2.

Project Scope management

Project Scope:

Project scope can be described as "the work that needs to be accomplished to deliver the End
Result (product or service or other project's objectives) with the specified features and
functions that includes meetings, reports, analysis and all the other parts of Project
Management.

Project Scope Management

- Project Scope Management includes the processes required to ensure that the project
includes all the work required, and only the work required, to complete the project
successfully.
- Managing the project scope is primarily concerned with defining and controlling what is and
is not included in the project.
- Scope Management Plan Provides guidance on how project scope will be defined,
documented, verified, managed, and controlled by project management team

Monitoring and
Initiation Planning Execution Closing
Controlling

2.1. Collect 2.4. Verify Scope.

Requirements. 2.5.Control Scope
Processes
2.2. Define Scope.
2.3. Create WBS.

2.1 Collect Requirements

- Collect Requirements is the process of defining and documenting stakeholders needs to meet
the project objectives. The projects success is directly influenced by the care taken in capturing
and managing project and product requirements.

Inputs Tools & Techniques Outputs

- Project charter. - Interviews - Requirements

- Stakeholder - Focus groups documentation
register. - Facilitated workshops - Requirements
- Group creativity techniques management plan
- Group decision making techniques - Requirements
- Questionnaires and surveys traceability matrix

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
 - Observations & Prototypes

Inputs

Project Charter:

- The project charter is used to provide the high-level project requirements and high-
level product description of the project so that detailed product requirements can
be developed.

Stakeholder Register

- It is primarily concerned with authorizing the project /phase. It links project to the
ongoing work of the organization

Tools and techniques

Interviews; an interview is a formal or informal approach to discover information from

stakeholders by talking to them directly. It is typically performed by asking prepared and
spontaneous questions and recording the responses.
Focus groups; Focus groups bring together pre-qualified stakeholders and subject matter
experts to learn about their expectations and attitudes about a proposed product,
service, or result.
Facilitated Workshops; Workshops are focused sessions that bring key cross-functional
stakeholders together to define product requirements.
Group Creativity Techniques; Group activities can be organized to identify project and
product requirements like;

- Brainstorming,
- Nominal group technique: enhance brainstorming with voting and ranking
- Delphi Technique: some expert answer questionnaire and give anonymity
feedback

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
 - Idea/mind mapping,
- Affinity Diagram: (Requirement sorted into groups by similarities)

Group Decision Making Techniques; Group decision making is an assessment process of

multiple alternatives with an expected outcome in the form of future actions resolution.
Questionnaires and Surveys; Questionnaires and surveys are written sets of questions
designed to quickly accumulate information from a wide number of respondents.
Observations; Observations provide a direct way of viewing individuals in their
environment and how they perform their jobs or tasks and carry out processes.
Prototypes; Prototyping is a method of obtaining early feedback on requirements by
providing a working model of the expected product before actually building it.

Outputs

Requirements Documentation; Requirements documentation describes how individual

requirements meet the business need for the project.
Requirements Management Plan; It describes how requirements will be analyzed,
documented, and managed throughout the project.
Requirements Traceability Matrix; The requirements traceability matrix is a table that links
requirements to their origin and traces them throughout the project life cycle. It
provides a structure for managing changes to the product scope.

Balance Stakeholders Requirement

- There is a need to balance stakeholders requirement.

- Some issue are so complex they cannot be resolved by PM alone
Facilitate the resolution of competing requirement, consider:
business case,

project charter,

project scope statement,

project constraints
What you can do:

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
 Conflict resolution, team building, meeting, problem solving skills,
escalation, approval from stakeholder
- Stakeholder request to do or add something that is not related to the reason of project
created should be rejected!

2.2 Define Scope

- Process of developing a detailed description of the project and product

Project scope statement may includes product scope, deliverables, product
acceptance criteria, out of scope, additional risk, constraints & assumptions

It Concerns with what is and is not included in the project and its deliverables.

You should maintain a realistic schedule and budget that can achieve the projects
scope.

Iteration process should be done to maintain it.

Looking for options to adjust the project

Inputs Tools & Techniques Outputs

Project charter Expert judgment Projects scope

Requirements Product analysis statement
documentation Alternatives Project document
Organizational process identification updates
assets Facilitated workshops

Inputs

Project Charter; the project charter provides the high-level project description and
product characteristics.
Requirements Documentation; describes how individual requirements meet the business
need for the project.

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
 - Such documents must be;

Specific (Unambiguous)
Measurable (How will we know we have finished?)
Achievable (Can we do it?)
Relevant (Is it the right thing to do?)
Timed (When will we do it?)

Organizational Process Assets; Organizational process assets includes but are not limited
to Policies, procedures, templates for a project scope statement, Project files and
experiences learned from previous phases or projects.

Some of the Tools and Techniques

- Product analysis

It includes techniques such as product breakdown. Systems analysis, requirements

analysis, systems engineering, value engineering, and value analysis.
Analyze the objective and description of the product stated by the
customer/sponsor and turn them into tangible deliverables.

- Identifying alternatives; is a technique used to generate different approaches to execute

and perform the work of the project.
- Workshops; are considered a primary technique for quickly defining cross functional
requirements and reconciling stakeholder differences.

Outputs

The project scope statement

- Means the projects deliverables and the work required to create those deliverables. It
may contain explicit scope exclusions that can assist in managing stakeholder
expectations.
- Along with the WBS and WBS dictionary, comprise the scope baseline is part of project
management plan.

- May includes:
Product scope
Deliverables

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
 Product acceptance criteria
What is not part of the project (out of scope)
Additional risks
Constraints and assumptions

Project documents; that may be updated include, but are not limited to Stakeholder
register, Requirements documentation, and Requirements traceability matrix.

2.3 Create WBS

- Process of subdividing project deliverables and project work into smaller, more manageable
components.

Inputs Tools & Techniques Outputs

- Project scope - Decomposition - WBS

statement. - WBS dictionary
- Requirements - Scope baseline
documentation - Project document
- Organizational process updates
assets
Note;

- WBS does not show dependencies

- Dividing work package into activities is part of the time management
process (Define Activities).

Inputs

The project scope statement means the projects deliverables and the work required to
create those deliverables.
Requirements documentation describes how individual requirements meet the
business need for the project.

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
 The organizational process assets that can influence the Define Scope process include,
but are not limited to Policies, procedures, templates for the WBS, Project files and
Lessons learned from previous projects.

Tools and Techniques

Decomposition is the subdivision of project deliverables into smaller, more manageable

components until the work and deliverables are defined to the work package level.

Outputs

The WBS is a deliverable-oriented hierarchical decomposition of the work to be

executed by the project team to accomplish the project objectives and create the
required deliverables.
The WBS dictionary is a document generated by the Create WBS process that supports
the WBS.
The scope baseline is a component of the project management plan it include Project
scope statement, WBS, and WDS dictionary
Project documents that may be updated include, but are not limited to requirements
documentation.

Notes Regarding Creating WBS;

- WBS includes the project management works.

- Work package is the lowest level WBS component which can be scheduled, cost
estimated, monitored and controlled.
- WBS Structure can be organized by;
Phases
Major deliverables
Subprojects e.g. contracted work
- WBS dictionary provides more detailed components, e.g. description of work,
responsible organization, acceptance criteria
- Agreed Scope baseline includes project scope statement, WBS, WBS dictionary
- 100% Rule: WBS includes 100% of the work defined by project scope and captures ALL
deliverables (external, internal, interim) in term of work to be completed including
project management.

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
 WBS Sample

WBS Dictionary Sample

- Includes (but not limited to):

Statement of Work
List of Schedule Milestones.
Quality requirements
Acceptance criteria
Description of Work
Responsible Organization.
Technical references
Contract Information
Resource Required
Cost Estimates
Associated Schedule Activities.

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
2.4 Verify Scope

- Process of formalizing acceptance of the completed project deliverables.

Inputs Tools & Techniques Outputs

- Project management plan - Inspection - Accepted deliverables

- Requirements documentation - Change requests
- Requirements traceability - Project document updates
matrix
- Validated deliverables

Verify Scope

- Different from quality control which concerned with correctness of deliverables. It

can be performed before or parallel
- NOT making sure you have the right scope during project planning but, to gain
formal acceptance of deliverables during monitoring and control.

Inputs

The project management plan contains the scope baseline; Components of the scope
baseline include Project scope statement, WBS, and WBS dictionary.
Requirements documentation describes how individual requirements meet the
business need for the project.
The requirements traceability matrix is a table that links requirements to their origin
and traces them throughout the project life cycle. It provides a structure for managing
changes to the product scope.
Validated deliverables have been completed and checked for correctness by the
Perform Quality Control process.

Tools and Techniques

Inspection includes activities such as measuring, examining, and verifying to determine

whether work and deliverables meet requirements and product acceptance criteria.

Outputs

Deliverables that meet the acceptance criteria are for many signed out and approved by
the customer or sponsor.
The change requests are processed for review and disposition through the Perform
Integrated Change Control process.

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
 Project documents that may be updated as a result of the Verify Scope process include
any documents that define the product or report status on product completion.

2.5 Control Scope

- Process of monitoring the status of the project and product scope and managing changes to the
scope baseline
The cause and degree of variance relative to the scope baseline
Decide corrective/preventive action required

Inputs Tools & Techniques Outputs

- Project management plan - Variance analysis - Work performance

- Work performance information measurements
- Requirements traceability matrix - Organizational process
- Organizational process assets assets updates
- Change requests
- Project management plan
updates
- Project document
updates

Inputs

The project management plan can be defined as a formal, approved document that
defines how the project is executed, monitored and controlled. It contains Scope
baseline, Scope management plan, Change management plan, Configuration
management plan, and Requirements management plan to control scope:
Work Performance Information; Information about project progress, such as which
deliverables have started, their progress and which deliverables have finished.
Requirements documentation describes how individual requirements meet the business
need for the project.
Requirements Traceability Matrix; It is a table that links requirements to their origin and
traces them throughout the project life cycle. It provides a structure for managing
changes to the product scope.
The organizational process assets that can influence the Control Scope process Include but
are not limited to existing formal and informal scope control-related policies,
procedures, and guidelines.

Tools and Techniques

1. Variance Analysis

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD
 Project performance measurements are used to assess the magnitude of variation from
the original scope baseline.

Outputs

Work Performance Measurements can include planned vs. actual technical performance
or other scope performance measurements. This information is documented and
communicated to stakeholders.
Organizational process assets that may be updated include, but are not limited to causes
of variances, corrective action chosen and the reasons.
Change Requests; analysis of scope performance can result in a change request to the
scope baseline or other components of the project management plan.
Project Management Plan Updates

Scope Baseline Updates. If the approved change requests have an effect upon
the project scope, then the scope statement the WBS and the WBS dictionary
are revised and reissued to reflect the approved changes.
Other Baseline Updates. If the approved change requests have an effect on the
project scope, then the corresponding cost baseline and schedule baselines are
revised and reissued to reflect the approved changes.

Project Document Updates; Project documents that may be updated include, but are
not limited to requirements documentation, and requirements traceability matrix.

By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP, DIT, MCAD