316bss Project Management

Lecture 3 Scope Management & Stakeholders

Learning Outcomes
By the end of this session you should be able to: Understand what is meant by project scope, scope management and scope creep Describe why being clear on project scope is important in effective project management.

Project Scope
Project scope is everything about a project All activities Resources End products Quality standards Goals Constraints Limitations.

Its a dream until you write it down. Then its a goal.

(Pinto, 2010, p. 156)

Be clear
Be clear what the deliverables are for the end user Be clear on the purpose and end goals of the project Poorly defined scope is the most frequently cited barrier to project success (Larson & Gray, 2011)

Project Scope Checklist

Project objective Deliverables Milestones Technical requirements Limits & exclusions Reviews with customer.

Project Objective
What is the overall objective? What does your customer need? The objective includes: What When How much

Deliverables
Define the major deliverables i.e. The major outputs In early stages of project this could be technical drawings In later stages it could be software or prototypes In end stage it could be the final product.

Milestones
You all know what a milestone is from the first seminar! Its a significant event that occurs at a point in time Natural, important, control points.

Technical Requirements
What technical requirements need to be met? e.g.... Does it need to be able to accept mains current? Caller recognition (emergency services) Minimum speed Ability to function on particular platforms Etc.

Limits & Exclusions

Whats included and whats excluded? Installation? Training on new systems? Repairs? (up to what time?) Changes/alterations?

Its very easy to assume that you and the client agree on whats included & excluded.

Reviews
Completion of the scope checklist ends with a review with the customer to ensure that both parties are clear on the projects boundaries and its goals and that both have similar expectations.

 The project scope checklist is generic. Scope statements are also known as statements of work

Statement of Work (SOW)

A SOW is a detailed narrative description of the work required for a project. Effective SOWs contain Introduction and background Technical description Timeline and milestones Client expectations

1. 2. 3. 4.

 Once you have the scope statement or statement of work, it is possible to move from the general statement to more specific detail on:

Approach (standards to be observed etc.) Organisational structure Assumptions made Reporting processes & procedures Resource requirements Risks & concerns Time & cost Testing procedures.

Where to start?
A work breakdown structure makes sense of the mass of information and data by breaking the project down into a series of steps or activities.

Work Breakdown Structure

a process that sets a projects 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

Work Breakdown Structure and Codes

1.0 1.2 1.2.1 1.3 1.3.1 1.3.2 1.4

The project is the overall project under development

Deliverables are major project components Subdeliverables are supporting deliverables

1.2.2
1.2.3 1.2.3.1 1.2.3.2

Work Packages are individual project activities

Sample WBS in MS Project

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

Responsibility Assignment Matrix

LEAD PROJECT PERSONNEL Task Dave Sue Ann Jim Bob Deliverable & Code HR R&D R&D IS IS Match IT to Problem Org. Tasks Analysis 1.1.1 1.1 Develop 1.1.2 info Interview Identify IS user needs users 1.2.1 1.2 Develop 1.2.2 show Gain user buy in 1.2.3 Prepare Find cost/ 1.3.1 proposal 1.3 benefit info Notification Responsible Support Approval

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
also called Turnkey

Cost Plus

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.

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

Scope Creep
Projects can have a tendency to expand over time Changed specifications Adding features Added costs. Delays. Overruns. A good scope statement is therefore important, as is project control.

Scope Creep

http://www.youtube.com/watch?v=mYG4w uh_zyY&feature=related