Scope Planning

Scope Planning

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"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