CHAPTER 4

SCOPE MANAGEMENT

PROF. DR. TAHİR ÇELİK

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 Project Scope Management
• Processes required to ensure that project includes all
the work required, and only the work required, to
complete the project.
• Managing a project scope is primarily concerned with
defining and controlling what is and is not included in
the project.
• Scope management defines how the deliverables of
project will be verified and accepted.
• Project management plan includes the scope
management plan which will define how the scope
shall be defined, verified and controlled.

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 Scope management means:

• Not letting people randomly add to the scope

without a structured change control system.
• Making sure all changes fit within the project
charter.
• Preventing extra work .
• Uncontrolled scope is called scope creep.

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 In project context the term scope
may refer to:
• Product scope : the features and functions that
are to be included in a product or service.
Completion of product scope is measured
against requirements.

• Project scope : The work that must be done in

order to deliver a product with the specified
features and functions.
Completion of project scope is measured against
the project management plan.

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project scope, product scope & requirements
Example: You have a plot of land and you want to build a house on it.
Product: The house
Product Scope: The house should have 3 storey's, 1000 sq. m of built up area,
4 bedrooms with attached baths, 2 living room, a kitchen, basement and a
garage. The exteriors should be white.
Requirements: In addition to product scope, there could be other requirements
for the house. Using a particular grade of cement could be your quality
requirements. Making the house earthquake- proof could be a performance
requirement. Getting a weekly progress update from your contractor, and
making monthly payments could be your project management requirements.
Project Scope: Hiring a building contractor, an architect and an interior
designer, acquiring legal permits, estimating the cost, taking bank loan,
planning for risks such as rains and storms, designing the house, buying
building materials, constructing the house, conducting inspections,
conducting regular site visits to track the progress, resolving disputes,
Making payments & compensations, closing contracts and moving in.
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Project Scope Management

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 Project Scope Management
Processes:
• Collect Requirements : the process of defining and
documenting stakeholder’s needs to meet the project
objectives.
• Define Scope : the process of developing a detailed
description of the project and the product.
• Create WBS: the process of subdividing the project
deliverables and the project work into smaller, more
manageable components
• Verify Scope : the process of formalizing acceptance
of the completed project deliverables
• Control Scope : the process of monitoring the status of
the project and product scope and managing changes
to the scope baseline.
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 Requirements
• Requirements describe the characteristics of
the deliverables.
• Requirements are typically conditions that
must be met to satisfy the objectives of the
project.

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 Collect Requirements
• Collect requirements is the process of defining and
documenting stakeholders’ and customers’ needs to
meet the project objectives .
• Requirements become the foundation of the WBS.
• Cost, Schedule, and quality planning are all built upon
these requirements.
• Project requirements : business requirements, project
management requirements, delivery requirements, etc.
• Product requirements: technical, security, performance,
etc.

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 Collect Requirements
Collect Requirements is the process of defining and
documenting stakeholders needs to meet the project
objectives.

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 Collect Requirements: Tools &
Techniques
Interviews :
• Is a formal or informal approach to discover
information from stakeholders by talking to them
directly.
• Experts can aid in identifying and defining the
features of the desired project deliverables .

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 Collect Requirements – Tools &
Techniques
Focus Groups :
• Focus groups bring together prequalified
stakeholders and subject matter experts to
learn about their expectations and attitudes
about a proposed product, service, or result .
• A trained moderator guides the group
through an interactive discussion, designed
to be more conversational than a one-on-one
interview.

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Collect Requirements – Tools &
Techniques
Facilitated workshops:
Cross-functional stakeholders come together in a
facilitated workshop to discuss and define
requirements that affect more than one department.

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 Collect Requirements – Tools &
Techniques
Group Creativity Techniques:
Group creativity involves techniques, like
brainstorming.

• Brainstorming: A technique used to generate

and collect multiple ideas related to the project
and product requirements .

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 Collect Requirements – Tools &
Techniques
Group Decision Making Techniques : there are
multiple methods of reaching a group decision :
• Unanimity: everyone agrees on a single course of
action
• Majority: support from more than 50% of the
members of the group.
• Plurality: the largest block in a group decides even
if a majority is not achieved.
• Dictatorship: one individual makes the decision for
the group
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Collect Requirements – Tools &
Techniques

Questionnaires and Surveys:

This technique involves querying a large
group of participants via questionnaires or
surveys. These tools allow you to gather
information quickly and apply statistical
analysis, if needed, to the results.

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Collect Requirement : Tools &
Techniques
Observation:
This technique is typically a one-on-one experience
where an observer sits side by side with the
participant to observe how the participant interacts
with the product or service.

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Collect Requirements – Tools &
Techniques
Prototypes :
Prototyping is a technique involving constructing a
working model or mock-up of the final product for
participants to experiment with. The prototype does
not usually contain all the functionality the end
product does, but it gives participants enough
information that they can provide feedback
regarding the mock-up.

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Collect Requirements: Outputs
Requirements Documentation
As mentioned earlier, requirements quantify and
prioritize the wants, needs, and expectations of the
project sponsor and stakeholders. You must be able
to track, measure, test, and trace the requirements of
the project.

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 Define Scope
Scope is collectively the product, service, or
result of the project.
The project scope statement (output of this process) is:
• a detailed description of the deliverables of the
project and
• the work needed to produce them.
This process is progressively elaborated as more detail
becomes known.

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 Define Scope
This is the process of developing a detailed description
of the project and product.

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Define Scope – Tools and Techniques
1. Product Analysis
• Product analysis is a tool that translates
product objectives into tangible project
requirements by dividing the product into
components.

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Define Scope – Tools and Techniques
2. Alternative Identification
Identifying alternatives is a technique used to
generate different approaches to execute and
perform the work of the project.

Brainstorming
Lateral Thinking
Pair wise comparison

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 Lateral Thinking
The simplest definition is thinking outside the box.
Lateral thinking is a process of separating the problem, or in
our case the components of project scope (the deliverables
and requirements), looking at them from angles other than
their obvious presentation and encouraging team members
to come up with ways to solve problems or look at scope
that are not apparently or obvious.

Lateral thinking example:

Question: How could your pet Yorkie fall from the window of an 18-
story building and live?

Answer: The question asks how your pet could fall from an 18-story
building and live; however, the question doesn’t state that your pet
fell from the 18th floor. So, your pet Yorkie fell from the basement-
level window.
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 Pair wise comparison
• Pairwise comparison generally refers to any
process of comparing entities in pairs to judge
which of each entity is preferred, or has a greater
amount of some quantitative property.
• If the two alternatives are x and y, the following are
the possible pairwise comparisons:
• The agent prefers x over y: "x > y"
• The agent prefers y over x: "y > x"
• The agent is indifferent between both
alternatives: "x = y")

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 Define Scope - Outputs
Project Scope Statement
• Project scope statements describes, in detail,
i. project deliverables and
ii. work required to create these deliverables.
• It helps to create a common understanding
among stakeholders.
• Project team can perform detailed planning now.

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 Project Scope Statement
Project scope statement contains the following:
– Project objectives
– Project scope descriptions
– Project requirements
– Project exclusions
– Project deliverables
– Project acceptance criteria
– Project constraints & assumptions

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What is Work Breakdown Structure (WBS)?
• The PMBOK Guide describes a WBS as “a deliverable-
oriented hierarchical decomposition of the work to be
executed by the project team, to accomplish the project
objectives and create the required deliverables…the
WBS defines the total scope of the project.”
• Work that doesn’t fit into the WBS does not fit within the
project.
• Projects are normally too big to manage and WBS
breaks the project works into smaller more manageable
components arranged according to deliverables.
• This is a top down effort, break works down from top to
bottom.

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 Create WBS
• Each level of WBS is a smaller piece of the
level above.
• The top level of each WBS is the total project
itself.
• Work is broken down to the lowest level
possible till further division is logically not
possible or the work can be confidently
estimated and scheduled.
• WBS represents total work specified in the
current approved scope statement.
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 Create WBS (Cont’)
• Work package: lowest level WBS component which can be
scheduled, cost estimated, monitored and controlled.
• WBS Structure can be organized by
 Phases
 Major deliverables
 Subprojects e.g. contracted work.
• There is no hard-and-fast rule for what is an adequate level
of work package decomposition. One general heuristic is that
a work package should take no fewer than eight hours of
effort and no more than 80 hours (8-80 hours rule).
• One thing for us to keep in mind is that the WBS is not a
task list. It's not intended to provide significant detail about
the activities. In fact, excessively decomposing work
packages can have a detrimental effect on the WBS by
making it overly complex, confusing to view, and difficult to
maintain. 30
 100% Rule
• Each WBS levels represents a breakdown of
WBS level above.
• Lowest level in the WBS is called work
package
• If the lowest levels are rolled up to the higher
levels, the total must represents the total work
of the project. This is called 100% rule.
• This ensures that no work is left out or no
extra work is added.

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Develop WBS

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Develop WBS: Tool & Technique
Decomposition
• This technique involves breaking down the
deliverables into smaller, more manageable
components of work.
• The idea here is to break down the
deliverables to a point where you can easily
plan, execute, monitor and control, and close
out the project deliverables.
• Each level of WBS is a more detailed
definition of the level above it.

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Figure 2.2 – Work Breakdown Structure (WBS)

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WBS for a Bicycle

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Work Breakdown Structure Dictionary
• The WBS dictionary is a companion document to
the work breakdown structure and they nearly
always go hand-in-hand.
• A dictionary keeps the WBS from becoming
visually cluttered, and it provides a document for
the details and attributes about WBS elements.
• Dictionary entries and the WBS elements are
cross-referenced through a common numbering
scheme.

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WBS Dictionary

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 WBS Dictionary
WBS dictionary should include the following elements for
each component of the WBS:
– Code of accounts identifier
– Description of the work of the component
– Organization responsible for completing the
component
– List of schedule milestones
– Required resources
– Cost estimates
– Quality requirements
– Criteria for acceptance
– Technical references
– Contract information

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 Scope Baseline
The Scope Baseline is a component of the project
management plan and include the following:

– Project scope statement

– Work Breakdown Structure (WBS)
– WBS Dictionary

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 Verify Scope
• It is the process of obtaining formal acceptance of the
project scope by the stakeholders.
• It requires reviewing deliverables and work results to
ensure that all were completed correctly and
satisfactorily.
• If the project is terminated early, the scope verification
process should establish and document the level and
extent of completion.

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 Verify Scope (Cont’d)
• Scope verification is concerned with acceptance of
deliverables but Quality control is concerned with
meeting the quality requirements specified.
• Quality control is normally performed prior to
scope verification but both may be performed in
parallel.

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Verify Scope

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Verify Scope

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Verify Scope : Tools & Techniques
Inspection
• To complete scope verification, the work must be
inspected.
• This may require measuring, examining, and testing
the product to prove it meets customer
requirements.
• Inspection usually involves the project manager
and customer inspecting the project work for
verification, which in turn results in acceptance.

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 Verify Scope : Outputs
• Accepted Deliverables: This is a formal process
that requires signed documentation of the acceptance
by the sponsor or customer.
• Change Requests : those completed deliverables
that have not been accepted are documented, along
with the reasons for non-acceptance. Those
deliverables may require a change request for defect
repair.
• Project Document Updates : Project documents
that may be updated include any documents that
define the product or report status on product
completion.
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 Control Scope
The process of monitoring the status of the project and
product scope and managing changes to the scope
baseline.

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 Control Scope – Tools &
Techniques
1. Variance Analysis:
• Project performance measurements are used to
assess the magnitude of variation from the original
scope baseline.
• Important aspects of the project scope control
include determining the cause and the degree of
variance relative to the scope baseline and deciding
whether corrective or preventive action is required.

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 Control Scope - Outputs
1. Work Performance Measurements: Measurements
can include planned vs. actual technical performance
or other scope performance measurements.
2. Change Requests : change requests to the scope
baseline or other components of the project
management plan. Change requests can include
preventive or corrective actions or defect repairs .
3. Project Management Plan Updates :
– Scope Baseline Updates
– Other Baseline Updates
4. Project Document Updates : requirements
documentation update, requirements traceability
matrix updates, etc
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 HOMEWORK 5
PREPARE A WBS FOR YOUR DORMITORY
PROJECT BY 8th NOVEMBER 2022.

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THANKS FOR
YOUR
ATTENTION

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