PROJECT

SCOPE MANAGEMENT

By: Najmus Saqib Rehmani

04/03/201

Project Scope Management

Includes the processes required to ensure that the

project accomplishes all of the work required, and only

the work required, to achieve the purpose of project
success.
Scope Management means:
Constantly checking to make sure you are completing all

the work.
Not letting people randomly add to the scope of the project
without a structured change control system.
Making sure all changes fit in the project charter.
Defining and Controlling what is or what is not included in
the project.

Project Scope
Management
A clear project scope ideally means
one target, one arrow

Product Scope
The features and
functions that
characterize a product
service, or result.
Completion is measured
against the product
requirements.

Project Scope
The work that must be
done in order to deliver a
product, service, or result
with the specified features
and functions.
Completion is measured
against the project plan.

Project Scope Management Processes

Project Scope Management

Scope Planning

Scope
Verification

Scope
Definition

Scope Control

Create WBS

Project Scope Management

Processes

Scope
Planning

Scope
Verification

Scope
Definition
Scope
Control

Create WBS

Collect requirements (Scope

Planning)
It is the process of creating a project scope
management plan that documents how the project
scope will be defined, verified, controlled and how the
work breakdown structure (WBS) will be created and
defined.
Focuses on thinking ahead to determine How will I
do this? before doing the work and turning the
answer into a Project Scope Management Plan.
Defining and managing the project scope influence
the projects overall success.
Each project requires a careful balance of tools, data
sources, processes and procedures to ensure that
the effort spent on scoping activities is matching
with the projects size, complexity, and importance.

Scope Planning
Inputs
Enterprise
Environmental
Factors
Organizational
Process Assets
Project Charter
Preliminary
Project Scope
Statement
Management
Plan

Tools and
Techniques
Expert judgment
Templates, Forms,
Standards

Outputs
Project Scope
Management
Plan

Scope Planning
Inputs
Enterprise Environmental Factors:
Any or all external and internal organizational environmental
factors that surround or influence the projects success.
Examples include: organizational culture and structure,
infrastructure, tools, human resources, personnel
policies, commercial databases, market conditions,
etc.
Organizational Process Assets:
Every organization keeps a database of all the
information and records of the previous executed
projects and these information are stored in a central
repository called Organizational Process Assets.

Scope Planning. Inputs

(continued)
Project Charter:
The document that formally authorizes a project
and provides the PM with the authority to apply
organizational resources to project activities
Preliminary Project Scope Statement:
The definition of the project what needs to be
done
Management Plan:
Detail definition of how the project is to be
executed, monitored, controlled, and closed

Scope Planning
Tools and Techniques
Expert Judgment:
Expert judgment is related to how equivalent
projects have managed scope and is used in
developing the project scope management plan.
Expertise (specialized education or past
experience)
Templates, Forms and Standards:
Templates could include WBS templates, scope
management plan template and project scope
change control forms.

Scope Planning
Outputs
Project Scope Management Plan:
A document that provides guidelines on how project
scope will be defined, documented, verified,
managed and controlled by the project management
team.

Control how change requests for project scope

statement will be processed.

Project Scope Management Plan is contained

in, or is a subsidiary of the Project
Management Plan.

2. Scope Definition
Scope Definition is the process of developing
a detailed project scope statement to be
used as the basis for future project
decisions.
Primarily concerned with what is and
what is not included in the project.
Takes into account constraints and
assumptions that were documented
during project initiation.
Stakeholders needs, wants, and
expectations are analyzed and
converted into the project

Scope Definition
Inputs
Organizational
process assets
Project charter
Preliminary
project scope
statement
Project scope
management
plan
Approved
change requests

Tools and
Techniques

Outputs

Project analysis

Project scope
statement

Alternatives
identification

Requested
changes

Expert judgment
Stakeholder
analysis

Project scope
management
plan (update)

Scope Definition
Inputs
Organizational Process Assets:
The formal and informal procedures, policies and guidelines
that could impact how the projects scope is managed.
Project Charter
The document that formally authorizes a project and provides
the PM with the authority to apply organizational resources to
project activities.
Preliminary Project Scope Statement
The definition of the project what needs to be done.

Scope Definition
Inputs (continued)
Project Scope Management Plan
A document that provides guidelines on how project scope will
be defined, documented, verified, managed, and controlled by
the project management team.
Approved Change Requests
Documented, authorized changes to expand or contract project
scope.
Can also modify policies, project management plans,
procedures, costs, or budgets, or revise schedules.
Can impact project scope, quality, estimated costs, or
project schedule.

Scope Definition
Tools and Techniques
Product Analysis:
Method for translating project objectives into tangible
deliverables and requirements.
Includes techniques such as product breakdown,
system analysis, systems engineering, value and
functional analysis. Used to translate project objectives
into tangible deliverables and requirements.
Alternative Identification:
Technique used to generate different approaches to execute
and perform the work of the project.
Includes techniques such as brainstorming and lateral
thinking.
Tip: You dont need to know how to do these techniques, you
just need to recognize that there are a number of techniques
that may be used and be familiar with their names.

Scope Definition
Tools and Techniques (continued)
Expert Judgment:
Expert judgment is related to how equivalent projects have
managed scope and is used in developing the project scope
management plan.

Expertise (specialized education or past experience)

Stakeholder Analysis:
Stakeholder analysis identifies the influence and interests of
the various stakeholders and documents their needs, wants,
and expectations. The analysis selects, prioritizes and
qualifies the needs and expectations to create requirements.

Scope Definition
Outputs
Project Scope Statement:
Describes, in detail, the projects deliverables and the work
required to create those deliverables. It provides a common
understanding of the project scope among all project
stakeholders and describes the projects major objectives.
It also:
allows the project team to perform more detailed planning
guides the project teams work during execution
provides the baseline for evaluating whether requests for

changes or additional work are contained within or outside

the projects boundaries

Scope Definition
Outputs (continued)
Requested Changes:
Requested changes to the Project Management Plan and its
subsidiary documents may be developed during the Scope
Definition process.
Requested changes are processed for review and
disposition through Integrated Change Control
process.
Project Scope Management Plan (Updates):
The Project Scope Management Plan component of the
Project Management Plan may need to be updated to
include approved change requests resulting from the
projects Scope Definition process.

3. Create WBS
Creating the WBS (Work Breakdown Structure) is the
process of subdividing the major project deliverables and
project work into smaller, more manageable components.
The WBS is 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.
WBS is the foundation of the project. WBS:
organizes and defines the total scope of the project.
subdivides the project work into smaller, more
manageable pieces of work.
provides the ability to plan the work and represents
an increasingly detailed definition of the work.
ends with work packages, which are the lowest-level
of components and can be scheduled, cost
estimated, monitored, and controlled.

Work Breakdown Structure (WBS)

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
A work package is a task at the lowest level of the WBS
Tasks on a WBS represent work that needs to be done to

complete the project, not specifications (e.g. type of

materials etc)

Template

Tabular View of WBS.

It is a good option for organizations which prefer table
formats
Level 1
1
Widget
Management
System

Level 2
1.1 Initiation

1.2 Planning

1.3 Execution

1.4 Control

1.5 Closeout

Level 3
1.1.1 Evaluation & Recommendations
1.1.2 Develop Project Charter
1.1.3 Deliverable: Submit Project Charter
1.1.4 Project Sponsor Reviews Project Charter
1.1.5 Project Charter Signed/Approved
1.2.1 Create Preliminary Scope Statement
1.2.2 Determine Project Team
1.2.3 Project Team Kickoff Meeting
1.2.4 Develop Project Plan
1.2.5 Submit Project Plan
1.2.6 Milestone: Project Plan Approval
1.3.1 Project Kickoff Meeting
1.3.2 Verify & Validate User Requirements
1.3.3 Design System
1.3.4 Procure Hardware/Software
1.3.5 Install Development System
1.3.6 Testing Phase
1.4.1 Project Management
1.4.2 Project Status Meetings
1.4.3 Risk Management
1.4.4 Update Project Management Plan
1.5.1 Audit Procurement
1.5.2 Document Lessons Learned
1.5.3 Update Files/Records
1.5.4 Gain Formal Acceptance
1.5.5 Archive Files/Documents

Create WBS
Inputs
Organizational
process assets
Project scope
statement
Project scope
management
plan
Approved
change
requests

Tools and
Techniques
Work breakdown
structure
templates
Decomposition

Outputs
Project scope
statement
(updates)
Work
breakdown
structure
WBS dictionary
Scope baseline
Project scope
management
plan (Updates)
Requested
changes

Create WBS
Inputs
Organizational Process Assets:
The formal and informal procedures, policies and
guidelines that could impact how the projects scope is
managed.
Project Scope Statement:
Describes, in detail, the projects deliverables and the work
required to create those deliverables. It also provides a
common understanding of the project scope among all
project stakeholders and describes the projects major
objectives.

Create WBS
Inputs (continued)
Project Scope Management Plan:
A document that provides guidelines on how project scope
will be defined, documented, verified, managed and
controlled by the project management team.
Approved Change Requests:
Documented, authorized changes to expand contract
project scope.

Create WBS
Tools and Techniques
Work Breakdown Structure Templates:
Reuse WBS from a previous project.
Most projects within a given organization
may have the same or similar project life
cycles and similar deliverables required from
each phase.
A WBS from a previous project can often be used as a
template for a new project. Although each project is
unique, WBSs can often be reused since most
projects will resemble another project to some extent.
For example, most projects within a given organization
will have the same or similar project life cycles, and
will thus have the same or similar deliverables
required from each phase.

Create WBS
Tools and Techniques (continued)
Decomposition:
Subdividing the major project deliverables into
smaller, more manageable components until the
deliverables are defined to the work package level.
Different deliverables have different levels of
decomposition.
Decomposition of total project work generally
involves the following activities:
Identifying the deliverables and related work.
Structuring and organizing the WBS.
Decomposing the upper WBS levels into
lower level detailed components.
Developing and assigning identification
codes to WBS components.

Create WBS
Outputs
Project Scope Statement (Updates):
Approved changes are included in the Project Scope
Statement.
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.

Create WBS
Outputs (continued)
WBS Dictionary:
A WBS dictionary is a document that describes each
component of the WBS, including: work package
descriptions, defined deliverables, list of associated
activities and milestones, schedule dates, cost
budgets, and staff assignments.
Each component of a WBS is assigned a unique
identifier. Collectively, these unique identifiers are
known as the code of accounts or code.
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

Scope Verification
It is very difficult to create a good scope statement and WBS

for a project. It is even more difficult to verify project scope

and minimize scope changes.
Many projects suffer from scope creep and poor scope
verification.
Scope Verification includes:
Obtaining formal acceptance of the project scope by the
stakeholders (sponsor, client, customer, etc.).
Reviewing deliverables and work results to ensure that all
were completed correctly and satisfactorily.
Determining completion, especially if the project is
terminated early. The scope verification process should
establish and document the level and extent of
completion.

Scope Verification
Inputs
Project scope
statement
WBS dictionary
Project scope
management
plan
Deliverables

Tools and
Techniques
Inspection

Outputs
Accepted
deliverables
Requested
changes
Recommended
corrective
actions

Scope Control
Scope control involves controlling changes to the project

scope. Project Scope Control is concerned with influencing

the factors that create project scope changes and
controlling the impact of those changes.
Goals of scope control are to:
Influence the factors that cause scope changes.
Ensure changes are processed according to procedures

developed as part of integrated change control.

Manage changes when they occur. Scope Control should

be proactive, rather than reactive

Variance is the difference between planned and actual

performance.

Benefits of Scope Control

Keep project manager in control of project
Allow project manager to control projects

schedule and budget

Allow project team to stay focused and on track

Failure to define what is part of the

project, as well as what is not, may result
in work being performed that was
unnecessary to create the result of the
project and thus lead to both schedule
and budget overruns.
Olde Curmudgeon, PM Network Magazine, 1994.

Scope Control
Inputs
Project scope
statement
Work breakdown
structure
WBS dictionary
Project scope
management
plan
Performance
reports
Approved
change requests
Work

Tools and
Techniques
Change control
system
Variance analysis
Replanning
Configuration
management
system

Outputs
Project scope
statement (updates)
Work breakdown
structure (updates)
WBS dictionary
(updates)
Scope baseline
(updates)
Requested changes
Recommended
corrective action
Organizational process
assets (updates)
Project management
plan (updates)

Q&A

Understand how inputs, tools & techniques, and

outputs work together. You dont have to memorize
them.