Creating the Scope Baseline
Transcript of Creating the Scope Baseline
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Advanced Project Management Training Course
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Advanced Project Management
Crea/ng the Scope Baseline
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Crea/ng the Scope Baseline
Introduction
Module 1
Creating the Project Charter
Module 2
Creating the Scope Baseline
Module 3 Creating the
Schedule Baseline
Module 4
Creating the Cost Baseline
Module 5
Integrated Change Control
Module 6
Risk Management
Module 7
Communication Management
Module 8
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Module Objec/ves
• Develop a detailed descrip/on of the project scope
• Create a comprehensive work breakdown structure (WBS)
• Verify the integrity of the scope statement • Establish the technical performance baseline for the project
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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.”
PMBOK® Guide -‐ 4th Edi2on, p.103
Scope
Resources
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Define Scope
TOOLS & TECHNIQUES
• Expert judgment • Product analysis • Facilitated workshops
INPUTS
• Project Charter • Requirements
OUPUTS
• Scope Statement
“The process of developing a detailed description of the project and product.”
PMBOK® Guide – 4th Edition, p. 112
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Project Scope Statement • Deliverables
– Major project outputs • Exclusions
– What is out of scope • Quality
– Assurance of ‘fit for purpose’ • Acceptance Criteria
– What “done” means • Constraints
– Cost and/or date constraints
“The scope statement provides a common understanding of the project scope among project stakeholders”
PMBOK® Guide - 4th Edition, p.115
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Iden/fy Deliverables
• Consider: – Product/service realisa/on outputs – Suppor/ng documenta/on
– Project management outputs
• Typically 4-‐9 major deliverables per project
• Deliverable defini/ons establish the project boundaries
New Facility
Systems Infrastructure Documentation
Support Services
Trained Personnel
Safety Procedures
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Exercise – Scope (1)
1. Iden/fy the major deliverables for your group project
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Describe Deliverables
• What will be included? • What will not be included? • Are there any constraints (e.g. dates, budget,…)?
Deliverable Scope Is Is Not
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Quality of Outputs
• For each deliverable, consider: – What features/a_ributes are important? – How will quality be controlled? – Who will be involved?
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Acceptance Criteria
For each deliverable, define comple/on criteria • What does “done” mean? • Who validates?
Acceptance Criteria
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Exercise – Scope (2)
1. Describe clearly the major deliverables for your group project
2. Specify quality metrics and acceptance criteria
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Validate Scope
• Review scope statement with Sponsor • Ensure alignment of key stakeholders • Gain buy-‐in and approval
Deliverable 1
Is Is Not
Acceptance Criteria
Deliverable 2
Is Is Not
Acceptance Criteria
Deliverable 3
Is Is Not
Acceptance Criteria
Deliverable 4
Is Is Not
Acceptance Criteria
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Create WBS
TOOLS & TECHNIQUES
• Decomposition*
INPUTS
• Scope Statement • Requirements
OUPUTS
• WBS • WBS Dictionary • Scope Baseline
* Often best done as a facilitated workshop
Work Breakdown Structure
“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”
PMBOK® Guide - 4th Edition, p.121
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Work Breakdown Structure Project
Components
Tasks
• A task-‐oriented grouping of the project elements that organises and defines the total work scope of the project
• Systema/c and comprehensive The heart of a complete and accurate plan!
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WBS -‐ Purpose • Ensure all of the work required to meet objec/ves and
realise deliverables is iden/fied and defined • Align stakeholders with a common understanding of
project work • Ensure tasks are accurately iden/fied to assist
es/ma/ng /me, cost and resources • Establish agreement on accountability for project
ac/vi/es • Provide the founda/on for effec/ve scheduling and
project control
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WBS Grouping Methods WBS
Software Hardware Documentation Trained Users
WBS
Design Build Test Deploy
WBS
Australia Brazil South Africa China
WBS
Marketing Engineering Quality HR
Deliverable
Lifecycle
Geography
Function
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Developing the WBS
• Review deliverable descrip/ons • Use a top-‐down approach • Decide on method of grouping level 1 components
• Focus on completeness, not sequence
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Exercise – WBS (1)
1. Iden/fy level 1 tasks for your group project
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A Team Process
• Build ownership and commitment • Provide the detailed knowledge necessary • Establish cross-‐func/onal rela/onships
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WBS Coding 1.0 Define Project
2.0 Conduct Analysis
2.1 Review Process
2.2 Interview Personnel
2.2.1 Schedule Interviews
2.2.2 Conduct Interviews
2.3 Analyse Findings
3.0 Write Report
WBS
1.0 2.0 3.0
2.1 2.2 2.3
2.2.1
2.2.2
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Example WBS ID Task Name
1.0 New Expense Claim Procedure
1.1 Analyze ExisAng Procedures
1.1.1 Obtain exis/ng expense claim procedures document
1.1.2 Review exis/ng expense claim procedures
1.1.3 Observe current procedures in prac/ce
1.1.4 Iden/fy inefficiencies in current prac/ces
1.1.5 Create report on exis/ng claim procedures
1.2 Redesign Procedures
1.2.1 Redesign exis/ng procedures
1.2.2 Review draf of redesigned procedures
1.2.3 Finalise new procedures
1.3 Approve New Procedures
2.0 Develop New Expense Claim System
3.0 Train Employees
4.0 Manage TransiAon to New Claim Process
Decide what level of detail is appropriate for your project
Which is the most accurate?
… the most reliable for tracking progress?
… takes the most time to develop?
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WBS -‐ Level of Detail Guidelines Break the work down un/l: 1. One single owner can be assigned to each of the lowest level tasks 2. Clearly defined outputs are evident for each task 3. Tasks unambiguously communicate the work to be accomplished to the
person who is accountable 4. Likelihood that a task is omi_ed or work flow forgo_en is minimised 5. Each task is well enough defined and small enough so that es/mates are
realis/c and credible 6. The project is broken down to the level at which you want to track
Lowest level tasks should generally have durations between one and twenty days and effort that equates to not more than 1 person week
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WBS -‐ Task Comple/on Criteria • Clear and binary • Specified by task owner • Output defined in an unambiguous, measurable way
WBS Task CompleBon Criteria 5.7 Present 1st Draf
of Report • Gap analysis of policies and procedures documented in two Word files:
– “file 1” comprising the full analysis, findings and recommenda/ons – “file 2” comprising the Working Group’s comments from Review session #3
• Key findings presented in PowerPoint format to Sponsor in a 1 hour briefing
• 6 copies of draf report in spiral-‐bound hardcopy format provided to Steering Commi_ee for review
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WBS Dic/onary
WBS Code Task Name
Input (Dependencies) Task Description
Assumptions & Constraints Owner Resource needs
Output (Deliverable &
Completion criteria)
Estimates (Time, Cost)
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Example WBS Dic/onary
Code 4.2.1 Test Prototype
Input “Build 1” test must
conform to Alpha test plan
Includes testing of all “Build 1” proto
components
Assumes final design freeze will be no later than 1 Jan
Owner Bob Dylan
Resource 2 senior QA/test
engineers required
Output Test report signed
off by program manager
Duration 10 days
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Repor/ng Milestones
• Iden/fy major events that will aid tracking • Consider management level milestones
– Start and end of phases – Deliverable comple/on – Major reviews and gates – Sign-‐offs and approvals
• Assign WBS code and ownership to each milestone
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Exercise – WBS (2)
1. Develop the WBS to 25-‐35 lowest level tasks
2. Add tracking milestones 3. Assign task owners 4. Complete WBS dic/onary
entries for 1 task
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WBS Checklist
• Verify WBS integrity – All deliverables fully reflected in tasks – Verb/noun for all task names – All tasks are coded – Lower level tasks aggregate to next highest level – Tangible outputs evident for each task – One single owner for each task – Lowest level tasks have appropriate dura/on – Clear, agreed upon comple/on criteria
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The Scope Baseline
• The baseline is – Set at the end of the planning phase
– The original approved plan (and any approved scope changes)
– The basis against which all progress will be measured
• The scope baseline includes all approved plan elements that define scope APPROVED
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Performance Measurement Baseline • Technical (scope) baseline • Schedule baseline • Cost performance baseline
The WBS represents the “Technical Baseline”
Time
$
Scope
Integrated performance measurement
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Review
• Ques/ons? • Key learnings
– Which concepts were the most valuable? – How / when can you put them into prac/ce? – What support will you need?
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End of Module Crea/ng the Scope Baseline