Defining Project Scope

Transcription

1 Defining Project Scope Casey Ayers PMP MBA linkedin.com/in/caseyayers PMP is a registered mark of the Project Management Institute, Inc.

2 Module Overview Overview Project Scope Management Product scope vs. project scope Scope baseline components Overview of Project Scope Management Processes The Plan Scope Management Process

3 The Define Project Scope Process

4 the process of developing a detailed description of the project and product. Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition, Project Management Institute, Inc., 2013, Page 120

5 Project s

6 s Included in Scope

7 Project Scope Set 1 Set 2 Set 3 Detailed descriptions of each requirement are included

8 Define Project Scope Planning Project Scope Management Good time to return to early project resources like the project charter Curate requirements to align with core goals and expectations Should be possible to define and describe scope with more detail given information learned up to now

9 Define Project Scope Planning Project Scope Management Existing risk profiles, assumptions and constraints should be analyzed Changes and additions should be made to assumptions as needed

10 Define Project Scope Planning Project Scope Management High-level vision should be as close to final as possible for entirety of scope Must be revisited throughout project to progressively add detail and make changes when necessary

11 The Project Scope Statement

12 The Project Scope Statement Describes project scope, major deliverables, assumptions and constraints Details project deliverables and required work to achieve objectives Enables common understanding of project scope across all key stakeholders

13 The Project Scope Statement May specifically mention scope exclusions when helpful Guides execution of project work Provides a baseline for control of project work

14 Project Scope Statement Components Product Scope Description Acceptance Criteria Deliverables Project Exclusions Focuses on the features, functionality and characteristics of the project s end result What conditions must be met for the project to be considered complete and for deliverables to be accepted? Product or result of project. Must be unique and measurable in some capacity to ensure acceptance criteria can be set in advance Specific list of any requirements that will not be included in scope, where applicable; helpful in keeping expectations clear

15 Project Scope Statement Components Constraints Assumptions Internal and external. Budgets, deadlines and milestones all constraints. Contractual provisions most often considered constraints Key factors accepted as accurate during project planning without proof. Includes information on impacts of assumptions being proven wrong. Greater detail = greater control

16 Project Scope Statement Project Charter Project scope description Acceptance criteria Project deliverables Project exclusions Project constraints Project assumptions Project purpose or justification Measurable project objectives and related success criteria High-level requirements High-level project description High-level risks Summary milestone schedule Summary budget Stakeholder list Project approval requirements Assigned project manager, responsibility and authority level Name and authority of the sponsor or other person(s) authorizing the project charter More Detail Broader Overview Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition, Project Management Institute, Inc., 2013, Table 5-1, Page 124

17 Inside the Define Project Scope Process

18 Define Project Scope Planning Project Scope Management Inputs Scope Management Plan Project Charter s Documentation Organizational Process Assets Tools & Techniques Expert Judgment Product Analysis Alternatives Generation Facilitated Workshops Outputs Project Scope Statement Project Documents Updates

19 Define Project Scope Inputs T&Ts Outputs Scope Management Plan: Informs how requirements were collected and how scope should be defined Outlines the level of detail that should be included in scope statement

20 Define Project Scope Inputs T&Ts Outputs Project Charter: High-level description and core characteristics serve as a valuable compass Often includes acceptance information useful in crafting approval guidelines

21 Define Project Scope Inputs T&Ts Outputs s Documentation: Sorts requirements by type, provides assumptions and assists in prioritizing requirements Key to determining which requirements make the cut to become part of final project scope

22 Define Project Scope Inputs T&Ts Outputs Organizational Process Assets: Policies, procedures and templates Previous project files Lessons learned knowledge base

23 Define Project Scope Inputs T&Ts Outputs Expert Judgment: Used to analyze requirements and information. Most useful when reviewing technical requirements and details Consultants Industry groups Others within the organization Professional and technical associations Stakeholders, customers and sponsors Subject matter experts

24 Define Project Scope Inputs T&Ts Outputs Product Analysis: Most useful when a project s output is a product, not a service or other result Product breakdown s analysis Systems analysis Systems engineering Value analysis Value engineering

25 Define Project Scope Inputs T&Ts Outputs Alternatives Generation: Used to develop options related to project execution. Can be useful in ensuring scope and processes present an efficient path to the project s objectives Brainstorming Lateral thinking Analysis of alternatives

26 Define Project Scope Inputs T&Ts Outputs Facilitated Workshops: Helps in building common agreement and understanding of project objectives across functional areas Also helpful in building consensus about what should not be included in project scope

27 Define Project Scope Inputs T&Ts Outputs Project Scope Statement: Key output of this process, serving as the final word on project goals and parameters Product scope description Acceptance criteria Deliverable information Project exclusions Constraints and assumptions

28 Define Project Scope Inputs T&Ts Outputs Project Document Updates: Refinement and finalization of scope often affects Stakeholder register s documentation s traceability matrix

29 Module Review: Defining Project Scope Filters requirements Provides order and prioritization Adds detail to each included requirement May be progressively elaborated, though highlevel requirements for whole project should be included at the outset

30 Module Review: Project Scope Statement Describes project scope, major deliverables, assumptions and constraints Fosters common understanding of project scope by all key stakeholders Guides execution and control of project work

31 Module Review: Define Project Scope Inputs include scope management plan, project charter, requirements documentation and organizational process assets Tools & Techniques include expert judgment, product analysis, alternatives generation and facilitated workshops Outputs include the project scope statement and project documents updates

32 Creating a Work Breakdown Structure