MBP1123 Project Scope, Time and Cost Management Prepared by Dr Khairul Anuar

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1 MBP1123 Project Scope, Time and Cost Management Prepared by Dr Khairul Anuar L2 Project Scope Management

2 Project Scope Management Scope initiation/planning Scope definition Issue Identification/ Create WBS Environmental impact assessment & analysis/ Scope Verification Screening & selection/ Scope Control 1

3 Project Scope Management (PSM) PSM includes the required processes to ensure that the project incudes only all the work required to complete the project successfully. There are 5 processes for PSM: 1- Scope Planning 2- Scope Definition 3- Create WBS 4- Scope Verification 5- Scope Control 2

4 Project Scope Management - Process Flow Diagram 3

5 What means Scope? In the project context, the term scope can refer to: Product Scope : The features and functions that characterize a product, service, or outcome. Project Scope : The work that needs to be accomplished to deliver a product, service, or result with the specified features and functions. 4

6 Project Scope Management Plan This plan describes how the team will: Define the project scope, Develop the detailed project scope statement, Define and develop the work breakdown structure, Verify the project scope, and Control the project scope. 5

7 Scope Planning - Inputs 1. Enterprise environmental factors: Some items such as the organization s culture, infrastructure, tools, human resources, personnel policies, market place and so on. 2. Organizational Process asset: Formal and informal policies, procedures, and guidelines 3. Project Charter: A document that formally authorizes a project or project phase. 4. Preliminary project scope statement: A high level scope narrative 5. Project management plan: The necessary actions to define, prepare, integrate and coordinate all the subsidiary plans. 6

8 Scope Planning Tools & Techniques 1. Expert Judgement: How equivalent projects have managed scope 2. Templates, Forms, Standards: Templates such as work breakdown structure templates, scope management plan templates, and project scope change control forms. 7

9 Scope Planning - Outputs The components of project management plan include the processes: 1. To prepare a detailed project scope 2. To enable the creation of WBS from the detailed scope statement 3. To specify how formal verification and acceptance of the completed project deliverables will be obtained. 4. To control how request for changes to the detailed scope statement will be processed 8

10 Scope Definition - Inputs 1. Organizational Process assets: Formal and informal policies, procedures, and guidelines 2. Project Charter: A document that formally authorizes a project or project phase. 3. Preliminary project scope statement: A high level scope narrative 4. Project management plan: The necessary actions to define, prepare, integrate and coordinate all the subsidiary plans. 5. Approved Changes Requests: These requests can cause a change to project scope, project quality, estimated costs, or project schedule 9

11 Scope Definition Tools & Techniques 1. Product Analysis: Accepted methods for translating project objective into tangible deliverables and requirements. Some techniques like product breakdown, system analysis, system engineering, value engineering and so on. 2. Alternatives Identification: A technique used to generate different approaches to execute and perform the work of the project, such as brainstorming. 3. Expert Judgement: The experts opinion which can be used to develop portions of the detailed scope statement. 4. Stakeholder Analysis: Identifying the influence and interests of the various stakeholders and documenting their needs and expectations. 10

12 Scope Definition Outputs Project Scope Statement: Describes the project deliverables and the required work to create them in detail. 2. Project Objectives: measurable success criteria. 3. Product Scope Description: characteristics of the product, service or result that the project is undertaken. 4. Project Requirements: The conditions or capabilities that must be met by deliverables. 5. Project Boundaries: It states what is included within the project and what is excluded from the project. 6. Project Deliverables: Product or services of the project. 7. Product Acceptance Criteria: Criteria for acceptance of the products 11

13 Scope Definition Outputs Project Constraints: Specifying the limitations for team s options. 9. Project Assumptions: Describe associated assumption with the project scope. 10. Initial Project Organization: Identifying team members, stakeholders and documenting the project organization. 11. Initial Defined Risks: Identify the known risks. 12. Schedule Milestones: Placing impose date 13. Fund Limitation: Specify any limitation upon funding. 14. Cost Estimate: Estimating overall cost which usually is preceded by a modifier 12

14 Scope Definition Outputs Project Configuration Management Requirements: Describe the level of configuration management and change control to be implemented. 16. Project Specifications: Identify the specification documents with which the project should comply 17. Approval Requirements: Can be applied to items such as project objectives, deliverables, documents, and work. 13

15 Create WBS The Work Breakdown Structure (WBS) is a deliverable-oriented hierarchical decomposition of the work to be executed by the project team, to accomplish the project objectives. The WBS represent the work specified in the current approved project scope statement. 14

16 Create WBS - Inputs 1. Organizational Process assets: Formal and informal policies, procedures, and guidelines 2. Project Scope Statement: A document that describes the project deliverables and the required work to create them in detail. 3. Project Scope Management Plan: The necessary actions to define, prepare, integrate and coordinate all the subsidiary plans. 4. Approved Changes Requests: These requests can cause a change to project scope, project quality, estimated costs, or project schedule 15

17 Create WBS Tools & Techniques 1. Work Breakdown Structures Templates: Although each project is unique, a WBS from previous projects can often be used as a template for new projects. 2. Decomposition: Subdivision of project deliverables into smaller and more manageable components until the work package level. Decomposition involves the following activities: 2-1- Identifying the deliverables and related works 2-2- Structuring and organizing the WBS 2-3- Decomposing the upper levels into detailed levels 2-4- Developing identification codes to the components 2-5- Verifying the degree of decomposition of the work if it is necessary and sufficient 16

18 Create WBS Outputs 1. Project Scope Statement: If approved change requests result from the create WBS process, then the scope statement is updated to include those approved changes. 2. Work Breakdown Structure : The actual WBS. Other structures are OBS, BOM, RBS, and RBS. 3. WBS Dictionary: A companion document to the WBS including a code of account identifier, a statement of work, responsible organization, and a list of schedule milestones. 4. Scope Baseline: Contains Scope statement, its associated WBS and WBS dictionary. 5. Project Scope Management Plan (Updates): If approved change requests result from the create WBS process, then the scope management plan may need to be updated to include approved changes. 6. Requested Changes: Probably generated from the create WBS. 17

19 Other WBSs Other structures are OBS, BOM, RBS, and RBS. - Organizational Breakdown Structure (OBS) : A hierarchically organized depiction of the project organization so that the work packages can be related to the performing organizational units. - Bill of Materials (BOM) : A hierarchical tabulation of the physical assemblies, subassemblies and components needed to manufacture the products. - Risk Breakdown Structure (RBS) : A hierarchically organized depiction of the identified project risks - Resource Breakdown Structure (RBS) : A hierarchically organized depiction of the resources by type. 18

20 Scope Verification The Process of obtaining the stakeholders formal acceptance of the completed project scope and associated deliverables. Scope verification includes reviewing the deliverables to ensure about satisfactory completion of each work. 19

21 Scope Verification - Inputs 1. Project Scope Statement : Describes the project deliverables to be reviewed and product acceptance criteria. 2. WBS Dictionary : A companion document to the WBS including a code of account identifier, a statement of work, responsible organization, and a list of schedule milestones. 3. Project Scope Management Plan : The necessary actions to define, prepare, integrate and coordinate all the subsidiary plans. 4. Deliverables : Those that have been fully or partially completed and are an output of the project. 20

22 Scope Verification Tools & Techniques 1- Inspection : Include activities such as measuring, examining, and verifying to determine whether work and deliverables meet requirements acceptance criteria. 21

23 Scope Verification Outputs 1. Accepted Deliverables: Those completed deliverables that have been accepted. 2. Request Changes: Requested changes may be generated from the scope verification process, and are processed for review and disposition through the integrated change control process. 3. Recommended Corrective Actions: Documented recommendations that reduce probability of negative consequences associated with project risks. 22

24 Scope Control Inputs Project Scope Statement: Along with its WBS and WBS dictionary 2. WBS: deliverable-oriented hierarchical decomposition of the work to be executed by the project team, to accomplish the project objectives. 3. WBS Dictionary: A companion document to the WBS including a code of account identifier, a statement of work, responsible organization, and a list of schedule milestones. 4. Project Scope Management Plan: The necessary actions to define, prepare, integrate and coordinate all the subsidiary plans. 23

25 Scope Control Input Performance Reports : Provide information on work performance, such as interim deliverables that have been completed. 6. Approved Changes Request : Any modification to the agreed-upon project scope baseline. 7. Work Performance Information: Information on status of project activities including : - Schedule progress - completed deliverables until the time of report - started activities - cost authorized and incurred 24

26 Scope Control Tools & Techniques 1. Change Control System: Defines the procedure of changing the scope and product 2. Variance Analysis: These kind of measurements are used to assess the magnitude of variation. Determining the cause of variance is important. 3. Replanning: The required modification on the WBS and WBS dictionary regarding approved changes of scope. 4. Configuration Management System: Provide procedures for the status of deliverables and assures that requested changes are thoroughly considered. 25

27 Scope Control Outputs Project Scope Statement (Updates): Revised version regarding the approved changes. 2. WBS (Updates): Revised version regarding the approved changes. 3. WBS Dictionary (Updates): Revised version regarding the approved changes. 4. Scope Baseline (Updates): The approved detailed project scope statement. 5. Requested Changes: As the result of scope control for review and disposition in line with scope statement. 26

28 Scope Control Outputs Organizational Process Assets (Updates): Updating historical database of the organizational process assets related to the causes of variances, the reasoning behind the corrective actions and other type of lesson learned. 8. Project Management Plan (Updates): Revising and reissuing document, cost and schedule baseline regarding the approved change requests which haves effects on the project scope. 27

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