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Lecture 5 &6

The document discusses project scope planning and management, including defining the project scope, scope statement contents, requirements traceability matrices, work breakdown structures, stakeholder identification and analysis, and tools for stakeholder management like power/interest grids and communication plans. Project scope involves determining and documenting all work needed to meet objectives, while stakeholder management involves identifying and analyzing stakeholders to develop strategies for their effective involvement.

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14 views37 pages

Lecture 5 &6

The document discusses project scope planning and management, including defining the project scope, scope statement contents, requirements traceability matrices, work breakdown structures, stakeholder identification and analysis, and tools for stakeholder management like power/interest grids and communication plans. Project scope involves determining and documenting all work needed to meet objectives, while stakeholder management involves identifying and analyzing stakeholders to develop strategies for their effective involvement.

Uploaded by

kvshah975
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Knowledge Areas

Knowledge Areas (Continued)


SCOPE PLANNING
Project Scope
• One of the main activities in the Project Planning phase is determining and
documenting the project scope.
• Project scope is the definition of all the work needed to successfully meet the
project objectives.
While Defining Scope
• Be as specific as you can
• Where possible, the scope statements should include how the results will be
measured so you and your sponsor will know with certainty whether that part
of the scope has been achieved
• Requirements should tie to things like the organization’s strategic plan and
business objectives
• Mention things that are explicitly NOT included: is this limited to certain
locations? If in an international context, is it in only one language?
Scope Statement Typical Contents
• Project Name
• Project charter
• Owner, sponsor, project manager, stakeholders
• Problem statement
• Project Goals and Objectives
• Project Requirements
• Project Deliverables
• Exclusions
• Milestones
• Cost estimates
Scope Refinement Example
Not measurable Measurable
A new registration system With the new system, students will be able
to register for classes using a browser or a
smartphone.
The system will be fast Response time will be under 1 second
The system will support the required 75 students must be able to add an
volumes average of 3 classes each 15-minute
period.
Happy users User satisfaction will be measured by a
standardized set of questions and will
measure 5 or higher on a 7-point scale.
Types of requirements
✓Functional
✓Non-functional
✓Performance
✓Development
✓Technical
✓Business
✓User
✓Regulatory
Scope inputs-techniques
✓Interviews
✓Focus groups
✓Facilitated groups
✓Group creativity techniques such as brainstorming
✓Prototyping
✓Observation
✓Questionnaires and surveys
Scope Inputs-sources
✓Project sponsor
✓Management
✓Strategic Plan
✓Users
✓Customers
✓Competitors
✓Suppliers
✓Regulations
✓Others
Requirements Traceability Matrix
✓ Links requirements to their origin
✓ Traces them throughout the project process
✓ May link requirements to:
✓ business needs, opportunities, goals, and objectives;
✓ project objectives;
✓ project scope/WBS deliverables;
✓ product design;
✓ product development;
✓ test strategy and test scenarios;
✓ High-level requirements to more detailed requirements.
Simplified Requirement Traceability
Matrix

Code Description Source Priority Status


5 User interface must Corporate IT standards manual 1 In-progress
comply to company
standard
5-1 Help text uses Corporate style manual 2 complete
corporate fonts
8-6 Include the users in Project Charter, item 7 1
the testing
Work Breakdown Structure
WBS Creation
✓List all the project outputs (deliverables and other direct results);
✓Identify of all the activities required to deliver the outputs.
✓Subdivide the activities into sub-activities and tasks.
✓Identify the deliverable and milestone(s) of each task
✓Do not focus on sequence or dependencies at this point
Creating the WBS
Case Study: Wedding Deliverables
Network Diagram for Wedding
Leads & LAGs
WBS Creation

Remember the 100% Rule:

The combination of the boxes on each level represent 100% of the parent box.
WBS Creation
✓At the lowest level, the WBS consists of Work Packages
✓It is important that each work package is clearly defined and can be easily
assigned
✓The work package level is where time estimates, cost estimates and
resource estimates are determined.
Case Study : New Business Set Up
✓You have been given a project to set up a new business.
✓The new organization will import a product in bulk,
✓Package it for the local market in smaller units,
✓Sell it through a chain of selected retail outlets.
✓Nothing of these local physical or commercial arrangements exist at
present.
Project Activities
1. Organise a sales office 8. Set up a packaging facility.
2. Hire sales personnel 9. Start packaging operations
3. Train sales personnel 10. Order stock in bulk from the
4. Select an advertising agency Manufacturer
5. Plan an advertising campaign 11. Select retail outlets.
6. Conduct the advertising campaign 12. Take orders from retail outlets
7. Design the local packaging 13. Distribute stock to retail outlets
WBS of New Business Set up
Project Stakeholder
Management
Outline

✓Definition of stakeholder
✓Typical stakeholders
✓Stakeholder management
✓Stakeholder Analysis
✓The stakeholder register
PROJECT STAKE HOLDERS
Definition:
People, groups or organizations that could impact or be
impacted by the project.

Stakeholder Management :
✓Identify stakeholders
✓Analyze stakeholder expectations and their impact on the
project
✓develop appropriate management strategies for effectively
involving stakeholders in project decisions and execution.
Project Stakeholder Register
✓Used throughout the project
✓A table used to manage interactions with the stakeholders
✓Lists all stakeholders and stakeholder groups
✓Information added and updated throughout the phases of the
project:
✓Interests, involvement, interdependencies, influence on project
success
✓All interactions with each stakeholder or group, whether planned or
not, whether initiated by the project or by the stakeholder
✓Who on the project team is responsible
✓Closely related to the project communication plan
Project Initiation: Identify
Stakeholders
✓Top Management
✓Your Manager
✓Peers
✓Resource Managers
✓Internal Customers
✓External Customers
✓Government
✓Contractors, Subcontractors, Suppliers
✓Others (the public, landowners, interest groups, business competitors)
Stakeholder Analysis
✓Who are they?
✓What are their interests?
✓Will their interest level vary throughout the project?
✓Can coalitions be built?
✓The power/interest grid
Project sponsor
✓The person or group responsible for enabling success.
✓May be inside but is usually outside the project.
✓Signs off that the project is complete—the one the PM has to satisfy.
✓The person responsible for escalating issues that are beyond the control of
the PM.
✓Significant role in developing the initial charter and project plan.
Relationship building
✓Analyze stakeholders
✓Assess influence
✓Understand expectations
✓Define success
✓Keep stakeholders involved
✓Keep stakeholders informed
Stakeholder management tools
✓Power/interest matrix
✓Cooperation-Threat matrix
✓Stakeholder analysis template
✓Stakeholder Register
✓Communication Plan
The power/interest grid

High
Keep Satisfied Manage Closely

Power

Low Monitor Keep Informed

Low Interest High


Cooperation-Threat Matrix
Engagement levels
✓May classify in more detail than in Initiation phase:
✓ Unaware
✓ Resistant
✓ Neutral
✓ Supportive
✓ Leading
✓For each stakeholder or group. Consider potential movement from one level
to another throughout the project.
Stakeholder management plan
A component of the Project Management Plan
✓ Desired and current engagement levels with stakeholders
✓ Scope and impact of project on stakeholders
✓ Interrelationships between stakeholders
✓ Stakeholder communication requirements and plan
✓ Time frame, frequency, format and content of planned communications to stakeholders
✓ Method for updating the stakeholder management plan

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