IT Project Management Individual Assignment
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Lesson6ProjectScopeMgmt1.pptxIT Project Management
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Diploma in Information Technology
Copyright © 2020 by Singapore Institute of Management Pte Ltd. All rights reserved.
Lesson 6: Project Scope Management – Part 1
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Learning Objectives
Understand the importance of good project scope management.
Discuss methods for collecting and documenting requirements in order to meet stakeholder needs and expectations.
Explain the scope definition process and describe the contents of a project scope statement.
Discuss contents of a project scope statement.
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6.1 Project Scope Management
Project scope refers to all the work involved in creating the products of the project and the processes used to create them.
Deliverables can be product-related, such as a piece of hardware or software, or process-related, such as a planning document or meeting minutes.
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6.1 Project Scope Management
Project stakeholders must agree on what the products of the project are and, to some extent, how they should produce them to define all of the deliverables.
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6.1 Project Scope Management
Project scope management includes the processes involved in defining and controlling what work is or is not included in a project.
It ensures that the project team and stakeholders have the same understanding of what products the project will produce and what processes the project team will use to produce them.
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6.1.1 Why Do We Manage Scope?
Its part of the Triple constraints
Scope impact on the other two constraints
TIME
COST
SCOPE
Quality
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6.1.2 Gold Plating
Saying “No” to additional work not in the charter
Preventing extra work/Gold plating*
Gold plating:
It means delivering more than customer’s requirement.
It may result in increased cost and less chances of project success, hence it is considered as a bad practice.
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6.1.3 Product vs Project Scope
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6.2 Project Scope Management –
5 Main Processes
Collecting requirements
Defining scope
Creating WBS
Verifying Scope
Controlling Scope
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6.2 Project Scope Management –
5 Main Processes
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6.2.1 Collect Requirements
Interviewing stake-holders one-on-one is often very effective, although it can be very expensive and time-consuming.
Holding focus groups, facilitated workshops, and using group creativity and decision-making techniques to collect requirements are normally faster and less expensive than one-on-one interviews.
Questionnaires and surveys can be very efficient ways to collect requirements as long as key stakeholders provide honest and thorough information.
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Observation can also be a good technique for collecting requirements, especially for projects that involve improving work processes and procedures.
Prototyping is a commonly used technique for collecting requirements for software development projects
Note: The project’s size, complexity, importance, and other factors will affect how much effort is spent on collecting requirements.
6.2.1 Collect Requirements
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How do you document requirements?
Several ways…
Review the project charter since it includes high-level requirements for the project
They should also review the stakeholder register to ensure that all key stakeholders have a say in determining requirements.
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6.2.2 Define Scope
Good scope definition is very important to project success because it helps improve the accuracy of time, cost, and resource estimates, it defines a baseline for performance measurement and project control, and it aides in communicating clear work responsibilities.
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How do we achieve accuracy in scope definition?
The main tools and techniques used in defining scope include:
Expert judgment,
Product analysis,
Alternatives identification,
Facilitated workshops.
6.2.2 Define Scope
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What are the inputs and outputs of scope definition?
Key inputs for preparing the project scope statement include the project charter, requirements documentation, and organisational process assets such as policies and procedures.
6.2.2 Define Scope
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Project Charter Template
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Project Charter Example
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Project Charter Example
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What are the inputs and outputs of scope definition?
The main outputs of scope definition are the project scope statement and project document updates.
6.2.2 Define Scope
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Tips on writing the best Project Scope Statement
Tip #1: Be very specific.
The more details the better understanding. Can avoid too many questions if the statement is clear.
6.3 Project Scope Statement
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Tip #2: The document should be a good length, not too long but not too short.
Include only the relevant information that needs to be conveyed about the project.
6.3 Project Scope Statement
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Tip #3: Identify all the risks or uncertainties that help to prepare for any situation.
Tip #4: Finally, after gathering all the information, start writing by creating a draft. Pace the drafting in order not to miss important details.
6.3 Project Scope Statement
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A well-composed project scope statement generally consists of these 8 areas:
1) Justification
Reasons why the project is created. Important for stakeholders to understand project justification.
2) Product description
All known characteristics of a result, product, service that will be produced.
3) Acceptance criteria
Conditions that must be fulfilled before the acceptance of project deliverables.
6.3 Project Scope Statement
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4) Deliverables (or objectives)
What will be produced (result, product, service). Important for stakeholders to agree upon.
5) Exclusions
Statements or any elements not included in a project. They help to prevent scope creep.
6) Constraints
Any limitations a project faces due to various reasons: resources, funding, time etc.
6.3 Project Scope Statement
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7) Assumptions
They bring some uncertainties and risks to a project and need to be carefully analysed. All stakeholders should be aware and minimise them.
8) Cost estimates
The cost estimates needed to complete a project. They may be unknown at first, but it is important to know accurate costs.
6.3 Project Scope Statement
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Scope creep in project management happens when additional features, functions, requirements or work are added beyond the agreed-upon scope with no consideration to impacts on time, cost and resources or stakeholders/customer approval.
6.4 Scope Creep
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Occurs due to:
Unclear scope definition.
Poor management of scope and requirements
Not following the change management
Inconsistent collection of project requirements
Lack of sponsorship or stakeholder involvement
Longer duration of a project, hence greater chance for scope creep.
6.4 Scope Creep
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Tips to control scope creep:
Set well defined scope and requirements
Set clear, measurable objectives and focus on the deliverables
Establish an effective change management process and follow it diligently
Provide project updates and engage sponsor and stakeholders regularly
Break down projects into smaller and manageable sub-tasks
6.4 Scope Creep
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Questions?
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