Lecture 3:

Project Scope Management

Dr. Nelly Condori-Fernandez

 Project Scope Management

 Answer the question – “What will the project produce in the

end”.

 “The processes required to ensure that the project includes all

the work required to complete the project successfully”
 Why Do We Manage Scope?

 Can’t manage schedule and budget

TIME
if scope is out of control (Triple
Constraint)
 Scope docs are used to manage
expectations Quality

SCOPE COST
Budget
 How Do We Manage Scope?
 Five phases
 Collect Requirements
 Define Scope statement
 Create WBS
 Verify Scope
 Control Scope
Project initiation
documents

Collect Define Create Verify Control

Requirements
WBS
Scope Scope Scope
 Project Initiation documents
 Project Mandate: first document produced to trigger a
project,
 It encapsulates the ideas and any basic information that can be obtained at
this initial phase
 This document should not take more than one day to write.

 Project Charter: it is a document that

 Formaly recognizes the existence of a project
 provides direction on the project´s objectives and management.

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 Sample
Project
Charter

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 Project charter
 The project´s title and date authorization
 The project manager´s name and contact information
 A summary schedule, including the planned start and finish dates
 A summary of the project´s budget or reference to budgetary
documents
 A brief description of the project objectives, including the business
need
 Project success criteria, including project approval requirements
 Roles

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 Collect Requirements
Inputs Tools & Techniques Outputs

Project Charter  Interviews Requirements docs

 Focus groups

Stakeholder  Facilitated workshops Requirements

Register  Group creativity techniques mgmt plan

 Group decision making techniques Requirements

traceability matrix
 Questionnaires and surveys
 Observations
 Prototypes

Elicitation techniques

Collect Define Create Verify Control

WBS
Requirements Scope Scope Scope
 Collect Requirements
 What is a Requirement ?
 A condition or capability needed by a user to solve a problem
or achieve and objective
 A condition or capability that must be met or possessed by a
system.
 Types: Functional and Quality requirements; constraints on
the environment and technology of the system.

Make sure all requirements support the business need of the

project as described in the charter.
 Example
 Software Project for a film renting shop with employees and
customers who are able to rent films.

 Several iterations with different level of user requirements and

provided information.
 Software Project for a film renting shop
with employees and customers who are
able to rent films
User Stories
As a <type of user>, I want <some goal> so that <some reason>.

Identifier User Story

IT1-US1 As a customer I want to be able to rent a film so that I can watch it at my home.
IT1-US2 As a customer, I want to be able to search the list of films by title, director or cast member by
using on-site terminal so that I can find a film as I wish.
IT1-US3 As a customer, I want to be able to criticize a film by using on-site terminal so that I can
share my thoughts about the film with other customers.
IT1-US4 As a customer, I want to be able to view criticisms of a film, which are shared by other
customers, by using on-site terminal so that I can make my decision on renting the film.
IT1-US5 As a customer, I want to be able to raise a request for a nonexistent film on-site so that I can
rent it when it arrives.

e.g. IT1-US1: First user story of first iteration

 Define Scope
Inputs Tools & Techniques
Project Charter
 Expert judgement Outputs
Project Scope
Requirements  Product analysis
Statement
documentation  Alternatives identification
Project Document
Organizational  Facilitated workshops Updates
Process Assets

Collect Define Create Verify Control

WBS
Requirements Scope Scope Scope
 Project Scope Statement
 Product scope description
 Product acceptance criteria
 Project deliverables
 Project exclusions
 Project constraints
 Project assumptions

As time progresses, the scope of a project should

become more clear and specific

Collect Define Create Verify Control

WBS
Requirements Scope Scope Scope
Create WBS
Inputs Tools & Techniques Outputs
Project scope
statement  Decomposition
Work Breakdown
Requirements
Structure (WBS)
documentation
Organizational WBS Dictionary
process assets

Scope Baseline

Project Document
Updates

Collect Define Create Verify Control

Requirements Scope WBS Scope Scope
 Work Breakdown Structure (WBS)
 A WBS is a deliverable-oriented grouping of the work involved
in a project that defines the total scope of the project
 WBS is a foundation document that provides the basis for
planning and managing project schedules, costs, resources, and
changes
 Decomposition is subdividing project deliverables into smaller
pieces

Example: WBs for developing a

“Training program”
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Approaches to Developing WBSs

1. The analogy approach: review WBSs of similar projects and

tailor to your project.
2. The top-down approach: start with the largest items of the
project (outputs) and break them down (activities, specific task)
3. The bottom-up approach: start with the specific tasks and roll
them up
4. Mind-mapping approach: mind mapping is a technique that
uses branches radiating out from a core idea to structure thoughts
and ideas
WBS can be represented in a
variety of ways: graphical, textual
17 or tabular views
 Sample Mind-Mapping Approach for
Creating a WBS

See
video

It uses branches radiating out from a core idea to structure

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thoughts and ideas
 Exercise
 Create a WBS for building a house

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Intranet WBS 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
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Work Breakdown Structure in a chart
form

New Warehouse

Design - 1 Construction - 2 Commissioning - 3

Structural - 1.1 Concrete Install – 2.1

Steel Package 1.1.1 Steel Install – 2.2

Concrete Package 1.1.2 Drywall Install – 2.3

Architectural – 1.2 1st Floor Package 2.3.1

Floor Layout 1.2.1 2nd Floor Package 2.3.2

Elevations 1.2.2

Door Schedule 1.2.3

Sample Intranet WBS Organized by Phase

24 WBS must also clearly separate the phases by deliverables

 Any question?

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 BREAK
10 minutes

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 Example: the Happyness project

It aims to achieve a continuous

enhancement of the Quality of User
Experience in context-aware
environments (e.g. smart building).

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 Continuous enhancing of
quality of User of experience
HAPPYNESS
Services
“more” personalized

QoS assurance
framework

Emotional Context-aware services platform

information
source can be
gathered and
measured
What are the outcomes of the project?
 Context-dependent QoS measurement framework
 Emotion-aware usability component
 Emotion-aware QoS assurance controller

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 Breakdown
Description into activities Years

Project Management
1 Context-dependent QoS framework PI, PhD student1
1.1 Development of a context–dependent QoS measurement approach Post doct 1,
1.2 Design and implementation a fuzzy aggregation model Scientific programm
1.3 Implementation of an automatic QoS measurement module

2 Emotion-aware usability PI, PhD student2,

2.1 Suitability analysis of existing verbal and non-verbal methods Post doct 2,
2.2 Build an ontology for measuring context–dependent emotions Scientific programm
2.3 Integrate verbal and non-verbal emotion measures
2.4 Extent a dynamic usability model for context-aware environments

3 Emotion-aware QoS assurance framework PI, Post doc 1, Pos

3.1 Implement an autonomic emotion-aware QoS assurance controller Scientific programm
3.2 Sensitivity analysis of scenarios

Empirical research for/in context-aware applications PI, Post doct1,

30 Validation of the fuzzy aggregation model proposed Post doc 2,
Validation of the context-dependent QoS measurement module PhD student1, PhD
 The WBS Dictionary
 Many WBS tasks are vague and must be explained more. So
people know what to do and can estimate how long it will take
and what it will cost to do the work.

 A WBS dictionary is a document that describes detailed

information about each WBS item

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 Advice for Creating a WBS and WBS
Dictionary
 Each WBS item must be documented in a WBS dictionary to ensure
accurate understanding of the scope of work included and
not included in that item

 The WBS must be a flexible tool to accommodate inevitable

changes while properly maintaining control of the work content in
the project according to the scope statement

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Verify Scope
Tools & Techniques
Inputs
Requirements  Inspection
Outputs
Documentation Formal acceptance

Scope statement
Change Requests
Work breakdown
structure
Project Document
Updates

Collect Define Create Verify Control

WBS
Requirements Scope Scope
Scope
 Scope Verification

 Scope verification involves formal acceptance of the completed

project scope by the stakeholders
 Acceptance is often achieved by a customer inspection and then
sign-off on key deliverables

Inspections include activities that allow to determine

whether results conform to requirements.

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 Scope Control

 Goals of scope control are to:

 Influence the factors that cause scope changes
 Assure changes are processed according to procedures
developed as part of integrated change control
 Manage changes when they occur

 Variance is the difference between planned and actual

performance

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 It involves controlling
Controlling Scope changes to the project scope
Tools & Techniques
Inputs Outputs
Scope
Work Performance
Management Plan  Variance analysis
Measures
WBS Organizational
Process Assets
Work Performance
reports Change Requests

Requirements
Documentation Project Management
Plan Updates
Project Document
Updates

Collect Define Create Verify Control

Scope WBS
Requirements Scope
Scope
 Summary

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 Any question?

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 Material
 Information Technology Project Management, Sixth Edition. Chapter 5. (Kathy Schalbe)
 Video about reasons projects fail (12 minutes)
https://youtu.be/4a4ZxOAQifE (Enjoy!!)

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 END!

Dr. Nelly Condori Fernandez

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 Theory

How is organized the course?

Practice

Week Tuesday Thursday

W1 Lesson 1: Project Management Fundamentals Group presentation: Classic Mistakes

Working group: new green/sustainable software
application (Brainstorming)
W2 Lesson2: Project Scope management Group presentation: Project Mandate
Working group: project scope definition
W3 Lesson 3: Selection of an appropriate project Group presentation: Project Scope
approach Working group: WBS at level 2
W4 Guest Lecturer Working group: WBS at level 3 plus lifecycle rationale

W5 Lesson 4: Measurement and Estimation I MIDTERM EXAM

Group Presentation: WBS and lifecycle rational
W6 Lesson 5: Scheduling Group presentation: Measurement and estimation I
Working group: Scheduling

W7 Lesson 6: Estimation II - Software cost Group presentation: Scheduling

Working group: Software cost
W8 Lesson 7: Risk Management Group presentation: Cost estimation, Risk assessment
and planning
Working group: Risk Management

W9: Final exam and presentation

 PROJECT INITIATION PROJECT PLANNING

 Outline of the project  Project Scope

 2-level WBS

Using template
 Development planning
 3-level WBS
 Project Schedule
 Measurement and cost
Estimation
 Risks assessment

Report of your Project plan

 Objectives
1. Describe the process for developing a project scope statement using the
project charter and preliminary scope statement
2. Discuss the scope definition process and work involved in constructing a work
breakdown structure using the analogy, top-down, bottom-up, and mind-
mapping approaches
3. Explain the importance of scope verification and how it relates to scope
definition and control
4. Understand the importance of scope control and approaches for preventing
scope-related problems on information technology projects

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