Project Scope Management

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Learning Objectives
In this session, you will learn to
Collect requirements
Define scope
Create Work Breakdown Structure(WBS)
Verify scope
Control scope

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Project Scope Management

Project Scope Management includes the processes required to
ensure that the project includes all the work required, and only
the work required, to complete the project successfully.
It is primarily concerned with defining and controlling what is
and what is not included in the project.
Processes include:

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Product Scope vs. Project Scope

Product scope

Project scope

The features and functions

that characterize a product,
service, or result.

The work that needs to be

accomplished to deliver a product,
service or result with specified
features and functions.

Completion of the product

scope is measured against
the product requirements.

Completion of the project scope

is measured against:
Project Scope Statement
Associated WBS and WBS
Dictionary

2012
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Collect Requirements
Process of defining and documenting stakeholders needs
to meet the project objectives.
Has a direct influence on project success.
Forms the foundation of WBS, cost schedule and quality
planning.

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 Project charter
Stakeholder register

Outputs
Outputs

Inputs
Inputs

Collect Requirements

Requirements documentation
Requirements management plan
Requirements traceability matrix

Interviews
Observations
Focus groups
Prototypes
Facilitated workshops
Group creativity techniques
Group decision making techniques
Questionnaires and surveys

Tools
Tools&&Techniques
Techniques

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Collect Requirements - Inputs

Project Charter
Used to provide the high-level project requirements and
high-level product description of the project so that the
detailed product requirements can be developed.

Stakeholder Register
Used to identify stakeholders that can provide information
on detailed project and product requirements.

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Collect Requirements - Tools and Techniques

Interviews
Process of gathering information by talking to stakeholders
directly
Responses are recorded
Questions can be pre-prepared or spontaneous

Focus groups
Designed to be conversational
A moderator guides the discussions

Facilitated Workshops
Focused sessions used for gathering information from crossfunctional stakeholders
Can be used to sort out stakeholder differences

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Collect Requirements - Tools and Techniques

Group Creativity Techniques
Generally used to generate and collect multiple ideas
Some of the techniques are
Brainstorming
Nominal group technique : Ranking or prioritizing of ideas
Delphi technique: Feedback is collected on the responses
collected for requirements gathering; Feedback is
anonymous
Ideas/ mind mapping : Consolidation of ideas into a single
map to reflect commonality
Affinity diagram : Sorting of ideas into groups

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Collect Requirements - Tools and Techniques

Group Decision Making Techniques
Assessment process of multiple alternatives
Used to generate, classify and prioritize product requirements
Some of the methods are
Unanimity
Majority
Plurality
Dictatorship

Questionnaires & Surveys

Pre-written set of questions designed to accumulate information
from a wide number of respondents
Used when quick turnaround and statistical analysis is required

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Collect Requirements - Tools and Techniques

Observations
Provide a direct way of viewing individuals in their environment
Used
to learn how a job or task is performed
when people have difficulty in articulating requirements

Prototypes
Working model of the expected product prior to actually building it
Support concept of progressive elaboration
Design stage commences post sufficient feedback cycles of
requirement gathering

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Collect Requirements - Outputs

Requirements Documentation
Describes how individual requirements meet the business need
for the project
Components include
Business need or opportunity to be seized
Functional requirements
Non functional requirements
Quality requirements
Acceptance criteria
Impact to other organizational areas
Support and training requirements

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Collect Requirements - Outputs

Requirements Management Plan
Documents how requirements will be analyzed,
documented, and managed throughout the project

Requirements Traceability Matrix

Table that links requirements to their origin, tracing them
throughout project life cycle
Helps in ensuring requirements approved in the
requirements documentation are delivered at the end of
the project
Provides a structure for managing changes to product
scope

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Define Scope
Process of developing detailed description of the project
and product
Progressively elaborating and documenting project work
(Scope)
Starts with product description, and takes into account
constraints / assumptions
Identifies major project deliverables
Develops a detailed project scope statement

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 Project charter
Requirements documentation
Organizational process assets

Outputs
Outputs

Inputs
Inputs

Define Scope

Project scope statement

Project document updates

Expert judgment
Product analysis
Alternatives identification
Facilitated workshops

Tools
Tools&&Techniques
Techniques

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Define Scope - Inputs

Project Charter
Used to provide the high-level project requirements and
product characteristics.
Also contains project approval requirements.

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 Project charter
Requirements documentation
Organizational process assets

Outputs
Outputs

Inputs
Inputs

Define Scope

Project scope statement

Project document updates

Expert judgment
Product analysis
Alternatives identification
Facilitated workshops

Tools
Tools&&Techniques
Techniques

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Define Scope Output

Project Scope Statement
Describes in detail, the projects deliverables and the work
required to create those deliverables.
Provides a common understanding of the project scope
among project stakeholders
May contain explicit scope exclusions that can assist in
managing stakeholder expectations

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Create WBS
Is the process of subdividing project deliverables and
project work into smaller, more manageable components.
Involves deliverable oriented hierarchical decomposition of
the work to be executed by project teams to accomplish
project objectives.
Each descending level represents an increasing detailed
definition of project work.
Lower levels are known as work packages, which define
work that can be scheduled, cost estimated, monitored
and controlled.

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 Project scope statement

Requirements documentation
Organizational process assets

Outputs
Outputs

Inputs
Inputs

Create WBS

Work breakdown structure

WBS dictionary
Scope baseline
Project document updates

Decomposition

Tools
Tools&&Techniques
Techniques

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Create WBS Inputs

Organizational Process Assets
The organizational process assets that can influence this
process include:
Policies, procedures, and templates for the WBS
Project files from previous projects, and
Lessons learned from previous projects

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Create WBS Tools and Techniques

Decomposition
The WBS structure can be created in a number of forms such
as :
Using phases of the project lifecycle as the first level of
decomposition, with the product and project deliverables
inserted at the second level
Using major deliverables as the first level of decomposition
Using subprojects which may be developed by
organizations outside the project team

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Create WBS Output

Work Breakdown Structure
Scope control mechanism
Communication tool
Helps prevent omission of products & services
Helps assign responsibilities
Used as the basis of activity lists
Provides structure & coding system for integration of costs, schedule,
contracts (control points known as Control Account is used for the same)
Facilitates the use of Project Management software
Use templates for similar projects

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Sample WBS organized by phases

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Caselet

Case 3, Page 133 of Project Management Core Textbook

by Samuel J. Mantel, Jr; Margaret M. Sutton; with M.R.
Gopalan

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Verify Scope

Project management plan

Requirements documentation
Requirements traceability matrix
Validated deliverables

Outputs
Outputs

Inputs
Inputs

Process of obtaining the stakeholders formal acceptance of the

completed project and deliverables

Accepted deliverables
Change requests
Project document updates

Inspection

Tools
Tools&&Techniques
Techniques

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Verify Scope Inputs

Project Management Plan
The project management plan contains the scope
baseline. Components of the scope baseline include:
Project scope statement
WBS
WBS dictionary

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Verify Scope Tools and Techniques

Inspection
Inspection includes activities such as measuring, examining,
and verifying to determine whether work and deliverables meet
requirements and product acceptance criteria

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Verify Scope Output

Accepted Deliverables
Deliverables that meet the acceptance criteria are
formally signed off and approved by the customer or
sponsor. Formal documentation received from the
customer or sponsor acknowledging formal stakeholder
acceptance of the projects deliverables is forwarded to
the Close Project or Phase process.

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.
Control
Scope

Project management plan

Work performance information
Requirements documentation
Requirements traceability
Organizational process assets

Outputs
Outputs

Inputs
Inputs

Process of monitoring the status of the project and product

scope and managing changes to the scope baseline
Work performance measurements
Organizational process assets
updates
Change requests
Project management plan updates
Project document updates

Variance analysis

Tools
Tools&&Techniques
Techniques
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Control Scope Inputs

Project Management Plan
The project management plan contains the following
information that is used to control scope:
Scope baseline
Scope management plan
Change management plan
Configuration management plan
Requirements management plan

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Control Scope Tools and Techniques

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

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Control Scope Output

Work Performance Measurements
Measurements can include planned versus actual
technical performance or other scope performance
measurements.
This information is documented and communicated to
stakeholders

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Quiz

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Quiz
The following is an example of a constraint associated with
the project scope that limits the teams options in scope
definition:
A.
B.
C.
D.

A predefined budget
The threat of a strike by a subcontractor
Existing relationships with sellers, suppliers, or others
in the supply chain
The method used to measure project performance

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Quiz
What is a WBS typically used for?
A.
B.
C.
D.

To organize and define the total scope of the project.

To identify the logical person to be project sponsor.
To define the level of reporting that the seller provides
the buyer.
As a record of when work elements are assigned to
individuals.

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Quiz
When should scope verification be done?
A.
B.
C.
D.

At the end of the project.

At the beginning of the project.
At the end of each phase of the project.
During the planning processes.

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Quiz
Which of the following is a KEY attribute of scope
verification?
A.
B.
C.
D.

More complete project scope management plan.

Customer acceptance of project deliverables.
Improved schedule estimates.
An improved project management information system.

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Questions?

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