PMBOK Chapter 5 5th (Project Scope Management)

Tools and Techniques for Control Scope

1 variance analysis

Inputs for Plan Scope Management

1 project management plan 2 project charter 3 enterprise environmental factors 4 organizational process assets

VOC

Voice Of the Customer

Joint Application Development

facilitated workshops used in the software development industry

What components can the Requirements Documentation have?

- Business requirements: which describe the higher level needs of the organization as a whole, such as the business issues or opportunities, and reasons why a project has been undertaken. - Stakeholder requirements: which describe needs of a stakeholder or stakeholder group - Solution requirements:which describe features, functions, and characteristics of the product, service or result that will meet the business and stakeholder requirements. Solution requirements are further grouped into functional and nonfunctional requirements: - Project requirements: which describe the actions, processes, or other conditions the project needs to meet. - Transition requirements: describe temporary capabilities, such as data conversion and training requirements, needed to transition from the current as-is state to the future to be state. - Requirements assumptions, dependencies, and constraints

Collect Requirements: Tools and Techniques

1 Interviews 2 Focus Groups 3 Facilitated Workshops 4 Group Creativity Techniques 5 group decision making techniques 6 questionnaires and surveys 7 observations 8 prototypes 9 benchmarking 10 context diagrams 11 document analysis

Outputs for Collect Requirements

1 Requirements Documentation 2 Requirements Traceability Matrix

Inputs for Define Scope

1 Scope Management Plan 2 Project Charter 3 Requirements Documentation 4 Organizational Process Assets

Outputs for Validate Scope

1 accepted deliverables 2 change requests 3 work performance information 4 project documents updates

Tools and Techniques for Create WBS

1 decomposition 2 expert judgment

Tools and Technique for Plan Scope Management

1 expert judgment 2 meetings

Tools and Techniques for Define Scope

1 expert judgment 2 product analysis 3 alternatives generation 4 facilitated workshops

Tools and Techniques for Validate Scope

1 inspection 2 group decision making techniques

Tools and Techniques for Collect Requirements

1 interviews 2 focus groups 3 facilitated workshops 4 group creativity 5 group decision making techniques 6 questionnaires and surveys 7 observations 8 prototypes 9 benchmaking 10 context diagrams 11 document analysis

Inputs to Validate Scope

1 project management plan 2 requirements documentation 3 requirements traceability matrix 4 verified deliverables 5 work performance data

Inputs to Control Scope

1 project management plan 2 requirements documentation 3 requirements traceability matrix 4 work performance data 5 organizational process assets

Outputs for Define Scope

1 project scope statement 2 project documents updates

Outputs for Create WBS

1 scope baseline 2 project documents updates

What are the inputs to Create WBS?

1 scope management plan 2 project scope management 3 requirements documentation 4 enterprise environmental factors 5 organizational process assets

Outputs for Plan Scope Management

1 scope management plan 2 requirements management plan

Inputs to Collect Requirements

1 scope management plan 2 requirements management plan 3 stakeholder management plan 4 project charter 5 stakeholder register

Outputs for Control Scope

1 work performance information 2 change requests 3 project management plan updates 4 project documents updates 5 organizational process assets updates

Control Scope Input - Project Management Plan components

1) Scope Baseline - the scope baseline is compared to actual results to determine if a change, corrective action, or preventative action is necessary. 2) Scope Management Plan - sections from the scope management plan describe how the project scope will be monitored and controlled. 3) Change Management Plan - the change management plan defines the process for managing change on the project. 4) Configuration Management Plan - the configuration management plan defines those items that are configurable, those items that require formal change control, and the process for controlling changes to such items. 5) Requirements Management Plan - this plan is a component of the project management plan and describes how the project requirements will be analyzed, documented, and managed.

What does the Project Scope Statement include?

1) product scope description - progressively elaborates the characteristics of the product, service, or result described in the project charter and requirements documentation. 2) acceptance criteria - a set of conditions that is required to be met before deliverables are accepted. 3) deliverable - any unique and verifiable product, result, or capability, to perform a service that is required to be produced to complete a process, phase, or project. 4) project exclusion - generally identifies what is excluded from the project. 5) constraints - a limiting factor that affects the execution of a project or process. 6) assumptions - a factor in the planning process that is considered to be true, real, or certain, without proof or demonstration. Also describes the potential impact of those factors if they prove to be false.

WBS Dictionary

A document that provides detailed deliverable, activity, and scheduling information about each component in the WBS. Can include the following: code of account identifier description of work assumptions and constraints responsible organization schedule milestones associated schedule activities resources required cost estimates quality requirements acceptance criteria technical references agreement information

Quality Function Deployment

A facilitated workshop technique that helps to determine critical characteristics for new product development.

The Delphi Technique

A selected group of experts answers questionnaires and provide feeback

Requirement Traceability Matrix

A table that links requirements to their origin and trace them throughout the project life cycle. This helps to ensure that requirements approved in the requirements documentation are delivered at the end of the project.

Affinity Diagram

Allows a large number of ideas to be sorted into groups for review and analysis. This is a group creativity technique.

What is the difference between the Project Charter and the Project Scope Statement?

Although they are sometimes perceived as containing a certain degree of redundancy, they are different in the level of details contained in each. The project charter contains high level information, while the project scope statement contains a detailed description of the scope elements. These elements are progressively elaborated throughout the project.

What information can be included on a Requirements Traceability Matrix?

Attributes associated with each requirement can be recorded in the requirements traceability matrix. These attributes help to define key information about the requirement. Typical attributes may include: a unique identifier, a textual description of the requirement, the rationale for inclusion, owner, source, priority, version, current status, and status date.

What are the components of the Requirements Management Plan?

Components of the requirements management plan can include, but are not limited to: o How requirements activities will be planned, tracked, and reported. o Configuration management activities such as: how changes to the product will be initiated, how impacts will be analyzed, how they will be traced, tracked, and reported, as well as the authorization levels required to approve these changes. o Requirements prioritization process o Product metrics that will be used and the rationale for using them o Traceability structure to reflect which requirement attributes will be captured on the traceability matrix.

Configuration Management Plan

Defines items that require formal change control and the process for controlling change to such items

Validated Deliverables

Deliverables that have been completed and checked for correctness by the Perform Quality Control process

Accepted Deliverables

Deliverables that meet the acceptance criteria are formally signed off and approved by the customer or sponsor. Accepted Deliverables is an output of Validate Scope.

Requirements Documentation

Describes how individual requirements meet the business need for the project

Requirements Management Plan

Documents how requirements will be analyzed, documented and managed throughout the project

Nominal Group Technique

Enhances brainstorming with a voting process used to rank ideas in order of usefulness

What can excessive decomposition lead to?

Excessive decomposition can leave to: 1) nonproductive management effort 2) inefficient use of resources 3) decreased efficiency in performing the work 4) difficulty aggregating data over different levels of the WBS

Idea/Mind Mapping

Ideas created through individual brainstorming are consolidated into a single map to reflect commonality and differences in understanding and generate new ideas

The project concept of scope refers to?

In the project context, the term scope can refer to: o Product scope. The features and functions that characterize a product, service, or result o Project scope. The work performed to deliver a product, service, or result with the specified features and functions. The term project scope is sometimes viewed as including product scope.

JAD

Joint Application Development

Are all of the requirements defined in Collect Requirements included in the project?

No, all of the requirements identified in Collect Requirements may not be included in the project, the define scope selects the final project requirements for the requirements documentation delivered during the Collect Requirements process. It then develops a detailed description of the project and product, service, or result.

Scope Baseline

Part of the Project Management Plan, includes: Project Scope Statement, WBS and WBS Dictionary

What is a prototype?

Prototype is a method of obtaining early feedback on requirements by providing a working model of the expected product before actually building it. Since a prototype is tangible, it allows stakeholders to experiment with a model of the final product rather than being limited to discussing abstract representations of their requirements. Prototypes support the concept of progressive elaboration in iterative cycles of mock-up creation, user experimentation, feedback generation, and prototype revision. When enough feedback cycles have been performed, the requirements obtained from the prototype are sufficiently complete to move to a design or build phase. Storyboarding is a prototyping technique showing sequence or navigation through a series of images or illustrations. Storyboards are used on a variety of projects in a variety of industries, such as film, advertising, instruction design, and on agile and other software development projects. In software development, storyboards use mock-ups to show navigation paths through webpages, screens, or other user interfaces.

QFD

Quality Function Deployment

Is Stakeholder identification a continual process?

Stakeholder identification is a continuous process throughout the entire project life cycle. Identifying stakeholders, understanding their relative degree of influence on a project, and balancing their demands, needs, and expectations are critical to the success of the project.

Decomposition

Subdivision of project deliverables into smaller, more manageable components

WBS

The WBS is a hierarchical decomposition of the total scope of work to be carried out by the project team to accomplish the project objectives and create the required deliverables. The WBS is finalized by assigning each work package to a control account and establishing a unique identifier for that work package from a code of accounts. These identifiers provide a structure for hierarchical summation of costs, schedule, and resource information. A control account is a management control point where scope, budget, actual cost, and schedule are integrated and compared to the earned value for performance measurement.

The WBS refers to?

The WBS refers to work products or deliverables that are the result of activity and are not the activity itself.

What is included in the Scope Management Plan?

The components of a scope management plan include: o Process for preparing a detailed project scope statement o Process that enables the creation of the WBS from the detailed project scope statement o Process that establishes how the WBS will be maintained and approved o Process that specifies how formal acceptance of the completed project deliverables will be obtained o Process to control how requests for changes to the detailed project scope statement will be processed. This process is directly linked to the Perform Integrated Change Control process.

Product Scope

The features and functions that characterize a product, service, or result

Plurality

The largest block in a group decides even if a majority is not achieved

What is a work package?

The planned work is contained within the lowest level of WBS components, which are called work packages.

Work Package Level

The point at which the cost and activity durations for the work can be reliably estimated and managed

Collect Requirements

The process of defining and documenting stakeholders' needs to meet the project objective

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

Validate Scope

The process of formalizing acceptance of the completed project deliverables.

Control Scope

The process of monitoring the status of the project and the product scope and managing changes to the scope baseline.

Project Scope Statement

The project scope statement is the description of the project scope, major deliverables, assumptions, and constraints. The project scope statement documents the entire scope, including project and product scope. It describes in detail the project's deliverables and the work required to create those deliverables. It enables the project team to perform more detailed planning, guides the project team's work during execution, and provides the baseline for evaluating whether requests for changes or additional work are contained within or outside the project's boundaries.

The Requirements Management Plan defined

The requirements management plan is a component of the project management plan that describes how requirements will be analyzed, documented, and managed. The phase to phase relationship, strongly influences how requirements are managed. The project manager chooses the most effective relationship for the project and documents this approach in the requirements management plan. Many of the requirements management plan components are based on that relationship.

Scope Management Plan defined

The scope management plan is a component of the project or program management plan that describes how the scope will be defined, developed, monitored, controlled, and verified. The scope management plan is a major input into the develop project management plan process, and the other scope management processes.

Stakeholder Register

The stakeholder register is used to identify stakeholders who can provide information on the requirements. The Stakeholder Register also captures major requirements and main expectations stakeholders may have for the project.

What is the difference between the validate scope and the control quality process?

The validate scope process differs from the control quality process in that validate scope is primarily concerned with acceptance of the deliverables, while quality control is primarily concerned with correctness of the deliverables and meeting the quality requirements specified for the deliverables. Control Quality is generally performed before Validate Scope, although the two processes may be performed in parallel.

The 100% Rule

WBS represents all product and project work. Everything leads from the bottom-up and no extra work is left out. The WBS must contain all of the project and product work including the project management work.

Project Scope

The work that needs to be accomplished to deliver a product, service, or result with the specified features and functions

Work Performance Information

Work performance information produced includes correlated and contextualized information on how the project scope is performing compared to the scope baseline.

Is the preparation of a detailed project scope statement critical to project success?

Yes, The preparation of a detailed project scope statement is critical to project success and builds upon the major deliverables, assumptions, and constraints that are documented during project initiation. During project planning, the project scope is defined and described with greater specificity as more information about the project is known.