2.2 - Starting The Project - Scope - V4
2.2 - Starting The Project - Scope - V4
STARTING
THE PROJECT
• Determine Appropriate Project Methodology/
Methods and Practices
• Plan and Manage Scope
• Plan and Manage Schedule
• Plan and Manage Budget and Resources
• Plan and Manage Quality of Products and
Deliverables
• Integrate Project Planning Activities
• Plan and Manage Procurement
• Establish Project Governance
Structure
• Plan and Manage Project/Phase
Closure
Contents
Module 4 Module 5
Keep the Team on Keeping the
Track Business in Mind
2
Plan and Manage Scope
TOPIC B
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STARTING THE PROJECT > PLAN AND MANAGE SCOPE
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Cause of Project Failures
Scope Creep
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Product Requirements
DEFINITION
The agreed-upon conditions or capabilities of a
product, service, or outcome that the project is
designed to satisfy.
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Project Requirements
DEFINITION
The actions, processes, or other conditions the
project needs to meet e.g. milestone dates,
contractual obligations, constraints, etc.
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Project and
Product
Requirements
High-level requirements might
be documented in the project
charter.
Verify that all requirements are
determined and documented.
Provide the foundation for
building the WBS.
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Requirements Management Plan
DEFINITION
A component of the project or program
management plan that describes how
requirements will be analyzed, documented, and
managed.
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Requirements
Management Plan
Planning, tracking, and reporting
information for requirements activities.
Configuration management activities:
- Version control rules
- Impact analysis
- Tracing, tracking, and reporting
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Product Scope
DEFINITION
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Project Scope
DEFINITION
The work performed to deliver a product, service,
or result with the specified features and
functions. “Project scope” may include product
scope.
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Project and Product
Scope
Predictive - The scope baseline for
the project is the approved version
of the project scope statement,
work breakdown structure (WBS),
and associated WBS dictionary.
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Scope Management Plan
DEFINITION
A component of the project or program
management plan that describes how the scope
will be defined, developed, monitored, controlled,
and validated.
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Scope Management Plan
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Scope Management Tools and Techniques
Expert judgment
Alternatives analysis
Meetings
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How to gather requirements and
define scope?
Sources
Document analysis
Focus groups
Observations
Data representation
Surveys
Mind mapping
Benchmarking
Affinity diagrams
Interviews
Context diagrams
Facilitated workshops Decision making
Storyboarding
Prototyping Multicriteria analysis
Voting
Autocratic
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Document Analysis
DEFINITION
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Document Analysis
Derive new project requirements from
existing documents such as:
Business plans
Service agreements
Marketing materials
Current process diagrams
Application software documentation
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Focus Groups
DEFINITION
An elicitation technique that brings together
prequalified stakeholders and subject matter
experts to learn about their expectations and
attitudes about a proposed product, service, or
result.
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Focus Groups
Loosely structured, information-sharing
sessions
Moderator-guided, interactive
Qualitative research
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Observations
DEFINITION
A technique used to gain knowledge of a specific
job role, task, or function in order to understand
and determine project requirements.
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Questionnaires and Surveys
DEFINITION
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Questionnaires
and Surveys
DEFINITION
The comparison of actual or planned products,
processes, and practices to those of comparable
organizations to identify best practices, generate
ideas for improvement, and provide a basis for
measuring performance.
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Benchmarking
Evaluates and compares a
business’ or project’s practices
with others.
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Benchmark (Example)
Web
Telecom
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Bugs per
KLOC
Military
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Commercial
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Project Type
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Interviews
DEFINITION
A formal or informal approach to elicit
information from stakeholders by talking with
them directly.
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Interviews
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Facilitated Workshops
DEFINITION
Organized working sessions led by qualified
facilitators to determine project requirements
and to get all stakeholders together to agree on
project outcomes.
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Data Representation
Tailor to project context and decision-
making criteria.
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Data Representation
Affinity Diagram
Mind Mapping
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Context Diagrams
DEFINITION
Visual depiction of product scope, showing a
business system (process, equipment, computer
system, etc.) and how people and other systems
interact with it.
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Context Diagrams
Business Context Diagram Sample
Request for
Educational
Educational
Services
Services
Education
Community
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Storyboarding
DEFINITION
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Prototyping
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Group Decision-Making Techniques
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Multi Criteria Decision Analysis
This technique utilizes a decision matrix to provide a systematic analytical
approach for establishing criteria, such as risk levels, uncertainty, and valuation,
to evaluate and rank many ideas
Total Benefit
Solution 1
Solution 2
Solution 3
Criteria Weights
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Types of Voting
Unanimity
Everyone agrees on a single course of action.
Useful in project teams with great cohesion.
Example: Delphi technique
Majority
Decision reached with > 50% of group support
Tip: Create groups of an uneven number of
participants to ensure decisions are made and tie
votes avoided.
Plurality
Decision reached with largest block in a group
deciding, even if majority is not achieved.
Use this method when more than 2 options are
nominated.
Agile Methods
Thumbs up/down/sideways
Fist of Five
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Requirements
Documentation
Describes how individual requirements
meet project business need.
Starts at a high level before providing
details.
Requirements need to be unambiguous
(measurable and testable), traceable,
complete, consistent, and acceptable to
key stakeholders.
Format can be simple (document listing
all requirements, categorized by
stakeholder and priority) or more
elaborate (executive summary, detailed
descriptions, attachments). Examples:
• Business Requirement Specification (BRS
• Product Requirement Document (PRD)
• System/Sub systems Specification (SSS)
• Functional Requirement Specification (FRS
• Operational Requirement Specification (OR
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Types of Requirements
Business Stakeholder Transition and Readiness
Higher-level needs of the Stakeholder or Temporary capabilities
organization e.g. business issues or stakeholder group e.g. data conversion and training
opportunities, and reasons why a needs. Reporting requirements needed to transition from the
project has been undertaken. requirements. current as-is state to the desired future state.
Quality Project
Condition or criteria needed to validate the successful Actions, processes, or other conditions the
completion of a project deliverable or fulfilment of other project project needs to meet e.g. milestone dates,
requirements e.g. tests, certifications, validations. contractual obligations, constraints.
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Nonfunctional Requirements
(Example)
Type Considerations
• How and when is the service available?
Availability • If the service were to become unavailable, how quickly can it
be restored to working?
• What level of service performance, speed, and throughput is
required?
Capacity
• Given the number of stakeholders using the service, is there
enough supply to meet demand?
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High Quality Requirements
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Tolerances
Tolerance levels enable you to effectively
manage an issue without needing to
escalate it every time.
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Requirements Traceability Matrix
DEFINITION
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Requirements Traceability Matrix
Example
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GUIDELINES
• Review:
– Scope management plan
– Project charter
– Stakeholder register
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Project Scope Statement
DEFINITION
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Project Scope Statement
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Scope Tools and Techniques
Expert Judgment
Judgment provided by a group or
person, based upon expertise in an
application area, Knowledge Area,
discipline, industry, etc.
Product Analysis
Facilitation Defines products and services.
Includes asking questions about a
Effective guidance of a group to a product/service, forming answers
successful decision, solution, or to describe the use, characteristics,
conclusion. and other relevant aspects of what
is going to be delivered
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Product Analysis
DEFINITION
A tool to define scope by asking questions about
a product and forming answers to describe the
use, characteristics, and other relevant aspects
of the product.
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Product Analysis
Value Analysis
Systematic,
interdisciplinary
examination of factors
affecting the cost of a
Product Breakdown product or service
Splinter a product and its Requirements towards achieving the
work requirements into Analysis purpose at lowest cost
components to achieve a Process of and required standards of
clear understanding of identifying, validating, quality and reliability
work and documenting
specifications for
projects
Systems Analysis
Process of studying a
product /service to
identify its goals and
Value Engineering purposes and create
Structured technique Systems Engineering
systems / procedures
to optimize value in a Design, integration,
to achieve them
project and management of
efficiently
complex systems
over their life cycles
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GUIDELINES
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Work Breakdown Structure
DEFINITION
A hierarchical decomposition of a project’s total
scope of work to accomplish project objectives
and create the required deliverables.
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Decomposition
DEFINITION
A technique of dividing and subdividing the
project scope and deliverables into smaller, more
manageable parts.
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Decomposition - Example
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Work Breakdown Structure
DMAIC
Project
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Code of Accounts
1.1.1
1.1
1.1.2
1
1.2 1.2.1
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Work package
DEFINITION
The work defined at the lowest level of the WBS
for which cost and duration are estimated and
managed.
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WBS Tree
Build a house
Level 0
0.
EXAMPLE
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WBS - Approaches
1. Process oriented
2. Modular oriented
3. Profession oriented
4. Business oriented
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Process Oriented WBS
Build a house
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Profession oriented WBS
Build a house
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Modular oriented WBS
Build a house
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Business oriented WBS
Build a house
Bathroom Bedroom #1
Kitchen
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Control
Accounts, Work
and Planning
Packages
Let’s explore the units of work
in a project WBS.
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WBS Terms
Project WBS: Covers all project scope and deliveries
(100% rule)
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Control Account
DEFINITION
A management control point where scope,
budget, actual cost, and schedule are integrated
and compared to earned value for performance
measurement.
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Planning Package
DEFINITION
A WBS component below the control account
with known work content but without detailed
schedule activities.
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Planning Work Using a WBS
1
A control account has two or more Project
work packages. Name
Planning package
(optional layer) houses Lowest level - a work
work content, but no package with a unique
schedule or details. identifier; contains
detailed schedule and
cost information.
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WBS Dictionary
DEFINITION
Provides detailed deliverable, activity, and
scheduling information about each component
in the WBS.
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WBS Dictionary
Can include:
Responsible organization
Schedule milestones
Quality requirements
Acceptance criteria
Technical references
Agreement information
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GUIDELINES
Create a WBS
• Review:
- Scope management plan
- Project scope statement
- Requirements documentation
• EEFs and OPAs
• Use tools and techniques e.g. decomposition
• Use expert judgment
• Include notes on work products that might be delivered incrementally
• Document the scope baseline
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Scope Baseline
DEFINITION
Approved version of a scope statement, WBS,
and its associated WBS dictionary, that can be
changed using formal change control
procedures and is used as a basis for
comparison to actual results.
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Scope Baseline
Components include:
Project scope statement
WBS
WBS dictionary
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Product Backlog
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Product and Iteration
Backlogs
Product backlogs A product backlog
Change throughout the project. is a list of the
Groom and refine the product expected work to
backlog continually; weekly or deliver the product.
monthly intervals are typical.
Remove product backlog items
(PBIs) as work is completed.
- Edit and clarify PBIs as more
becomes known or as product
requirements change. Iteration backlogs include items
- Add PBIs when more work must from the product backlog that can
be done. conceivably be completed within
the time period based on the
team’s capacity.
Iteration backlog
Teams must estimate effort and
understand business priorities.
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Prioritization Techniques to
Determine Objectives
Use appropriate methods to learn the
order of work that needs to be done.
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Agile Scope Language
Example
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Epic
DEFINITION
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Feature
DEFINITION
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Working with
Features
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User Stories
DEFINITION
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User Stories
Help teams focus on that
value provided to the user.
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Requirement’s Breakdown - Agile
Example
EPIC
Feature
1 2 3
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Story Mapping
High
A1 Then B1 Then C1
Priority Or
Or
Or
A2 B2 C2
Or
Or
A3 C3
Low
Or
Priority
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Tools and Techniques for Verifying Scope
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V model - Software Engineering
(Example)
תיקוף
אימות
Summary - Practical Scope Artifacts
Requirement’s Traceability Matrix Scope Statement
Requirement’s Documents
Backlog
WBS + Dictionary Story Mapping
End of
Module 2
E-mail: [email protected]
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