alternatives including general management techniques like
brainstorming, lateral thinking

Expert Judgment & Facilitated Workshops

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 Scope - Planning
Define Scope - Outputs
Project Scope Statement
Statement that describes project’s deliverables and the work required to create
those deliverables. Acts as a baseline for managing change
Project Scope is progressively elaborated.(Progressive elaboration is a
continuous iterative process of refining and further detailing based on more
detailed information and insight that becomes available as the project
progresses)

It contains,
 Constraints and Assumptions
 Acceptance Criteria, Major Deliverable
 In-Scope and Out-of-Scope
 Product & Project scope

Project document updates

Project documents may be updated appropriately such as stakeholder register,
requirement documentation etc.

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 Scope - Planning
Create WBS
Create WBS is the process of subdividing project deliverables and project work
into smaller and more manageable components

Inputs Tools & Techniques Outputs

Scope Management Plan Decomposition Scope baseline

Project Scope statement Expert Judgment Project document
Requirements updates
Documentation
EEF
OPA

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 Scope - Planning
Create WBS - Tools
Decomposition
The technique of dividing and sub-dividing the scope statement into more
manageable chunks of work is called decomposition.

Level of decomposition is often related to control needed to effectively manage

the project.

Decomposition involves :
• Identifying and analyzing the deliverable and related work
• Structuring and organizing the WBS
• Decomposing the upper levels into lower level detailed components
• Developing and assigning the identification code to the WBS components
• Verifying that the degree of decomposition of the deliverables is appropriate.

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 Scope - Planning
Create WBS - Tools
WBS components represent

 Verifiable products/services/results
 Different deliverables can have varying levels of decomposition
 Greater detail ensures better plan, manage and control
 Includes product and project work including project management work

The total of the work at the lowest levels should roll up to the higher levels
so that nothing is left out, and no extra worked is planned is performed. This
is sometimes called 100% rule.

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 WBS - Sample
House
Construction Control
Account

1.0 2.0 3.0 4.0

5.0
Site External Internal
Services
Preparation Foundation Construction Construction

3.1 Columns 4.1 Walls 5.1 Plumbing

Code of 5.1.1 Kitchen

3.2 Slab 4.2 Flooring
accounts
5.1.2 Bath rooms
3.3 Stairs 4.3 Ceiling
5.1.3 Other
4.4 Windows
5.2 Electrical
4.5 Doors
Work 5.2.1 Lighting
Package
Planning 5.2.2 Mains
Package
5.2.3 A/C
 Scope - Planning
Create WBS - Tools
WBS Elements
Code of Accounts – Unique identifiers given to each item decomposed to help
hierarchical summation of costs, time and resources

Control Account – A management point in WBS where scope, cost, and

schedule are integrated. EVM can be used to evaluate the performance

Work Package – The work defined at the lowest level of the work breakdown
structure for which cost and duration can be estimated and managed.

Planning package – A WBS component below control account with known

work content but without detailed schedule activities. This forms a basis for
rolling wave planning

Rolling Wave Planning. An iterative planning technique in which the work to be

accomplished in the near term is planned in detail, while the work in the future is planned
at a higher level.
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 Scope - Planning
Create WBS - Outputs
Scope Baseline
The scope baseline is an approved version of a scope of statement, WBS and it’s
associated WBS dictionary i.e.
Scope Baseline – WBS + WBS Dictionary + Scope Statement

Scope baseline can be changed only through formal change control procedures
and it is used for the comparison.

Scope Statement :
Output from previous process

Work Breakdown Structure (WBS)

 A WBS is a deliverable oriented grouping of project components.

 It is created by the project team and serves as a team development tool.
 Helps communication between the project team and the stakeholders.
 Work package should be under only one control account
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 Scope - Control
Validate Scope
Validate scope is the process of formalizing acceptance of completed
project deliverables

Inputs Tools & Techniques Outputs

Project management Inspection Accepted deliverables

plan Group Decision Making Change requests
Requirements Techniques Work Performance
documentation Information
Requirements Project document
Traceability Matrix updates
Verified deliverables
Work Performance Data

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 Scope - Control
Validate Scope - Tools
Inspection
Measuring, Examining and validating the work and deliverables to meet
requirements and product acceptance criteria
Also called as Review, Product reviews, audits and Walk-through

Group Decision - Making Techniques

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 Scope - Control
Validate Scope - Outputs

Accepted Deliverables
All the deliverables that meet the acceptance criteria are formally signed-off by
customer or sponsor acknowledging the acceptance from stakeholders
and is forwarded to the close project or phase process.
Change Requests
Deliverables that are not accepted will undergo a change request for defect repair

Work Performance Information

Information on which deliverables are initiated, the progress of the deliverables,
which deliverables are completed is contained in Work Performance Information.

Project document updates

Project documents like status reports will be updated to reflect the state of
deliverables that are verified

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 Scope - Control
Control Scope

Control scope is the process of monitoring the status of the project and
product scope and managing changes to scope baseline

Inputs Tools & Techniques Outputs

Project management Variance analysis Work performance

plan Information
Requirements Change requests
Documentation Project management
Requirements plan updates
Traceability Matrix Project document update
Work performance OPA updates
Data
OPA

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 Scope - Control
Control Scope - Inputs

Control project scope ensures that the requested changes are processed
through the Integrated Change Control and necessary preventive/corrective
actions are taken and also to ensure there is no scope creep.

Scope Creep
Uncontrolled expansion to product/project scope without necessary
adjustments to cost/time/resources is called scope creep

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 Scope - Control
Control Scope - Tools
Variance Analysis
Determines the cause and degree of difference between the baseline and
actual performance

Project performance measurements help in measuring the magnitude of

variance from scope baseline

Control involves assessing cause, degree of variance and deciding whether

preventive, corrective or defect repair needs to be used

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 Scope - Control
Control Scope - Outputs
Work Performance Information: Measurements that provide a Variance between
planned versus actual performance

Change Requests: Analysis of scope performance can result in change request for
preventive / corrective action or defect repair

Project Management/Document Updates/OPA updates:

• Scope baseline component of Project Management Plan
is updated
• Requirements documentation and Traceability Matrix is
updated for scope change
• Organizational Process Assets are updated for lessons
learned and causes for variances

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