Ahmed El Antary - Pmp Part 5 - Scope 4th Ed - General

Project Management Professional PMP Exam Preparation Course Prepared By: Eng. Ahmed El Antary, PPM, MSPM Engineering & Management Technologies LLC Delaware, USA [email protected]

Project Scope Management PMBOK 4th Ed

Ahmed El Antary: [email protected]

The Course Leader












Ahmed El Antary, PPM, MSPM Engineering and Management Consultant Certified Professional Project Manager (PPM), WCU, USA PhD Learner with concentration on Project Management - PhDBA program. NorthCenteral University, AZ, USA Master of Science in Project Management, Colorado Technical University, Colorado Springs, CO, USA B. Sc. Civil Engineering, Al Azhar University, Cairo, Egypt Project Management Certificate & PMP Preparation Course, WCU, USA Business Management Certificate GL, CTU, CO, USA Change Management Certificate GL, CTU, CO, USA Project Management Certificate GL, CTU, CO, USA Team Member of the Construction Extension Project for the PMBOK 3rd Ed. By (PMI) and (ANSI)

Project Scope Management
It is the processes required to ensure that the project

includes all the work required, and only the work required to complete the project successfully
It is primarily concerned with defining and controlling what is and is not included in the project
Deliverables are products produced as part of a project, such as hardware or software, planning documents, or meeting minutes
The project team and stakeholders must have the same understanding of what products will be produced as a result of a project and how they’ll be produced

Project Scope Management Processes
Collect Requirements: The process of defining and









documenting stakeholder’s needs to meet the project objectives Define Scope: The process of developing a detailed description of the project and product Create WBS: The process of subdividing project deliverables and project work into smaller, more manageable components Verify Scope: The process of formalizing acceptance for the completed project deliverables Control Scope: The process of monitoring the status of the project and product scope and managing changes to the scope baseline

Collect Requirements Inputs

Tools & Techniques

• Project Charter

• Interviews

• Stakeholder Register

• Focus groups • Facilitated workshops • Group creativity techniques: Brainstorming – Nominal group technique – The Delphi technique – Idea/mind mapping – Affinity diagram

• Group decision making techniques • Questionnaires and surveys • Observations • Prototypes

Outputs • Requirements documentations • Requirements management plan • Requirements traceability matrix

Project Charter
After deciding what project to work on, it is

important to formalize projects
A project charter is a document that formally recognizes the existence of a project and provides direction on the project’s objectives and management
Key project stakeholders should sign a project charter to acknowledge agreement on the need and intent of the project

Sample Project Charter Project Title: IT Upgrade Project for the MOT Project Start Date: Jan.,10, 2006 Projected Finish Date: Nov., 15, 2006 Project Manager: Ehab Kamel, [email protected] Project Objectives: Upgrade hardware and software for all MOT employees (approximately 3,000) within 11 months based on new corporate standards. See attached sheet describing the new standards. Upgrades may affect servers and midrange computers as well as network hardware and software. Budgeted SR 1,500,000 for hardware and software costs and SR 750,000 for labor costs. Approach: • Update the IT inventory database to determine upgrade needs • Develop detailed cost estimate for project and report to CIO • Issue a request for quotes to obtain hardware and software • Use internal staff as much as possible to do the planning, analysis, and installation

Sample Project Charter “Cont.”
Roles and Responsibilities: Name Walter Schmidt, CEO Mike Zwack Ehab Kamel Jeff Johnson Nancy Reynolds

Role Project Sponsor CIO Project Manager Director of IT Operations VP, Human Resources

Steve McCann

Director of Purchasing

Responsibility Monitor project Monitor project, provide staff Plan and execute project Mentor Ehab Provide staff, issue memo to all employees about project Assist in purchasing hardware and software

Sign-off: (Signatures of all above stakeholders) Comments: (Handwritten comments from above stakeholders, if applicable) This project must be done within ten months at the absolute latest. Mike Zwack, CIO We are assuming that adequate staff will be available and committed to supporting this project. Some work must be done after hours to avoid work disruptions, and overtime will be provided. Jeff Johnson and Ehab Kamel, Information Technology Department

Define Scope Inputs

Tools & Techniques • Expert Judgment

• Project Charter • Requirements Documentation • Organizational Process Assets

• Product Analysis: Product breakdown, systems analysis, systems engineering, value engineering, value analysis and functional analysis

• Alternatives Identification: Brainstorming and lateral thinking

• Facilitated workshops

Outputs • Project Scope Statement: Project objectives, product scope description, project requirements, project boundaries, project deliverables, product acceptance criteria, project constraints, project assumptions, initial project organization, initial defined risks, schedule milestones, fund limitation, cost estimate, project configuration management requirements, project specifications and approval requirements

• Requested Changes • Project document updates

Importance of Good Scope Definition
It

helps improve the accuracy of time, cost, and resource estimates
It defines a baseline for performance measurement and project control
It aids in communicating clear work responsibilities
It is the basic step of further define the work by breaking it into manageable pieces

Project Scope Statement
A project scope statement is a

document used to develop and confirm a common understanding of the project scope. It includes:
Project justification
Brief description of the project’s products
Summary of all project deliverables
Statement of what determines project success

Create WBS Inputs • Project Scope Statement • Requirements documentation • Organizational Process Assets

Tools & Techniques • Decomposition

Outputs • WBS • WBS Dictionary • Scope Baseline • Project document updates

The Work Breakdown Structure
A work breakdown structure (WBS) is a

deliverable-oriented grouping of the work involved in a project that defines the total scope of the project
It is a foundation document in project management because it provides the basis for planning and managing project schedules, costs, and changes

Sample Intranet WBS Organized by Product

Sample Intranet WBS Organized by Phase

Sample Intranet WBS Organized in Tabular Form
















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

Intranet WBS and Gant Chart in MS Project WBS

Gantt Chart

Approaches for WBS Development
Top-Down approach: Start with the largest

items and keep breaking them down
Bottom-Up approach: Start with the detailed tasks and roll them up
The analogy approach: Review WBS in similar projects
Using guidelines: Some organizations provide guidelines for preparing WBS

Verify Scope Inputs • Project management plan • Requirements documentation • Requirements traceability matrix • Validated deliverables

Tools & Techniques • Inspection

Outputs • Accepted deliverables • Change requests • Project document updates

How to Improve Acceptance of Deliverables
Insist that all projects have a sponsor

from the user organization
Have users on the project team
Have regular meetings
Deliver something to project users and sponsor on a regular basis
Co-locate users with the developers

Control Scope Inputs • Project management plan

Tools & Techniques • Variance Analysis

Outputs • Work performance measurements

• Work performance information

• Organizational Process Assets updates

• Requirements documentation

• Change requests

• Requirements traceability matrix • Organizational Process Assets

• Project Management Plan updates • Project document updates

How to reduce incomplete and changing requirements
Put requirements in writing and keep them current
Provide adequate testing and conduct testing






throughout the project life cycle Review changes from a systems perspective Emphasize completion dates to help focus on what’s most important Allocate resources specifically for handling change requests/enhancements Develop and follow a requirements management process Use techniques like prototyping, use case modeling, and Joint Application Development (JAD) to get more user involvement

Resources


Project Management Institute. (2008). A guide to the project management body of knowledge (4th ed.). Newtown Square, PA: Project Management Institute.

QUESTIONS ANSWERS