Dr. Nelly Condori-Fernandez

Lecture 3:

Project Scope Management

Project Scope Management

Answer the question – “What will the project produce in the

end”.

“The processes required to ensure that the project includes all

the work required to complete the project successfully”

Why Do We Manage Scope?

Can’t manage schedule and budget

if scope is out of control (Triple

Constraint)

Scope docs are used to manage

expectations

TIME

COST SCOPE

Quality

Budget

How Do We Manage Scope?

Five phases

Collect Requirements

Define Scope statement

Create WBS

Verify Scope

Control Scope

Collect

Requirements

Define

Scope

Create

WBS

Verify

Scope

Control

Scope

Project initiation

documents

Project Initiation documents

5

Project Mandate: first document produced to trigger a

project,

It encapsulates the ideas and any basic information that can be obtained at

this initial phase

This document should not take more than one day to write.

Project Charter: it is a document that

Formaly recognizes the existence of a project

provides direction on the project´s objectives and management.

Sample

Project

Charter

6

Project charter

The project´s title and date authorization

The project manager´s name and contact information

A summary schedule, including the planned start and finish dates

A summary of the project´s budget or reference to budgetary

documents

A brief description of the project objectives, including the business

need

Project success criteria, including project approval requirements

Roles

7

Collect Requirements

Project Charter Interviews

Focus groups

Facilitated workshops

Group creativity techniques

Group decision making techniques

Questionnaires and surveys

Observations

Prototypes

Inputs Outputs Tools & Techniques

Requirements docs

Stakeholder

Register

Collect

Requirements

Define

Scope

Create

WBS

Verify

Scope

Control

Scope

Requirements

mgmt plan

Requirements

traceability matrix

Elicitation techniques

Collect Requirements

What is a Requirement ?

A condition or capability needed by a user to solve a problem

or achieve and objective

A condition or capability that must be met or possessed by a

system.

Types: Functional and Quality requirements; constraints on

the environment and technology of the system.

Make sure all requirements support the business need of the

project as described in the charter.

Example

Software Project for a film renting shop with employees and customers who are able to rent films.

Several iterations with different level of user requirements and

provided information.

User Stories

Identifier User Story

IT1-US1 As a customer I want to be able to rent a film so that I can watch it at my home.

IT1-US2 As a customer, I want to be able to search the list of films by title, director or cast member by

using on-site terminal so that I can find a film as I wish.

IT1-US3 As a customer, I want to be able to criticize a film by using on-site terminal so that I can

share my thoughts about the film with other customers.

IT1-US4 As a customer, I want to be able to view criticisms of a film, which are shared by other

customers, by using on-site terminal so that I can make my decision on renting the film.

IT1-US5 As a customer, I want to be able to raise a request for a nonexistent film on-site so that I can

rent it when it arrives.

e.g. IT1-US1: First user story of first iteration

As a <type of user>, I want <some goal> so that <some reason>.

Software Project for a film renting shop

with employees and customers who are

able to rent films

Define Scope

Organizational

Process Assets

Project Charter Expert judgement

Product analysis

Alternatives identification

Facilitated workshops

Inputs Tools & Techniques

Project Document

Updates

Outputs Project Scope

Statement

Collect

Requirements

Define

Scope

Create

WBS

Verify

Scope

Control

Scope

Requirements

documentation

Project Scope Statement

Product scope description

Product acceptance criteria

Project deliverables

Project exclusions

Project constraints

Project assumptions

As time progresses, the scope of a project should

become more clear and specific

Collect

Requirements

Define

Scope

Create

WBS

Verify

Scope

Control

Scope

Create WBS

Project scope

statement

Requirements

documentation

Organizational

process assets

Decomposition

Inputs Tools & Techniques

Work Breakdown

Structure (WBS)

WBS Dictionary

Outputs

Scope Baseline

Project Document

Updates

Collect

Requirements

Define

Scope

Create

WBS

Verify

Scope

Control

Scope

Work Breakdown Structure (WBS)

16

A WBS is a deliverable-oriented grouping of the work involved

in a project that defines the total scope of the project

WBS is a foundation document that provides the basis for

planning and managing project schedules, costs, resources, and

changes

Decomposition is subdividing project deliverables into smaller

pieces

Example: WBs for developing a

“Training program”

Approaches to Developing WBSs

17

1. The analogy approach: review WBSs of similar projects and tailor to your project.

2. The top-down approach: start with the largest items of the project (outputs) and break them down (activities, specific task)

3. The bottom-up approach: start with the specific tasks and roll them up

4. Mind-mapping approach: mind mapping is a technique that uses branches radiating out from a core idea to structure thoughts and ideas

WBS can be represented in a

variety of ways: graphical, textual

or tabular views

Sample Mind-Mapping Approach for

Creating a WBS

18 It uses branches radiating out from a core idea to structure

thoughts and ideas

See

video

Exercise

Create a WBS for building a house

20

Intranet WBS in Tabular Form

22

1.0 Concept

1.1 Evaluate current systems

1.2 Define Requirements

1.2.1 Define user requirements

1.2.2 Define content requirements

1.2.3 Define system requirements

1.2.4 Define server owner requirements

1.3 Define specific functionality

1.4 Define risks and risk management approach

1.5 Develop project plan

1.6 Brief Web development team

2.0 Web Site Design

3.0 Web Site Development

4.0 Roll Out

5.0 Support

Work Breakdown Structure in a chart

form

New Warehouse

Design - 1 Construction - 2 Commissioning - 3

Structural - 1.1

Architectural – 1.2

Steel Package 1.1.1

Concrete Package 1.1.2

Floor Layout 1.2.1

Elevations 1.2.2

Door Schedule 1.2.3

Concrete Install – 2.1

Steel Install – 2.2

Drywall Install – 2.3

1st Floor Package 2.3.1

2nd Floor Package 2.3.2

Sample Intranet WBS Organized by Phase

24 WBS must also clearly separate the phases by deliverables

Any question?

25

BREAK

10 minutes

26

Example: the Happyness project

It aims to achieve a continuous

enhancement of the Quality of User

Experience in context-aware

environments (e.g. smart building).

27

HAPPYNESS

Emotional

information

source can be

gathered and

measured

Context-aware services platform

QoS assurance

framework

Services

“more” personalized

Continuous enhancing of

quality of User of experience

What are the outcomes of the project?

Context-dependent QoS measurement framework

Emotion-aware usability component

Emotion-aware QoS assurance controller

29

Breakdown into activities

30

Description Years

1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4

Project Management

Context-dependent QoS framework

Development of a context–dependent QoS measurement approach

Design and implementation a fuzzy aggregation model

Implementation of an automatic QoS measurement module

Emotion-aware usability

Suitability analysis of existing verbal and non-verbal methods

Build an ontology for measuring context–dependent emotions

Integrate verbal and non-verbal emotion measures

Extent a dynamic usability model for context-aware environments

Emotion-aware QoS assurance framework

Implement an autonomic emotion-aware QoS assurance controller

Sensitivity analysis of scenarios

Empirical research for/in context-aware applications

Validation of the fuzzy aggregation model proposed

Validation of the context-dependent QoS measurement module `

Suitability analysis of existing verbal and non-verbal methods

Design and assessment of extented dynamic usability model

Design and testing of the emotion-aware QoS controller

Milestones and Deliverables

context-dependent QoS measurement approach Δ Δ

Fuzzy aggregator approach Δ Δ

Context-dependent QoS measurement module Δ Δ

Context-dependent QoS framework Δ

Catalog of appropriate verbal and non-verbal emotion measures Δ

Ontology for measuring emotions Δ

Extended Dynamic Usability model for context-aware applications Δ Δ

Emotion aware QoS framework Δ

Empirical Methodology for Dynamic Emotion-Oriented Computing Δ Δ

YEAR 2 YEAR 3 YEAR 4 YEAR 5

PI, Post doc 1, Post doc 2,

Scientific programmer

Definition of an empirical methodology for dynamic

emotion-oriented computing

PI, PhD student1

Post doct 1,

Scientific programmer

PI, PhD student2,

Post doct 2,

Scientific programmer

PI, Post doct1,

Post doc 2,

PhD student1, PhD student2

YEAR 1

1

2

3

1.1

1.2

1.3

2.1

2.2

2.3

3.1

3.2

2.4

The WBS Dictionary

31

Many WBS tasks are vague and must be explained more. So

people know what to do and can estimate how long it will take

and what it will cost to do the work.

A WBS dictionary is a document that describes detailed

information about each WBS item

Advice for Creating a WBS and WBS

Dictionary

32

Each WBS item must be documented in a WBS dictionary to ensure accurate understanding of the scope of work included and not included in that item

The WBS must be a flexible tool to accommodate inevitable changes while properly maintaining control of the work content in the project according to the scope statement

Verify Scope

Requirements

Documentation

Scope statement

Inspection Inputs

Tools & Techniques

Formal acceptance

Change Requests

Outputs

Project Document

Updates

Collect

Requirements

Define

Scope

Create

WBS Verify

Scope

Control

Scope

Work breakdown

structure

Scope Verification

36

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

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

Inspections include activities that allow to determine

whether results conform to requirements.

Scope Control

37

Goals of scope control are to:

Influence the factors that cause scope changes

Assure changes are processed according to procedures

developed as part of integrated change control

Manage changes when they occur

Variance is the difference between planned and actual

performance

Controlling Scope

Scope

Management Plan

Work Performance

reports

Requirements

Documentation

Variance analysis

Inputs

Tools & Techniques

Work Performance

Measures

Outputs

Organizational

Process Assets

WBS

Change Requests

Project Management

Plan Updates

Project Document

Updates

Collect

Requirements

Define

Scope

Create

WBS

Verify

Scope

Control

Scope

It involves controlling

changes to the project scope

Summary

40

Any question?

41

Material

42

Information Technology Project Management, Sixth Edition. Chapter 5. (Kathy Schalbe)

Video about reasons projects fail (12 minutes)

https://youtu.be/4a4ZxOAQifE (Enjoy!!)

Dr. Nelly Condori Fernandez

END!

43

How is organized the course? Week Tuesday Thursday

W1 Lesson 1: Project Management Fundamentals Group presentation: Classic Mistakes

Working group: new green/sustainable software

application (Brainstorming)

W2 Lesson2: Project Scope management Group presentation: Project Mandate

Working group: project scope definition

W3 Lesson 3: Selection of an appropriate project

approach

Group presentation: Project Scope

Working group: WBS at level 2

W4 Guest Lecturer Working group: WBS at level 3 plus lifecycle rationale

W5 Lesson 4: Measurement and Estimation I

Group Presentation: WBS and lifecycle rational

MIDTERM EXAM

W6 Lesson 5: Scheduling Group presentation: Measurement and estimation I

Working group: Scheduling

W7 Lesson 6: Estimation II - Software cost Group presentation: Scheduling

Working group: Software cost

W8 Lesson 7: Risk Management Group presentation: Cost estimation, Risk assessment

and planning

Working group: Risk Management

Theory

Practice

W9: Final exam and presentation

Outline of the project

Project Scope

2-level WBS

Development planning

3-level WBS

Project Schedule

Measurement and cost

Estimation

Risks assessment

PROJECT INITIATION PROJECT PLANNING

Report of your Project plan

Usin

g t

em

pla

te

Objectives

50

1. Describe the process for developing a project scope statement using the

project charter and preliminary scope statement

2. Discuss the scope definition process and work involved in constructing a work

breakdown structure using the analogy, top-down, bottom-up, and mind-

mapping approaches

3. Explain the importance of scope verification and how it relates to scope

definition and control

4. Understand the importance of scope control and approaches for preventing

scope-related problems on information technology projects