Project Scope

Management
Dr. Neha Bansal
School of Computer Science and Technology Engineering,
Bennett University, Greater Noida
Project Scope Management

Definition: “The processes required to ensure that the project includes all
the work required, and only the work required, to complete the project
successfully”

Project scope management defines and outlines all work included within a
project, such as objectives, tasks, outputs, and deadlines.

It identifies and documents all project objectives, goals, deliverables,

deadlines, and budgets during the planning process.

Scope Management: The work that needs to be accomplished to deliver a

product, service, or result with the specified features and functions.
Why Do We Manage Scope?

Can’t manage schedule and

budget if scope is out of
control (Triple Constraint) TIME

Scope docs are used to Quality

manage expectations

SCOPE COST
Processes of Scope Management

Scope Management Plan:

Developing a plan that documents how the scope of

project will be defined, validated, and controlled.

It provide guidance on how the project scope will be

managed throughout the project

There are five processes:

Processes of Scope Management

3. Create WBS:
1. Collect Requirements: 2. Define Scope:
Subdividing the
Documenting and Developing the detailed
deliverables of the
managing the needs of scope of the project and
projects into smaller
stakeholders product
components

5. Control Scope:
4. Validation of
Monitoring the scope of
Scope: Formalizing the
project and product and
acceptance of the
controlling changes to
deliverables
the scope baseline
1. Collect Requirements
The process of determining, and documenting stakeholder's
needs and requirements

Requirements provide the foundation for WBS or project scope

Project scope, cost, schedule, quality, and sometimes

procurement are all based on the requirements

Determine product of the project requirements

Make sure all requirements support the business need of the

project as described in the charter
 Collect Requirements
Inputs Tools & Techniques Outputs
 Interviews
Project Charter Requirements docs
 Focus groups
 Facilitated workshops
Stakeholder Requirements mgmt
Register  Group creativity techniques plan
 Group decision making techniques
Requirements
 Questionnaires and surveys traceability matrix
 Observations
 Prototypes

Collect Define Create Verify Control

WBS
Requirements Scope Scope Scope
 Collect Requirements: Inputs
a. Project Charter:
o This contains the high-level description of the product, service or result
b. Stakeholder Register & Management Plan:
o Stakeholder register give us info on the identified stakeholders e. g
contact No
o It tell us about the communication requirements of teach stakeholders
Collect Requirements: Tools and Techniques

Collect a. Interviews
o Best for receiving confidential information
Requireme o Best for detailed information

nts b. Focus Group Discussion

o Bringing together many experts at one place
o More conversational than individual interviews
c. Facilitated workshops:
o Good for defining cross-functional requirements gathering
o Good for reconciling between stakeholder differences
d. Group creativity technique
o Several methods can be used to identify product/project requirement
through group techniques
 e. Group f. Group decision g. Questionnaires h. Observation i. Prototypes
Creativity making technique and surveys
Techniques
Brainstorming Decision making in a Best when quick turn Observing the · Obtaining feedback on
Ranking ideas for group for future actions around from many environment or job of requirements by
further brainstorming The decisions can be stakeholders living in the customer providing a working
through voting reached through: 1. many different places is Practically performing model of the product
Unanimity, 2. Majority, needed. job of a customer
Mapping together ideas
generated in individual 3. Plurality, 4. requiring a product
brainstorming sessions Dictatorship
This allow for common The technique can be
understanding of ideas applied to group
and help in generating creativity technique
new ideas
Classifying large
number of ideas into
groups
Generating ideas or
making decision based
on different criteria, e. g
time, quality, and cost
 Collect Requirements: Outputs
• Requirements Documentation
• It shows how each requirement will meet business need of the
project.
• Requirement needs to be clear, tangible, testable, traceable
and measurable.
• Requirements can be documented as a list or in much detail.
• Requirements Traceability Matrix
• This document links each requirement to the delivery.
• It helps in tracing the requirement throughout the project
• It helps in making changes to the project
Requireme
nts
Traceabilit
y Matrix
 2. Define Scope
• Developing the detailed description of the project and product
• Specifying the boundaries of the project
• Specifying the requirements that are included in the project
scope.
• The stakeholders may have lots of requirements but not all the
requirements will be part of the project. Here you specify the
requirements that will be part of the project.
Define Scope: Inputs
a. Project charter
• Contains high level project description
• Contains high level product scope
• Describes high level deliverable acceptance criteria
b. Requirements documentation
• It is used to select the requirements that will be included in the
project
 Define Scope
Inputs Tools & Techniques
Project Charter
 Expert judgement Outputs
Project Scope
 Product analysis
Requirements Statement
documentation  Alternatives identification
Project Document
 Facilitated workshops
Organizational Updates
Process Assets

Collect Define Create Verify Control

WBS
Requirements Scope Scope Scope
Define Scope: Tools and Techniques
• Expert Judgment
o Getting expert view from consultants, sponsors, industry
experts, stakeholders, etc.
• Product Analysis
o Translating high level product description into tangible
deliverables.
o This can be done through product breakdown, system
analysis, system engineering, value engineering, etc.
Define Scope: Outputs
• Project Scope Statement
o It describes project scope, deliverables, assumptions, and constraints and
scope exclusions
o Scope statements create common understanding of the scope among the
project team and stakeholders
o Scope statement includes details about the project deliverable and the
work needed to create these deliverables
o The difference between scope statement and project charter is that the
scope statement in much more details
• Project Documents Update
o Stakeholder register
o Requirements documentation
o Requirement traceability matrix
3. Work Breakdown
Structure (WBS)

• Work: It refers to work products or deliverables that are

the result of doing certain efforts
• Breakdown: Division into parts or categories
• Structure: Something arranged in a definite pattern of
organization
• The process of subdividing project deliverables and
project work into smaller, more manageable
components
• It provides a clear vision of the work of the project.
• It divides the project scope into hierarchical,
manageable, definable packages of work that balance
the control needs of management with an appropriate
and effective level of detailed project data.
Work Breakdown Structure (WBS)

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 WBS
example
of a
Bicycle
 Create WBS
Inputs Tools & Techniques Outputs
Scope  Template
Management Plan
 Decomposition Work Breakdown
Project Scope
 Expert Judgement Structure (WBS)
Statement
Requirements WBS Dictionary
Documentation

Collect Define Create Verify Control

WBS
Requirements Scope Scope Scope
Create WBS: Inputs

• Scope Management Plan: It tells us how to create

WBS
• Project Scope Statement: It tell us about the work
that is part of the project and the work that is not
part of the project
• Requirements Documentation: We need Req Docs
to know what exactly needs to be done

Create WBS: Tools and Techniques

a. WBS Templates

• A WBS from a previous project can often be used

as a template for a new project.
• PMI practice standard for WBS provides guidance
for the generation, development, and application
of WBS.
• PMBOK contains industry-specific examples of
WBS templates that can be tailored to specific
projects in a particular application area.

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b. Decompose (Breakdown) Elements
 Identifying and analyzing the deliverables and
related work;
 Structuring and organizing the WBS;
 Decomposing the upper WBS levels into
lower-level detailed components;
 Assigning identification codes to the WBS
components; and Verifying that the degree of
decomposition of the deliverables is
appropriate
c. Expert Judgment
 Getting expert opinions on the technical
details of the work during decomposition
 EJ can also be in the form of industries specific
templates designed to help in decomposition
of project work
 3. Create WBS (Output)
• WBS
o The graphical picture of hierarchy
of the project
o Identifies all deliverables to be
Tabular View
completed, if not in the WBS, it's
not part of the project should
exist for every project
o Do not show interdependcies
o Different form of
List View presentation of WBS
 • CREATE WBS DICTIONARY
It provides description of the work
to be done for each work package
and helps to make sure that a
project team understand what has
to be done exactly to prevent scope
creep. It detail enough to ensure
that 100% of the project scope is
covered.

Figure: WBS dictionary for

bicycle
 • Scope verification is concerned with acceptance
of deliverables while quality control is concerned
with correctness of the deliverables and meeting
quality requirements.
• Includes reviewing deliverables with the client
and obtaining formal acceptance of deliverables.
Scope Validation: Inputs
a. Project Management Plan
4. Scope • Scope baseline of Project Management Plan is
used.
Validation b. Requirements Documentation
• It contains products requirements and its
acceptance criteria
c. Requirements Traceability Matrix
• This document link each requirement to its origin
and traces them throughout the project life cycle.
 Validation Scope
Tools & Techniques
Inputs
Project  Inspection
Management Plan Outputs
 Group Discussion Making Accepted
Technique Deliverables
Requirements
Documentation
Change Requests
Requirements
Traceability Matrix
Project Document
Validated Updates
Deliverables

Collect Define Create Verify Control

WBS
Requirements Scope Scope Scope
d. Verified Deliverables
• Deliverables that are checked and verified in Control Quality Process
Scope Validation: Tools and Techniques
a. Inspection
• Measuring, examining, and validating the work/product against the requirement and
acceptance criteria
• Inspections are sometimes called review, products reviews, audits, or walkthrough.
b. Group Discussion Making Technique
• This technique is used to reach conclusion when the project team or other stakeholders
are validating product or project work.
Validate Scope: Outputs
a. Accepted Deliverables
• Deliverables formally signed off by the customer or sponsor
b. Change Request
• If the deliverables are not formally accepted. The reason for none acceptance may be
documented and change request is issued.
• The change request is then processed through Perform Integrated Change Control
Process.
c. Work Performance Information
• This document includes information about project work progress, e.g the deliverable
completed, accepted, etc.
• Such information is then communicated to stakeholders.
 The process of monitoring the status of project/product
scope and managing changes to scope baseline
Customers will have varying ideas about what is inside scope
and what is not.
Therefore, Control Scope is important Uncontrolled Scope
Change, or changing scope without adjustment to cost, time
and resources can result in scope creep.
Scope Control: Inputs

5. Scope a. Project Management Plan

• Scope Baseline
Control • Scope Management Plan
• Change Management Plan
• Requirements Management Plan
b. Requirement Documentation
• Containing all the requirements about the project
deliverables
• Requirements are used as reference when change is
requested
 Control Scope
Tools & Techniques
Inputs Outputs
Project
 Variance analysis Work Performance
Management Plan
Measures
Work Performance
Information Change Requests
Requirements
Documentation
Project Management
Requirements Plan Updates
Traceability Matrix
Project Document
Updates

Collect Define Create Verify Control

WBS
Requirements Scope Scope Scope
c. Requirements Traceability Matrix
• It helps in determining the impact of any change.

d. Work Performance Data

• It includes the number of changes requested, accepted, and rejected, also the number of
deliverables completed.

Control Scope: Tools and Techniques

a. Variance Analysis
• Measuring the planned scope against the completed scope
• Determining the cause and degree of difference between the baseline and actual work
• Deciding whether corrective or preventive action is required

Control Scope: Outputs

a. Work Performance Information

• Contextualized Information about project scope
• It talks about changes made, their impacts, and scope variances
• WPI works as the base for making decision related to project scope
b. Change Requests
• Control Scope Process can result in changes to
scope or any other
• component of the project management plan
• The change can be related to preventive
actions, corrective actions, or defect repairs

c. Updates
• Updates to scope baseline, requirements
documentation, requirements traceability
matrix, and lessons learned are made.
Wrap Up