Project Monitoring and

Evaluation
[MPM6133]

Dr. Jabir Mumtaz

Assistant Professor
CUST
 PROJECT
SCOPE
MANAGEMENT

Lecture 13
13 January 2022
Reference

PMBoK® Guide, 5th Edition

Project Scope Management

A subset of project management that includes the

processes required to ensure that the project includes

all of the work required, and only the work required,

to complete the project successfully.

Project Scope Management

Primarily concerned with defining and controlling

what IS and IS NOT included in the project.
Project Scope Management Processes

1. Plan Scope Management

2. Collect Requirements

3. Define Scope

4. Create WBS (Work Breakdown Structure)

5. Validate Scope

6. Control Scope
Project Scope vs. Product Scope

Product Scope – the features and functions that

characterize a product, service or
result.
Project Scope – the work performed to deliver the
product, service, or result with the
specified features and functions.

“The term project scope is sometimes viewed as

including product scope”
Scope Management Process Characteristics

• Project Scope Management processes need to be well

integrated with other Knowledge Area Processes

• Each Project Scope Management process may involve

effort from one or more individuals or groups of
individuals based on the needs of the project
Plan Scope Management Process

Project Management Process Groups

Knowledge Area
Initiating Planning Executing Monitoring & Controlling Closing

1 Plan Scope
Management

5 Validate Scope
2 Collect Requirements
Project Scope
Management 6 Control Scope
3 Define Scope

4 Create WBS
 Plan Scope Management

Definition: “Plan Scope Management is the process of creating a

scope management plan that documents how the project
scope will be defined, validated, and controlled.”
PMBoK® Guide,5th Edition, page 107

Input Output

Tools &
Techniques
Plan Scope Management Inputs

Project Create the scope management plan and influence the approach
Management Plan taken for planning scope and managing project scope.

Used to provide the project context needed to plan the scope

management processes. It provides the high-level project
Project Charter
description and product characteristics from the project statement
of work
The Enterprise environmental factors that can influence the Plan
Scope Management process include, but are not limited to:
Enterprise - Organization’s culture
environmental
- Infrastructure
factors
- Personal Administration
- Marketplace conditions

The Organizational process assets that can influence the Plan Scope
Organizational Management process include, but are not limited to:
process assets - Policies and Procedures
- Historical information and lessons learned knowledge base
Plan Scope Management Tools and Techniques

Input received from knowledgeable and experienced parties.

Expertise may be provided by any group or person with specialized
Expert Judgment
education, knowledge, skill, experience, or training in developing
scope management plans.

Used to develop the scope management plan. Attendees at these

meetings may include the project manager, the project sponsor,
Meetings selected team members, selected stakeholders, anyone with
responsibility for any of the scope management processes, and
others as needed.
Plan Scope Management Outputs

How the scope will be defined, developed, monitored, controlled, and

verified.
The scope management plan is a major input into the Develop Project
Plan Management process, and the other scope management
processes.
Components include:
Scope
- Process for preparing a detailed project scope statement
Management Plan
- Process that enable the creation of the WBS from the detailed
project scope statement
- Process that establishes how the WBS will be maintained and
approved
- Process to control how requests for changes to the detailed project
scope statement will be processed.

Requirements A component of the project management plan that describes how

Management Plan requirements will be analyzed, documented, and managed.
Collect Requirements Process

Project Management Process Groups

Knowledge Area
Initiating Planning Executing Monitoring & Controlling Closing

1 Plan Scope
Management

5 Validate Scope
2 Collect Requirements
Project Scope
Management 6 Control Scope
3 Define Scope

4 Create WBS
 Collect Requirements

Definition: “Collect requirements is the process of determining,

documenting, and managing stakeholder needs and
requirements to meet the project objectives.”
PMBoK® Guide,5th Edition, page 110

Input Output

Tools &
Techniques
Collect Requirements Inputs

Scope Management Provides clarity as to how project teams will determine which type of
Plan requirements need to be collected for the project.

Requirements Provides the processes that will be used throughout the Collect Requirements
Management Plan process to define and document the stakeholder needs.

Used to understand stakeholder communication requirements and the level

Stakeholder
of stakeholder engagement in order to assess and adapt to the level of
Management Plan
stakeholder participation in requirements activities.

Used to provide the high-level description of the service, or result of the

Project Charter
project so that detailed requirements can be developed.

Used to identify stakeholders who can provide information on the

Stakeholder
requirements. The stakeholder register also captures major requirements and
Register
main expectations stakeholders may have for the project.
Collect Requirements Tools and Techniques

A formal or informal approach to elicit information from stakeholders by talking

Interviews to them directly. Typically performed by asking prepared and spontaneous
questions and recording responses.

Pre-qualified Stakeholders and SME’s to learn about their expectations and

attitudes about the proposed product, service or result. A trained moderator
Focus Groups
guides the group through an interactive discussion, designed to be more
conversational than a one-on-one interview.
Bring stakeholders together to define product requirements. Considered a
primary technique for quickly defining cross-functional requirements and
Facilitated Workshops reconciling stakeholder differences.
- Joint Application Development (JAD)
- Quality Function Deployment (QFD)

- Brainstorming
- Nominal Group Technique
Group Creativity
- Idea / Mind Maps
Techniques
- Affinity Diagrams
- Multicriteria decision analysis
Collect Requirements Tools and Techniques

Used to assess multiple alternatives:

- Unanimity
Group Decision
- Majority
Making Techniques
- Plurality
- Dictatorship

A written set of questions designed to quickly accumulate information from a

large number of respondents. Questionnaires and surveys are most
Questionnaires and
appropriate with varied audiences, when a quick turn-around is needed, when
Surveys
respondents are geographically dispersed, and where statistical analysis is
appropriate.

Observations Job Shadowing.

Obtains early feedback on requirements by providing a working model of the

expected product before actually building it. Proto-types support the model of
Prototypes progressive elaboration in iterative cycles of mock-up creation.
Storyboards is a prototyping technique showing sequence or navigation
through a series of images or illustrations.
Collect Requirements Tools and Techniques

Involves comparing actual or planned practices, such as processes and

operations, to those of comparable organizations to identify best practices,
Benchmarking generate ideas for improvement, and provide a basis for measuring
performance. Comparisons can be made with both internal and external
organizations.

Depict the product’s scope by showing a business system (process,

Context Diagrams equipment, computer system, etc.), and how people and systems (actors)
interact with it. Context diagrams illustrate inputs and outputs.

Used to elicit requirements by analyzing existing documentation and identifying

information relevant to the requirements. Examples of documents to be
analyzed can include, but are not limited to:
- Business Plans
- Marketing literature
Document Analysis - Agreements
- Requests for Proposals
- Current Process Flows
- Logical data models
- Business rules, etc.
Collect Requirements Outputs

Requirements documentation describes how individual requirements meet the

business need for the project.
Components include:
- Business Requirements
Requirements - Stakeholder Requirements
Documentation
- Solution Requirements
- Project Requirements
- Transition Requirements
- Requirements Assumptions, Dependencies, and Constraints
A grid that links product requirements from their origin to the deliverables that
satisfy them. A Traceability Matrix helps ensure that each requirement adds
business value by linking it to the business and product objectives. Tracing
requirements can include:
- Business needs, opportunities, goals and objectives
Requirements - Project objectives
Traceability Matrix - Project Scope / WBS deliverables
- Product Design
- Product development
- Test strategy and test scenarios
- High-Level Requirements to more detailed requirements
Requirements Traceability Matrix
Define Scope

Project Management Process Groups

Knowledge Area
Initiating Planning Executing Monitoring & Controlling Closing

1 Plan Scope
Management

5 Validate Scope
2 Collect Requirements
Project Scope
Management 6 Control Scope
3 Define Scope

4 Create WBS
 Define Scope

Definition: “The process of developing a detailed description of the

project or product.”
PMBoK® Guide,5th Edition, page 120

Input Output

Tools &
Techniques
Define Scope Note:

When there is poor scope definition, final project costs

can be expected to be higher because of the inevitable
changes which disrupt project rhythm, cause rework,
increase project time, and lower the productivity and
morale of the workforce.
Define Scope Inputs

The Scope management plan is a component of the project Management plan

Scope Management
that establishes the activities for developing, monitoring, and controlling the
Plan
project scope.

Project Charter Project Charter provides the high-level project description and product
characteristics.

Requirements Requirements documentation is used to select the requirements that will be

Documentation included in the project.

- Policies, procedures and templates for a project scope statement

Organizational
- Project files from previous projects, and
Process Assets
- Lessons learned from previous phases or projects
Define Scope Tools and Techniques

Solicit SME’s. Examples – Other business units within the organization,

Expert Judgment Consultants, Stakeholders, including customer and sponsors, professional and
technical associations, industry groups and Subject Matter Experts.

Product Analysis Involves translating high-level product descriptions into tangible deliverables.

Used to develop as many potential options as possible in order to identify

different approaches to execute and perform the work of the project.
Alternatives Tools include:
Identification - Brainstorming
- Lateral Thinking
- Analysis of alternatives

Facilitated - Joint Application Development

Workshops - Quality Function Deployment
Define Scope Outputs

- The scope statement documents the entire scope, including project and
product scope. It describes in detail, the deliverables and the work required to
create those deliverables.
- Provides a common understanding of Scope among Stakeholders.
- Describes explicit scope exclusions
- Provides a basis to determine if changes in project scope are contained
Project Scope within or outside the project’s boundaries.
Statement - Project Scope Statement must include:
- Project Scope Description
- Product Acceptance Criteria
- Project Deliverables
- Project Exclusions
- Project Constraints
- Project Assumptions
- Stakeholder Register
Project Document
- Requirements Documentation
Updates
- Requirements Traceability Matrix
Create WBS

Project Management Process Groups

Knowledge Area
Initiating Planning Executing Monitoring & Controlling Closing

1 Plan Scope
Management

5 Validate Scope
2 Collect Requirements
Project Scope
Management 6 Control Scope
3 Define Scope

4 Create WBS
 Create WBS

Definition: “The process of subdividing project deliverables and

project work into smaller, more manageable
components.”
PMBoK® Guide,5th Edition, page 535

Input Output

Tools &
Techniques
Work Breakdown Structure (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 organizes and defines
the total scope of the project, and represents the work
specified in the current approved project scope
statement.
Create WBS Inputs

Defines processes:
- for preparing a detailed project scope statement
- that enables the creation of the WBS form the detailed project scope
statement
Scope Management
Plan - that establishes how the WBS will be maintained and approved
- that specifies how the formal acceptance of the completed project
deliverables will be obtained
- to control how requests for changes to the detailed project scope statement
will be processed
Contains the following elements:
- Product scope description
- Acceptance criteria
Project Scope - Deliverable; Any unique and verifiable product, result, or capability required to
Statement be produced to complete a process, phase or project
- Project exclusion; identifies what is excluded from project
- Constraints; limiting factors that affects the execution of a project or process.
- Assumptions
Create WBS Inputs

Contains the following elements:

- Business requirements, including:
- Business and project objectives for traceability
- Business rules for the performing organization
- Guiding principles of the organization
- Stakeholder requirements, including:
- Impacts to other organizational areas
Requirements
- Impacts to other entities inside or outside the performing organization
Documentation
- Stakeholder communication and reporting requirements
- Solution Requirements, including:
- Functional and nonfunctional requirements
- Technology and standard compliance requirements
- Support and training requirements
- Quality requirements
- Reporting requirements, etc.
Create WBS Tools and Techniques

A technique used for dividing and subdividing the project scope and
deliverables in to smaller more manageable parts. This involves:

- Identifying and analyzing the deliverables and related work.

- Structuring and organizing the WBS.

Decomposition
- Decomposing the upper WBS levels into lower level detailed components.

- Developing and assigning identification code to the WBS components.

- Verifying that the degree of decomposition of the deliverables is

appropriate.

Expert judgment is often used to analyze the information needed to

decompose the project deliverables down into smaller component parts in
order to create an effective WBS.
Expert Judgment Expertise is provided by any group of individual with relevant training,
knowledge, or experience with similar projects or business areas. Predefined
industry or disciple specific templates may also be used to provide guidance on
the effective breakdown of deliverables into smaller units of work.
WBS Templates
WBS Templates

• Numbering – Applying numbers to the various work

elements lets project team members know where work
fits together within the project.

• Various other Breakdown Structures include:

– Organizational Breakdown Structure (OBS) – i.e.: Org Chart
– Risk Breakdown Structure (RBS): illustrates the potential
risks on the project, broken down by risk category
– Resource Breakdown Structure: illustrates the type of
resources required on the project.
– Bill Of Materials (BOM): includes all components, assemblies
and sub-assemblies required to build the product/project.
Create WBS Outputs

The scope baseline is a component of the project management plan and

includes:
Scope Baseline - The Project scope statement, includes the description of the project scope,
major deliverables, assumptions, and constraints.
- The WBS, work not in the WBS is not in the scope of the project.
Project documents that may be updated include requirements documentation,
which may need to be updated to include approved changes.
Project Document
Updates If approved changes requests result from the Create WBS process, then the
requirements documentation may need to be updated to include approved
changes.
Validate Scope

Project Management Process Groups

Knowledge Area
Initiating Planning Executing Monitoring & Controlling Closing

1 Plan Scope
Management

5 Validate Scope
2 Collect Requirements
Project Scope
Management 6 Control Scope
3 Define Scope

4 Create WBS
 Validate Scope

Definition: “The process of formalizing acceptance of the competed

project deliverables.”
PMBoK® Guide,5th Edition, page 566

Input Output

Tools &
Techniques
Validate Scope Inputs

The project management plan contains the project’s scope management plan
and the scope baseline.
- The scope management plan specifies how formal acceptance of the
Project Management completed project deliverables will be obtained.
Plan - The scope baseline contains:
- Project Scope Statement
- WBS
- WBS dictionary

Requirements Lists all project, product, and other types of requirements for the project and
Documentation product, along with their acceptance criteria.

Requirements A table that links requirements to their origin and traces them through the
Traceability Matrix Project Life Cycle.

Validated deliverables have been completed and checked for correctness by

Validated Deliverables
the Quality Control Process.

Work performance data can include the degree of compliance with

Work Performance
requirements, number of nonconformities, severity of the nonconformities, or
Data
the number of validation cycles performed in a period of time.
Validate Scope Tools and Techniques

Inspection includes activities such as measuring, examining and validating to

determine whether work and deliverables meet requirements and product
Inspection acceptance criteria. Inspections are sometimes called reviews, product
reviews, audits and walkthroughs. In some applications areas, these different
terms have unique and specific meanings.

Group Decision- These techniques are used to reach a conclusion when the validation is
Making Techniques performed by the project team and other stakeholders.
Validate Scope Outputs

Deliverables that meet acceptance criteria are formally signed off and
Accepted approved by the customer or sponsor. Formal documentation received from
Deliverables the customer or sponsor acknowledging formal stakeholder acceptance of the
projects deliverable is forwarded to the Close Project of Phase process.

The completed deliverables that have no been formally accepted are

documented, along with reasons for non-acceptance of those deliverables.
Change Request Those deliverables may require a change request for defect repair. The
change requests are processed for review and disposition through the Perform
Integrated Change Control process.

Work performance information includes information about project progress,

Work Performance such as which deliverables have started, their progress, which deliverables
Information have finished , or which have ben accepted. This information is documented
then communicated to stakeholders.

Project Documents that may be updated as a result of the Validate Scope

Project Document process include any documents that define the product or report status on
Updates product completion. Verified documents may require approvals from customer
or sponsor in the form of signatures or signoffs.
Control Scope

Project Management Process Groups

Knowledge Area
Initiating Planning Executing Monitoring & Controlling Closing

1 Plan Scope
Management

5 Validate Scope
2 Collect Requirements
Project Scope
Management 6 Control Scope
3 Define Scope

4 Create WBS
 Control Scope

Definition: “The process of monitoring the status of the project and

product scope and managing changes to the scope
baseline.”
PMBoK® Guide,5th Edition, page 534

Input Output

Tools &
Techniques
Control Scope Inputs

Contains:
- Scope baseline, scope baseline is compared to actual results to determine if a
change, corrective action, or preventative action is necessary.
- Scope management plan, sections from this plan describe how the scope will
be monitored and controlled.
Project Management - Change management plan, defines the process for managing change on the
project.
Plan
- 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.
- Requirements management plan, is a component of the project management
plan and describes how the project requirements will be analyzed,
documented, and managed.

Requirement Requirements should be unambiguous, traceable, complete, consistent and

Documentation acceptable to key stakeholders

Requirements Helps to detect the impact of any change or deviation from the scope baseline
Traceability Matrix on the project objectives.

Work Performance Can include the number of change requests received, the number of accepted
Data or the number of deliverables completed.
Control Scope Tools and Techniques

- Is a technique for determining the cause and degree of difference between

the baseline and actual performance.
- Project performance measurements are used to assess the magnitude of
Variance Analysis variation from the original scope baseline.
- Important aspects of project scope control include determining the cause and
degree of variance relative to the scope baseline and deciding whether
corrective or preventative action is required.
Control Scope Outputs

- Includes correlated and contextualized information on how the project scope

is performing compared to the scope baseline
Work Performance - It can include the categories of the changes received, the identified scope
Information variances and their causes, how they impact schedule or cost, and the forecast
of the future scope performance.
- This information provides a foundation for making scope decisions.
- Analysis of scope performance can result in a change request to the scope
baseline or other components of the project management plan.
- Change requests can include preventative or corrective actions, defect repairs
Change Requests
or enhancement requests.
- Change requests are processed for review and disposition according o the
Perform Integrated Change Control process
- Scope Baseline Updates – If the approved change requests have an effect on
the project scope, then the scope statement, the WBS, and the WBS dictionary
Project Management are revised and reissued to reflect the approved change through Perform
Plan Updates Integrated Change Control.
- Other Baseline Updates – if the approved change requests have an effect on
the project besides the project scope, the corresponding cost and schedule
Control Scope Outputs

- May include but are not limited to:

Project Document
- Requirements documentation
Updates
- Requirements traceability matrix

- May include but are not limited to:

Organizational - Causes of variances
Process Asset
Updates - Corrective action chosen and the reason
- Other types of lessons learned from project scope control