allforquiz2

Scope Planning

Web Intelligence Solutions from Tera data

"An effective scope management approach fosters open communications and sound decision making to ensure all parties get business value expected from the project"

• Describe how to collect requirements
• Define scope processes.
• Create a requirements trace-ability matrix, project scope statement, and change request form.
• Describe a work breakdown structure (WBS) is
• Compare/contrast methods of developing a WBS.
• Create a WBS for a project
• Set up a WBS in MS Project

Scope Planning Processes

• Collect project requirements
• Define project's scope
• Create a work breakdown structure (WBS)
• Establish change control

Flow of Scope Planning

Plan Scope Management

Plan Scope Management - "the process of creating a scope management plan that documents how the project will be define, validated, and controlled." PMBOK GUIDE

• Total scope = product scope + project scope

Project scope - "the features and functions that characterize a product, service, or result." PMBOK Guide

• Identify and organize all project work

Project scope - "the work performed to deliver a product, service, or result with the specified features and functions." PMBOK Guide

Collect Requirements

• Make sure the project team is absolutely clear on the project objectives

Collect requirements - "the process of defining, documenting, and managing stakeholder needs and requirements to meet project objectives." PMBOK Guide

Gather Stakeholder Input

• Use voice of the customer techniques (VOC)
• Ask questions
• Place yourself in the customer's situation
• State customer desires in operational terms
• Seek a high-level description

What do we not understand about the request?

What is the business reason for the request?

What is the impact of not providing this feature?

What action items need to be accomplished if we do this?

What impact will this have on other parts of the project or elsewhere?

Requirements Trace-ability Matrix

-traceable

-identified

-clear-

-measurable

-prioritized

Define Scope

Define scope - "the process of developing a detailed description of the project and product." PMBOK Guide

• Reasons to Define Scope
• How to Define Scope
• List deliverable and acceptance criteria 
• Establish project boundaries
• Create a project work statement
• How to Define Scope in Agile Projects

Reasons to Define Scope

• All other planning is based on the project scope 
• Aid to preventing scope creep

How to Define scope

• List project deliverable
• Determine acceptance criteria
• Establish project boundaries
• In scope
• Out of scope
• Understand constraints
• Create a Scope Definition

How to Define Scope in Agile Projects

Work Breakdown Structure (WBS)

• What is the WBS?
• Why use a WBS?
• WBS Formats
• Work Packages
• How to Construct a WBS

What is the WBS?

• A tool used to divide project deliverable into smaller pieces
• Identify deliverables
• 
  

What are the components of this deliverable?

• A framework for further planning, execution, and control

Define activity - "the process of identifying the specific actions to be performed to produce  the project deliverables" PMBOK GUIDE

Why use WBS?

• Adds discipline and visibility to project planning
• basic for planning schedule, resources, cost,  quality, and risk
• Useful in determining where and why problems occur
• Helpful in project communications

WBS Formats

• Indented outline
• Organizational chart
• Free format

WBS - Indented Outline Format

WBS in Org Chart Format

WBS in Free Format

Work Packages

• Lowest level element
• Basis for subsequent planning and control

work activities are defined

Schedule is formed

Resources are aligned

Control features are developed

Work packages - "the work defined at the lowest level of the work breakdown structure for which cost and duration can be estimated and managed." PMBOK Guide

Work Packages

• State succinctly in very few words

WBS component - "an entry in the WBS that can be at any level." PMBOK Guide

WBS dictionary - " a document that provides detailed deliverable, activity, and scheduling information about each component in the WBS." PMBOK Guide

Work Package Detail

How to construct a WBS

• Include a subject matter expert (SME)
• Use a top down approach
• Consider WBS from a previous project as a starting point
• Use brainstorming

Steps in WBS Construction

1. Identify major deliverables
2. Divide into smaller deliverables 
3. Continue until deliverables are the right size
4. Review

Identify Major Deliverables

• Organize by project phase
• Facilitates rolling wave planning
• Rolling wave planning -->  quick start 
• Helps avoid:
• Analysis paralysis - never starting anything because the plan is not complete
• Ready, fire, aim - not planning at all

Rolling wave planning - "an iterative planning technque in which the work to be accomplished in the near term is planned in detail, while the work in the future is planned at a higher level." PMBOK Guide

WBS Organization Examples

Work Function Organization

• Allows functions to focus on specific activities
• Does not promote cross-functional discussion
• Extra care required to establish inter-functional communication

Decompose deliverables

• Brainstorm a list of interim and final deliverables (use Post It Notes)
• Assemble deliverables on a large work space
• Group deliverables into related groups

Decomposition = "a technique for dividing and subdividing the project scope and project deliverables into smaller more manageable parts." PMBOK guide

Continue Until deliverables are the right size

Review

• Consider the parent-child concept 
• Have between 3 and 9 child elements for each parent
• Uniquely name each component in the WBS
• Assign a unique number to each component

Establish Change Control

• Projects are conducted in an atmosphere of uncertainty
• Plans must be made for dealing with change

Change control

 system - "approved set of procedures that describes how modifications to the project deliveraables and documentation will be managed and controlled." PMBOK Guide

Baseline - "the approved version of a work product that can be changed only through formal change control procedures and is used as a basis for comparision." PMBOK Guide

• Document potential changes to a project with a change request 
• Every change to a project must be formally proposed

Change request - "a formal proposal to modify any document, deliverable, or baseline." PMBOK Guide

Change request Form

Using MS Project for Work Breakdown Structures  (WBS)

• Set Up the WBS

Understand WBS definitions and displays.

Enter summaries.

Create the outline for your WBS. Insert row number column.

Hide (or show) the desired amount of detail.

Step 1. Understand WBS displays and definition

• Summaries are display:
• Tables as an outline
• Gantt view

Step 2. Enter WBS Elements (Summaries)

Step 3. Create the Outline for your (WBS)

Step 4. Insert Row Number Column

• Project will automatically number summaries
• Right-click the Task Name heading
• Insert - Column - WBS

Ready to Insert WBS Column

WBS Column Inserted

Step 5. Hide (or Show) Underlying Detail

Summary

• Use scope planning to determine interim deliverables and work to perform
• Organize scope into work breakdown structure (WBS).
• Decompose the project into smaller and smaller pieces.
• Assign WBS components
• Create the project by hand or use MS Project to create the WBS

Work Breakdown Structure Template

• Management and Technical activities for banks in South Africa

Scheduling Projects

Web-based software implementations

"Establishing scope that can be accomplished in a 30 - to 60-day schedule helps our clients get started using their web-based applications faster..Project planning for the future becomes more realistic, improving the odds of success.

• Describe project schedule limitations and how to deal with them
• Describe potential problems in estimating time accurately and how to overcome them
• Use the activity on node (AON) method to develop a project schedule.
• Describe project schedule limitations and how to deal with them
• Describe potential problems in estimating time accurately and how to overcome them
• Use the activity on node (AON) method to develop a project schedule
• Describe how to adjust a project's sequence logic
• Identify the critical path using prescribed methods
• Depict a project schedule

Plan Schedule Management

• Building blocks of a project schedule are activities

Plan Schedule Management

Project time management processes

1. Plan schedule management
2. Define activities
3. Sequence activities
4. Estimate activity resources
5. Estimate activity duration
6. Develop schedule
7. Control schedule

Adapted from PMBOK guide

Purposes of a Project Schedule

What is the earliest a particular activity can start, and when will it end?

What activity must begin before which other activities can take place?

When will the project be complete?

What would happen if a delivery of material was one week late?

Can a key worker take week vacation the first week of march?

If one worker is assigned to do two activities, which one must go first?

 How many hours do we need from each worker next week or month?

Which worker or other resource is a bottle neck, limiting the speed of our project?

What will the impact be if the client wants to add another module?

If I am willing to spend an extra $10,000, how much faster can the project be completed?

Are all of the activities completed that should be by now?

Historical Development of Project Schedules

• Scheduling as a result of competition
• Program Evaluation and Review Technique (PERT) and Critical Path Method (CPM) – 1 950s
• Identify activities
• Determine their logical order
• Estimate the duration of each activity

Critical Path Method (CPM) – “a method used to estimate the

minimum project duration and determine the amount of scheduling flexibility on the logical network paths within the schedule model." PMBOK Guide

PERT

• Estimate most likely time needed to complete a project
• Estimate level of confidence in completing a project in a particular time
• Useful in (R&D) projects

DEPARTMENT OF THE 

NAVY POLARIS 

WEAPONS SYSTEM

CPM

DUPONT

ENGINEERING 

SERVICES

DIVISION

• Used to plan very large projects
• Used single time estimates for Used single time estimates for each activity
• Focus on longest sequence of Focus on longest sequence of activities
• Used to determine how to complete a project early
• Useful in the construction industry

Activity Activity () on Node on Node (AON) or Precedence or Precedence
Diagramming Method (PDM)

Precedence Diagramming Method (PDM) – “a technique in which

the scheduled activities are represented by nodes and are graphically 

linked by one or more logical relationships to show the sequence in by one or more logical relationships to show the sequence in

which the activities are performed” PMBOK® Guide

5 Factors Limit Project Completion

1. Logical order in which activities need to be completed to be completed
2. How long each activity will take
3. How many key resources are  available at specific points in the project
4. Imposed dates Imposed dates
5. Cash flow

Creation of Project Schedules

• Identify all activities
• Determine logical order Determine logical order
• Assign resources to each activity
• Estimate time required for that activity
• Compare schedule with imposed Compare schedule with imposed dates
• Consider project budget and cash Consider project budget and cash flow, quality demands, and risk factors

The Project Manager’s Responsibility

• Resist pressure to dictate a schedule
• Determine a schedule that is possible Determine a schedule that is possible
• Persuade stakeholders that the scheduled make sense
• Deliver the project according to the agreed-upon schedule

Define Activities

• WBS with WBS with deliverables only

• Don’t omit activities
• Activity sequencing may uncover Activity sequencing may uncover missing activities
• The schedule will not be approved until all related planning is in place

• Avoid adding activities after the final  schedule is approved 
• Use previous projects, templates, or checklists as a starting point checklists as a starting point

List Project Milestones List Project Milestones

• Completion of a major deliverable
• Completion of a critical activity
• Prior to a large financial commitment
• Merging point in the project schedule

WBS with Milestone List

Sequence Activities