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Project Scope Management (Processes overview (Controlling scope (Scope…
Project Scope Management
Definition
Scope refers to all the work involved in creating the products of the project and the processes used to create them.
Processes overview
Important elements of a project scope statement:
1.Product Scope Description
- Product user acceptance criteria
- Detailed information on all project deliverables
Project boundaries, constraints and assumptions
WBS is a deliverable-oriented grouping of the work involved in a project that defines the total scope of the project
-Foundation document that provides the basis for planning and managing project schedules, costs, resources, and changes.
Decomposition: A tool/technique used to create WBS
-Subdividing project deliverables into smaller pieces
-A work package is a task at the lowest level of the WBS
Outputs of creating the WBS are the scope baseline and project document updates.
-Scope baseline includes the approved project scope statement and its associated WBS and WBS dictionary.
WBS Approaches:
- Using guidelines: Some organizations, like the U.S. Department of Defense (DOD), provide guidelines for preparing WBSs.
- Analogy approach: Review WBSs of similar projects and tailor to your project.
- Top-down approach: Start with the largest items of the project and break them down.
- Bottom-up approach: Start with the specific tasks.
- Mind mapping: Uses branches radiating out from a core idea to structure thoughts and ideas.
Difficult to create a good project scope statement and WBS for a project.
-Even more difficult, especially on IT projects, to verify the project scope and minimize scope changes.
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Scope validation involves formal acceptance of the completed job deliverables.
-Acceptance is only achieved by a customer inspection and then sign-off on key deliverables
Methods to collect requirements:
- Interviewing stakeholders
- Holding focus groups and facilitated workshops
- Using group creativity and decision-making techniques
- Utilizing questionnaires and surveys
- Conducting observation studies
- Generating ideas by comparing specific project practices or product characteristics (i.e. benchmarking)
Requirements Traceability Matrix (RTM): a table that lists requirements, various attributes of each requirement, and the status of the requirements to ensure that all requirements are addressed.
Project team uses expert judgement, data analysis, and meetings to develop two important outputs:
- Scope Management Plan (Subsidiary part of the project management plan
- Requirements Management Plan
Contents:
-Prepare a detailed project scope statement
-Create a WBS
-Maintain and approve the WBS
-Obtain formal acceptance of the completed project deliverables
-Control requests for changes to the project scope
Requirements management plan documents how project requirements will be analyzed, documented, and managed.
-How to plan, track, and report requirements activities
-How to perform configuration management activities
-How to prioritize requirements
-How to use product metrics
-How to trace and capture attributes of requirements
Scope control involves controlling changes to the project scope.
-Keeping Project goals and business strategy in mind
Goals of scope control:
- Influence the factors that cause scope changes
- Ensure changes are processed according to procedures developed as part of integrated change control.
- Manage change when they occur.
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Suggestions for improving user input:
- Develop a good project selection process and insist that sponsors are from the user organization.
- Place users on the project team.
- Conduct regular meetings with defined agendas
- Deliver something to users and sponsors on a regular basis.
- Do not promise to deliver what the team cannot deliver in a particular time frame.
- Locate users with the developers.
Suggestions for reducing incomplete and changing requirements:
- Develop and follow a requirements management process.
- Employ techniques such as prototyping, use case modeling, and JAD to get more user involvement.
- Put requirements in writing and keep them current.
- Create a requirements management database for documenting and controlling requirements.
- Provide adequate testing and conduct it 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.
Software Assistance
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Spreadsheets or presentation software to develop various charts, graphs, and matrices related to scope management.
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Communication software such as email and web-based applications can transmit project scope management information
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