Project Scope Management

Scope Management
 PMBOK – “Includes the process 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 what is not
included in the project.”
Process Name Project Management Process Group Key Outputs

Scope Management plan

Plan Scope Management Planning
Requirement Management Plan

Requirements Documentation
Collect Requirements Planning
Requirements Traceability Matrix

Define Scope Planning Project Scope Statement

Create WBS Planning Scope Baseline

Accepted Deliverables
Validate Scope Monitoring and Controlling
Work Performance Information

Change Request
Control Scope Monitoring and Controlling
Work Performance Information
Scope Terms
 Product Scope - features and functions that characterize a
product, service, or result
 Project Scope - the work that is needed to be accomplished to
deliver a product, service, or result with specified features and
functions.
 Prevent Gold Plating, which is doing extra work not in the scope.
 Prevent Scope creep, which are unauthorized work added to the
scope.
 PROCESS GROUPS & KNOWLEDGE AREAS
Project Management Process Groups
Knowledge
Areas Monitoring &
Initiating Planning Executing Controlling Closing
Project Develop Project Charter Develop Project Management Plan Direct and Manage Project Work Monitor and Control Project Work Close Project or Phase
Integration Manage Project Knowledge Perform Integrated Change Control
Management
Plan Scope Management Validate Scope
Project
Collect Requirements Control Scope
Scope
Define Scope
Management
Create WBS
Plan Schedule Management Control Schedule
Project Define Activities
Schedule Sequence Activities
Management Estimate Activity Durations
Develop Schedule
Project Plan Cost Management Control Costs
Cost Estimate Costs
Management Determine Budget
Project Plan Quality Management Manage Quality Control Quality
Quality
Management
Project Plan Resource Management Acquire Resources Control Resources
Resource Estimate Activity Resources Develop Team
Management Manage Team
Project Plan Communications Management Manage Communications Monitor Communications
Communications
Management
Plan Risk Management Implement Risk Responses Monitor Risks
Project Identify Risks
Risk Perform Qualitative Risk Analysis
Management Perform Quantitative Risk Analysis
Plan Risk Responses
Project Plan Procurement Management Conduct Procurements Control Procurements
Procurement
Management
Project 13.1 Identify Stakeholders Plan Stakeholder Engagement Manage Stakeholder Engagement Monitor Stakeholder Engagement
Stakeholder
Management
Project Management Plan
Project Plan Process Where Made
Scope Management Plan Plan Scope Management
Requirement Management Plan Plan Scope Management
Schedule Management Plan Plan Schedule Management
Cost Management Plan Plan Cost Management
Quality Management Plan Plan Quality Management
Resource Management Plan Plan Resource Management
Communication Management Plan Plan Communications Management
Risk Management Plan Plan Risk Management
Procurement Management Plan Plan Procurement Management
Stakeholder Management Plan Plan Stakeholder Management
Change Management Plan Develop Project Management Plan
Configuration Management Plan Develop Project Management Plan
Scope Baseline Create WBS
Schedule Baseline Develop Schedule
Cost Baseline Determine Budget
Performance Measurement Baseline Develop Project Management Plan
Project Life Cycle Description Develop Project Management Plan
Development Approach Develop Project Management Plan
Plan Scope Management
 Process of creating a scope management plan that documents
how the project and product scope will be defined, validated, and
controlled.
 Guidance and direction on how scope will be managed throughout
the project
Plan Scope Management - ITTO

INPUTS TOOLS AND TECHNIQUES OUTPUTS

1.Project Charter
1.Expert Judgment 1.Scope Management Plan
2.Project Management Plan
2.Data Analysis 2.Requirements Management Plan
a.Quality Management Plan
a.Alternatives Analysis
Project Life Cycle Description
3.Meetings
a.Development Approach
1.Enterprise Environmental Factors
2.Organizational Process Assets
Plan Scope Management - Inputs
 Project Charter
 Project Management Plan
 Quality Management Plan
 Project Life Cycle Description
 Development Approach

 Enterprise Environmental Factors

 Org. Process Assets
Plan Scope Management - Tools
 Expert Judgment
 Data Analysis
 Meetings
Plan Scope Management - Output
 Scope Management Plan
 How the scope will be defined, developed, monitored, controlled and
verified
 Process for preparing & maintaining Scope Statement, WBS
 How changes request to the scope statement will be process

 Requirement Management Plan

 How the requirements will be analyzed, documented and managed.
 Traceability structure to reflect which requirements need to be captured on
the traceability matrix
Collect Requirements
 Process of determining, documenting, and managing stakeholder
needs and requirements to meet objectives.
 Process plays a significant role in the success of the overall project
since project schedule, budget, risk factors, quality specifications,
and resource planning are closely linked to the requirements
 Collect Requirements - ITTO

TOOLS AND TECHNIQUES

1.Expert Judgment
2.Data Gathering
a.Brainstorming OUTPUTS
INPUTS
b.Interviews 1.Requirements Documentation
1.Project Charter
c.Focus Groups 2.Requirements Traceability Matrix
2.Project Management Plan
a. Scope Management Plan d.Questionnaires and Surveys
b.Requirements Management Plan e.Benchmarking
c.Stakeholder Engagement Plan 3.Data Analysis
3.Project Documents a.Document Analysis
a.Assumption Log 4.Decision Making
b.Lessons Learned Register a.Voting
c.Stakeholder Register b.Multicriteria Decision Analysis
4.Business Documents 5.Data Representation
a.Business Case a.Affinity Diagrams
5.Agreements b.Mind Mapping
6.Enterprise Environmental Factors 6.Interpersonal and Team Skills
7.Organizational Process Assets a.Nominal Group Technique
b.Observation/Conversation
c.Facilitation
7.Context Diagram
8.Prototypes
Collect Requirements - Inputs
 Project Charter
 Project Management Plan
 Scope Management Plan
 Requirements Management Plan
 Stakeholder Engagement Plan
 Project Documents
 Assumption Log
 Lessons Learned Register
 Stakeholder Register
 Business Documents
 Business Case
 Agreements
 Enterprise Environmental Factors
 Organizational Process Assets
Collect Requirements - Tools
 Expert Judgement
 Data Gathering
 Brainstorming
 Interviews
 Focus Groups
 Questionnaires and Surveys
 Benchmarking
 Data Analysis
 Analyzing documents, agreements, policies,
proposals, or business plans
Collect Requirements - Tools
 Decision Making
 Voting, Autocratic, Multicriteria Decision Analysis
 Data Representation
 Idea / Mind Mapping - Ideas gather through brainstorming are map together to discover new considerations
and conception variations
 Affinity Diagram - Large ideas that are grouped and sorted together for further review and analysis.

Mind Mapper for Brainstorm

https://www.mindvectorweb.com/blog/mind-mapping-for-brainstorming/
Richa Shaily, Oct 1, 2016
Affinity Diagram
https://en.wikipedia.org/wiki/Affinity_diagram
Wikipedia, Oct 15, 2009
Collect Requirements - Tools
 Interpersonal and Team Skills
 Observations/Conversations-Job shadowing, viewing personalities in
their environment and work place. Recording how jobs, chores and
tasks are executed.
 Context Diagrams
 Used to visually show how a business process, other systems, and
people interact.
 Prototypes
 A working model of a product that stakeholders can interact with and
provide feedback how they might want to change it to better meet
their requirements. This gives the stakeholders a great view and feel of
what the final product will be when the project is finished.
Collect Requirements – Outputs
 Requirement Documentation
 How individual requirements are to be performed and why each
requirement is important to the project.
 Components may include:
 Stakeholder and business requirements
 Acceptance criteria
 Quality requirements
 Project objectives
 Organizational impacts
 Legal or ethical compliance
 Requirements assumptions and constraints
Collect Requirements Outputs
 Requirement Traceability Matrix
 Once a requirement is created, a table is created that will link the
requirement back to it source. This is used to help manage changes to the
project scope.
 The table is created to track, but not limited to:
 Who is the original stakeholder that provided the requirement
 Why was the requirement added
 Description of the requirement
 Current status of the requirement, completed, in progress, delayed,
cancelled, etc…
Define Scope
 Developing a detailed description of the project and product.
 A detailed project scope statement is critical to project success
and builds upon the major deliverables, assumptions, and
constraints that are documented during project initiation.
 Define Scope - ITTO

Inputs Tools & Techniques

Outputs
1.Project Charter 1.Expert Judgment
1.Project Scope Statement
2.Project Management Plan 2.Data Analysis
2.Project Documents Updates
a.Scope Management Plan a.Alternatives Analysis
a.Assumption Log
3.Project Documents 3.Decision Making
b.Requirements Documentation
a.Assumption Log a.Multicriteria Decision Analysis
c.Requirements Traceability Matrix
b.Requirements Documentation 4.Interpersonal and Team Skills
d.Stakeholder Register
c.Risk Register a.Facilitation
4.Enterprise Environmental Factors 5.Product Analysis
5.Organizational Process Assets
Define Scope - Inputs
 Project Charter
 Project Management Plan
 Scope Management Plan
 Project Documents
 Assumption Log
 Requirements Documentation
 Risk Register
 Enterprise Environmental Factors
 Organizational Process Assets
Define Scope - Tools
 Expert Judgment
 Data Analysis
 Decision Making
 Interpersonal and Team Skills
 Product Analysis
 Detailed understanding of the project’s product, service, or result, with the
commitment to improve the team’s focus, it’s knowledge base, the correct
interpretation of requirements,
 Some tools used are
 Product breakdown
 System analysis

 System requirements
Define Scope Outputs
 Project Document Updates
 Project Scope Statement
 Describes in detail the project deliverables, and the work that is required to
produce those deliverables. The greater the detail level of the scope allows the
team the better understanding on how to reach the end state of the project
successfully. The less detail of the scope statement creates a great chance of
project risk, as well as offering the possibility of greater scope creep.
 Details should include, but not limited to:
 Product description, Goals of the project
 Identified risks
 Project/Product acceptance criteria
 Project constraints/exclusions
Create WBS (Work Breakdown Structure)
 Subdividing project deliverables and project work into smaller,
more manageable components.
 Breakdown of the project deliverables from the scope statement
WBS Example
1.0 Phone
System Upgrade

1.1 Collect 1.2 Select Phone 1.3 Install

1.4 Test System 1.5 Train Users
Requirements System System

1.5.1 Create
1.1.1 List All 1.2.1 Reseach 1.3.1 Configure 1.4.1 Test Server
Training Course
Stakeholders Avilable Systems Server Software Configurations
Material

1.3.2 Configure 1.4.2 Test

1.1.2 Interview 1.2.2 Demo 1.5.2 Conduct
Network Network
Stakeholders Systems Training Sessions
Components Configurations

1.1.3 Create 1.4.3 Test

1.2.3 Purchase 1.3.3 Install New
Requirements Individual
System Phones On Desk
Documentation Phones

1.3.4 Configure 1.4.4 User

Individual Acceptance
Phones Testing
Create WBS - ITTO

INPUTS TOOLS & TECHNIQUES OUTPUTS

1.Project Management Plan 1.Decomposition 1.Scope Baseline
a.Scope Management Plan 2.Expert Judgment 2.Project Documents Updates
2. Project Documents a.Assumption Log
a.Project Scope Statement b.Requirements Documentation
b.Requirements Documentation
3. Enterprise Environmental Factors
4. Organizational Process Assets
Create WBS - Input
 Project Management Plan
 Scope Management Plan
 Project Documents
 Project Scope Statement
 Requirement Documentation
 Enterprise Environmental Factors
 Organizational Process Assets
Create WBS - Tools
 Expert Judgment
 Decomposition
 It comprises of breaking down each of the project
deliverables into smaller components. The basic
work package should be able to estimated its basic
time, cost and effort.
Create WBS - Outputs
 Scope Baseline (3 Components)
 Project Scope Statement
 WBS
 WBS Dictionary

 Project Documents Updates

 Assumption Log
 Requirements Documentation
Create WBS
 WBS
 It is essential to the success of the project, if it is not in the WBS, it is not part of the project
 Defines responsibilities of the team
 A communication tool
 It is created by the PM, SME’s, the Project team, and it a great tool for team building
 It is based on project deliverables not the tasks needed to create those deliverables
 A deliverable-oriented ranked decomposition of the work to be executed by the project
team. It is used to accomplish the project objectives and create the required deliverables,
with each descending level representing an increasing level of detail of the project work.
 Each node must have a unique identifying number. This is used to help locate and arrange
each node. They can not be any gaps and any overlap of work packages. Nothing is
eliminated and nothing is duplicated.
WBS Example
Project
Name

Control Control Control

Account Account Account

Work Work Work

Package Package Package

Work Work Work

Package Package Package

Work Work Work

Package Package Package
WBS Example
1.0 Phone
System Upgrade

1.1 Collect 1.2 Select Phone 1.3 Install

1.4 Test System 1.5 Train Users
Requirements System System

1.5.1 Create
1.1.1 List All 1.2.1 Reseach 1.3.1 Configure 1.4.1 Test Server
Training Course
Stakeholders Avilable Systems Server Software Configurations
Material

1.3.2 Configure 1.4.2 Test

1.1.2 Interview 1.2.2 Demo 1.5.2 Conduct
Network Network
Stakeholders Systems Training Sessions
Components Configurations

1.1.3 Create 1.4.3 Test

1.2.3 Purchase 1.3.3 Install New
Requirements Individual
System Phones On Desk
Documentation Phones

1.3.4 Configure 1.4.4 User

Individual Acceptance
Phones Testing
Create WBS Continued
 WBS Dictionary
 A document that details the contents of the WBS
 It provides detailed information on each node of the WBS
 It captures additional qualities about each Work Package in a separate
document
 It should include team member assigned to it, time estimate, cost estimate,
account information, work package ID, quality requirements, contract
information, Scheduled Milestone, plus detail overall of the task at hand
WBS Dictionary

Project Name: Phone System Upgrade Work Package ID: 1.3.1

Work Package Name: Configure Server Software
Work Package Description: Install a new virtual server. Install the phone server software. Configure the
software to support 100 phones and voice mail to email. Ensure all updates are applied to the operating
system before installing the phone system software.

Assigned to: Bob Peterson Duration: 5 days

Date Assigned: 12/30/2017 Due Date: 1/30/2018
Estimated Cost: $5,000 Account Code: PSU-882.3
Validate Scope
 Formalizing acceptance of the completed project deliverables.
 The verified deliverables obtained from the Control Quality process
are reviewed with the customer or sponsor to ensure they are
completed satisfactorily and have received formal acceptance of
the deliverables by the customer or sponsor
 Done at the same time or immediately after Quality Control
 Close Project or Phase may start upon completion of this process
 Concerned with correctness of the deliverable
Validate Scope - ITTO

INPUTS
1.Project Management Plan
a.Scope Management Plan TOOLS AND TECHNIQUES OUTPUTS
b.Requirements Management Plan
1.Inspection 1.Accepted Deliverables
c.Scope Baseline
2.Decision Making 2.Work Performance Information
2.Project Documents
a.Voting 3.Change Requests
a.Lessons Learned Register
4.Project Documents Updates
b.Quality Reports
a.Lessons Learned Register
c.Requirement Documentation
b.Requirements Documentation
d.Requirements Traceability Matrix
c.Requirements Traceability Matrix
3.Verified Deliverables
4.Work Performance Data
Validate Scope - Inputs
 Project Management Plan
 Scope Baseline, (provides the standard in which the deliverable is to be
measured against)
 Project Documents
 Verified Deliverables, (Created during the Perform Quality Control Process)
 Work Performance Data
Validate Scope - Tools
 Inspection
 The measuring, examining, testing and verifying to determine whether the
work and the deliverables have met the requirements set forth in the
Scope Baseline, and you have successful product/result/service
acceptance.
 It can also be called a product review, audit, walkthrough.
 Decision Making
Validate Scope - Outputs
 Accepted Deliverables
 Deliverables that have met the acceptance criteria, and that have been
signed off and approved by the sponsor or the customer.
 Change Requests
 Deliverables that have not met the acceptance criteria, are dealt with via
Perform Integrated Change Control process. Product rework is necessary
to repair the defect.
 Work Performance Information
 Information about Project progress
 Project Document Updates
Control Scope
 Process of monitoring the status of the project and product scope
and managing changes to the scope baseline.
 The uncontrolled expansion to product or project scope without
adjustments to time, cost, and resources is referred to as scope
creep.
 Determines if a scope change has happened.
 When changes are made and approved, the project baselines will
need to be adjusted to reflect these changes
Control Scope - ITTO

INPUTS
1.Project Management Plan OUTPUTS
a.Scope Management Plan TOOLS & TECHNIQUES 1.Work Performance Information
b.Requirements Management Plan 1.Data Analysis 2.Change Requests
c.Change Management Plan a. Variance Analysis 3.Project Management Plan Updates
d.Configuration Management Plan b. Trend Analysis a.Scope Management Plan
e.Scope Baseline b.Scope Baseline
f.Performance Measurement c.Schedule Baseline
Baseline d.Cost Baseline
2.Project Documents Performance Measurement Baseline
a.Lessons Learned Register 1.Project Documents Updates
b.Requirements Documentation a.Lessons Learned Register
c.Requirements Traceability Matrix b.Requirements Documentation
3.Work Performance Data c.Requirements Traceability Matrix
4.Organizational Process Assets
Control Scope - Inputs
 Project Management Plan
 Scope Management Plan
 Requirements Management Plan
 Change Management Plan
 Configuration Management Plan
 Scope Baseline
 Performance Measurement
 Project Documents
 Lessons Learned Register
 Requirements Documentation
 Requirements Traceability Matrix
 Work Performance Data
 Organizational process Assets
Control Scope Control - Tools
 Data Analysis
 Variance Analysis
 Determining whether work being perform has a degree of variance as it
relates to the scope baseline
 What is the cause of the variance, how extensive is the variance
 Is corrective/preventative action required
 Trend Analysis
 Performance of the scope over time
Control Scope Control - Outputs
 Work Performance Information
 Planned vs. actual performance
 Change Requests
 Project Management Plan Updates
 Project Document Updates