Chapter05 Project Scope Management

8/7/2019 Chapter05 Project Scope Management

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Chapter 5:Chapter 5:Project Scope ManagementProject Scope Management

Information TechnologyInformation Technology

Project Management,Project Management,Fifth EditionFifth Edition


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Information Technology Project Management, Fifth Edition, Copyright 20072

Learning ObjectivesUnderstand the elements that make good project

scope management importantExplain the scope planning process and describe

the contents of a scope management plan

Describe the process for developing a project scopestatement using the project charter andpreliminary scope statement

Discuss the scope definition process and work

involved in constructing a work breakdownstructure using the analogy, top-down, bottom-up, and mind-mapping approaches


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Learning Objectives (continued)

Explain the importance of scope verification andhow it relates to scope definition and control

Understand the importance of scope control andapproaches for preventing scope-related

problems on information technology projectsDescribe how software can assist in project

scope management


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What is Project Scope Management?

Scope refers to allthe work involved in creatingthe products of the project and the processesused to create them

A deliverable is a product produced as part of a

project, such as hardware or software, planningdocuments, or meeting minutes

Project scope management includes theprocesses involved in defining and controlling

what is or is not included in a project


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Project Scope ManagementProcessesScope planning:deciding how the scope will be defined,

verified, and controlled

Scope definition: reviewing the project charter andpreliminary scope statement and adding moreinformation as requirements are developed andchange requests are approved

Creating the WBS: subdividing the major projectdeliverables into smaller, more manageable

componentsScope verification: formalizing acceptance of the project

scope

Scope control: controlling changes to project scope


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Figure 5-1: Project ScopeManagement Summary


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Scope Planning and the ScopeManagement PlanThe scope management plan is a document that

includes descriptions of how the team willprepare the project scope statement, create the

WBS, verify completion of the projectdeliverables, and control requests for changesto the project scope

Key inputs include the project charter, preliminary

scope statement, and project management plan


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What Went Right?

Many financial service companies use customerrelationship management (CRM) systems to improvetheir understanding of and responsiveness to customers

A senior management team at the Canadian moneymanagement company Dynamic Mutual Funds (DMF)launched an enterprise-wide, national program to buildand manage its customer relationships

They needed a faster and more organized, highlyparticipative approach, so they proposed a new seven-

step concept called project scope designDMF won an eCustomer World Golden Award for world-

class innovation


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Table 5-1: Sample Scope ManagementPlan


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Table 5-2: Sample Project Charter


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Scope Definition and theProject Scope Statement

The preliminary scope statement, project charter,organizational process assets, and approvedchange requests provide a basis for creating the

project scope statementAs time progresses, the scope of a project should

become more clear and specific


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Table 5-3: Further DefiningProject Scope


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Media Snapshot

Many people enjoy watching television shows like Changing Roomsor Trading Spaces, where participants have two days and $1,000 toupdate a room in their neighbors house. Since the time and cost are set,its the scope that has the most flexibility. Designers on these shows oftenhave to change initial scope goals due to budget or time constraints.

Although most homeowners are very happy with work done on the

show, some are obviously disappointed. Unlike most projects where theproject team works closely with the customer, homeowners have little sayin what gets done and cannot inspect the work along the way Whathappens when the homeowners dont like the work thats been done? TheFAQ section of tlc.com says, Everyone on our show is told upfront thattheres a chance they wont like the final design of the room. Eachapplicant signs a release acknowledging that the show is not responsiblefor redecorating a room that isnt to the owners taste.

Too bad you cant get sponsors for most projects to sign a similarrelease form. It would make project scope management much easier!


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Creating the Work BreakdownStructure (WBS)A WBS is a deliverable-oriented grouping of the

work involved in a project that defines the totalscope of the project

WBS is a foundation document that provides thebasis for planning and managing projectschedules, costs, resources, and changes

Decomposition is subdividing project

deliverables into smaller piecesA work package is a task at the lowest level of

the WBS


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Figure 5-2: Sample Intranet WBS

Organized by Product


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Figure 5-3: Sample Intranet WBSOrganized by Phase


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Table 5-4: Intranet WBS in TabularForm

1.0 Concept1.1 Evaluate current systems1.2 Define Requirements

1.2.1 Define user requirements1.2.2 Define content requirements

1.2.3 Define system requirements1.2.4 Define server owner requirements1.3 Define specific functionality1.4 Define risks and risk management approach1.5 Develop project plan1.6 Brief Web development team

2.0 Web Site Design3.0 Web Site Development4.0 Roll Out5.0 Support


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Figure 5-4: Intranet WBS and GanttChart in Microsoft Project


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Figure 5-5: Intranet Gantt ChartOrganized by Project Management

Process Groups


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Table 5-5: Executing Tasks forJWD Consultings WBS


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Approaches to Developing WBSs

Using guidelines: some organizations, like theDOD, provide guidelines for preparing WBSsThe analogy approach: review WBSs of similar

projects and tailor to your project

The top-down approach: start with the largestitems of the project and break them downThe bottom-up approach: start with the specific

tasks and roll them up

Mind-mapping approach: mind mapping is atechnique that uses branches radiating out froma core idea to structure thoughts and ideas


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Figure 5-6: Sample Mind-MappingApproach for Creating a WBS


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Figure 5-7: Resulting WBS inChart Form


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The WBS Dictionary and ScopeBaselineMany WBS tasks are vague and must be

explained more so people know what to do andcan estimate how long it will take and what it

will cost to do the workA WBS dictionary is a document that describes

detailed information about each WBS itemThe approved project scope statement and its

WBS and WBS dictionary form the scopebaseline, which is used to measureperformance in meeting project scope goals


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Advice for Creating a WBS and WBSDictionary*A unit of work should appear at only one place in

the WBSThe work content of a WBS item is the sum of the

WBS items below it

A WBS item is the responsibility of only oneindividual, even though many people may beworking on it

The WBS must be consistent with the way inwhich work is actually going to be performed; itshould serve the project team first, and otherpurposes only if practical

*Cleland, David I. Project Management: Strategic Design and Implementation,1994


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Advice for Creating a WBS andWBS Dictionary (continued)*Project team members should be involved in

developing the WBS to ensure consistency andbuy-in

Each WBS item must be documented in a WBS

dictionary to ensure accurate understanding ofthe scope of work included and not included inthat item

The WBS must be a flexible tool to accommodate

inevitable changes while properly maintainingcontrol of the work content in the projectaccording to the scope statement

*Cleland, David I. Project Management: Strategic Design and Implementation,1994


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What Went Wrong?

A project scope that is too broad and grandiosecan cause severe problemsScope creep and an overemphasis on technology for

technologys sake resulted in the bankruptcy of a

large pharmaceutical firm, Texas-based FoxMeyerDrugIn 2001, McDonalds fast-food chain initiated a

project to create an intranet that would connect itsheadquarters with all of its restaurants to provide

detailed operational information in real time; afterspending $170 million on consultants and initialimplementation planning, McDonalds realized thatthe project was too much to handle and terminatedit


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Scope Verification

It is very difficult to create a good scope statementand WBS for a project

It is even more difficult to verify project scope andminimize scope changes

Scope verification involves formal acceptance ofthe completed project scope by the stakeholders

Acceptance is often achieved by a customerinspection and then sign-off on key deliverables


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Scope Control

Scope control involves controlling changes tothe project scope

Goals of scope control are to:Influence the factors that cause scope changes

Assure changes are processed according toprocedures developed as part of integrated changecontrol

Manage changes when they occur

Variance is the difference between planned andactual performance


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Best Practices for Avoiding ScopeProblems

1. Keep the scope realistic: Dont make projects so large thatthey cant be completed; break large projects down into aseries of smaller ones

2. Involve users in project scope management: Assign keyusers to the project team and give them ownership of

requirements definition and scope verification3. Use off-the-shelf hardware and software whenever

possible: Many IT people enjoy using the latest and greatesttechnology, but business needs, not technology trends,

must take priority4. Follow good project management processes: As described

in this chapter and others, there are well-defined processesfor managing project scope and others aspects of projects


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Suggestions for Improving User Input

Develop a good project selection process andinsist that sponsors are from the userorganization

Have users on the project team in important roles

Have regular meetings with defined agendas,and have users sign off on key deliverablespresented at meetings

Deliver something to users and sponsors on a

regular basisDont promise to deliver when you know you cantCo-locate users with developers


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Suggestions for ReducingIncomplete and ChangingRequirementsDevelop and follow a requirements management

process

Use techniques such as prototyping, use casemodeling, and JAD to get more user involvement

Put requirements in writing and keep them currentCreate a requirements management database for

documenting and controlling requirements


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Suggestions for ReducingIncomplete and ChangingRequirements (continued)Provide adequate testing and conduct testing

throughout the project life cycleReview changes from a systems perspectiveEmphasize completion dates to help focus on

whats most important

Allocate resources specifically for handlingchange requests/enhancements like NWA didwith ResNet


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Using Software to Assist in ProjectScope ManagementWord-processing software helps create several

scope-related documentsSpreadsheets help to perform financial

calculations and weighed scoring models, anddevelop charts and graphs

Communication software like e-mail and the Webhelp clarify and communicate scope information

Project management software helps in creating aWBS, the basis for tasks on a Gantt chart

Specialized software is available to assist inproject scope management


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Information Technology Project Management Fifth Edition Copyright 200735

Chapter Summary

Project scope management includes theprocesses required to ensure that the projectaddresses all the work required, and only thework required, to complete the project

successfullyMain processes include:

Scope planningScope definition

Creating the WBSScope verificationScope control

Chapter05 Project Scope Management

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