Chapter 5 Flashcards
what is Project Scope Management?
- processes required to ensure that the project includes all the work required, and ONLY the work required, to complete the project successfully
- defining and controlling what is and isn’t included in the project
what are the processes in Project Scope Management?
- 1 collect requirements
- 2 define scope
- 3 create WBS
- 4 verify scope
- 5 control scope
define Collect Requirements process
- process of defining and documenting stakeholders’ needs to meet the project objectives
what is the Define Scope process?
- process of developing a detailed description of the project and product
what is the Create WBS process?
- process of subdividing project deliverables and work into smaller, more manageable components
what is the Verify Scope process?
- process of formalizing acceptance of the completed project deliverables
what is the Control Scope process?
- process of monitoring the status of the project and product scope and managing changes to the scope baseline
in the project context, what does scope refer to?
can refer to product scope (features and functions that characterize a product, service, or result)
– and/or –
project scope (work that needs to be accomplished to deliver a product, service or result)
what is the scope baseline for a project?
the approved detailed project scope statement, the WBS and the WBS dictionary
planning effort that’s part of the Develop Project Management Plan process creates a scope management plan. what does this plan do?
- provides guidance on how the project scope will be defined, documented, verified, managed and controlled
what is the completed project scope and product scope measured against?
- completion of project scope is measured against the project management plan
- completion of product scope is measured against the product requirements
what are requirements?
- quantified and documented needs and expectations of the sponsor, customer, and stakeholder
- elicited, analyzed and recorded
what are requirements used for in the planning process?
- become the foundation of the WBS and cost, schedule and quality planning are built upon these requirements
what is the different between project requirements and product requirements?
- project requirements can include business requirements, project management requirements, delivery requirements, etc.
- product requirements can include technical requirements, security requirements, performance requirements, etc.
what are the inputs to the Collect Requirements process?
- project charter
2. stakeholder register
what are the tools and techniques used in the Collect Requirements process?
- interviews
- focus groups
- facilitated workshops
- group creativity techniques
- group decision making techniques
- questionnaires and surveys
- observations
- prototypes
what are the outputs of the Collect Requirements process?
- requirements documentation
- requirements management plan
- requirements traceability matrix
how does the project charter contribute to the Collect Requirements process?
- provides the high-level project requirements and high-level description of the project so that detailed product requirements can be developed
how does the stakeholder register contribute to the Collect Requirements process?
- used to identify stakeholders that can provide information on detailed project and product requirements
what are interviews and how do they contribute to the Collect Requirements process?
- interviews involve talking to stakeholders and asking prepared & spontaneous questions and recording their responses
- interviewing experienced project participants, stakeholders and experts can help identify and define features and functions of the project deliverables
what are focus groups and how do they contribute to the Collect Requirements process?
- bring together prequalified stakeholders and experts to learn about their expectations and attitudes about the proposed product, service, or result. run by a moderator
what are facilitated workshops and how do they contribute to the Collect Requirements process?
- focused sessions that bring key cross-functional stakeholders together to define product requirements.
- a primary technique for defining cross-functional requirements and reconciling stakeholder differences
- these sessions can build trust, foster relationships and improve communication among participations which can help with stakeholder consensus
- ex. Joint Application Development (JAD) sessions and Quality Function Deployment (QFD)
what are Joint Application Development (JAD) sessions?
- facilitated sessions that bring together users and the development team to improve the software development process. used in software development industry
what is Quality Function Deployment (QFD)?
used in manufacturing industry, this is a facilitated workshop technique that helps determine critical characteristics for new product development
- takes into account customer needs (Voice of the Customer - VOC)
what are group creativity techniques and how do they contribute to Collect Requirements process?
- group activities to identify project and product requirements
Examples:
- brainstorming
- nominal group technique
- delphi technique
- idea/mind mapping
- affinity diagram
what is brainstorming?
technique used to generate and collect multiple ideas related to project/product requirements
what is nominal group technique?
technique that enhances brainstorming with a voting process used to rank useful ideas for further brainstorming/prioritization
what is the Delphi Technique?
selected group of experts answers questionnaires anonymously and provides feedback regarding the responses from each round of requirements gathering
what is idea/mind mapping?
- ideas that are generated through brainstorming are consolidated into a single map to show commonality and differences in understanding and to generate new ideas
what is affinity diagram?
technique that allows large numbers of ideas to be sorted into groups for review and analysis
what are group decision making techniques and how do they contribute to the Collect Requirements proces?
- way to assess alternatives to pick an action for the future. these techniques are used to generate, classify and prioritize product requirements
Example
- unanimity
- majority
- plurality
- dictatorship
what is unanimity
everyone agrees on a single course of action
what is majority
support from more than 50% of the group
what is plurality
largest block in a group decides, even if a majority is not achieved
what is dictatorship
one individual makes the decision for the group
what are questionnaires and surveys and how do they contribute to the Collect Requirements process?
- written sets of questions to accumulate information from a wide number of respondents. appropriate for broad audiences when you need quick turnaround and where statistical analysis is appropriate
what are observations and how do they contribute to the Collect Requirements process?
- viewing individuals in their environment and seeing how they carry out processes
- helpful for detailing processes when people using the product/process have difficulty or are reluctant to articulate their requirements
- ex. job shadowing or participant observer
- can uncover hidden requirements
what are prototypes and how do they contribute to the Collect Requirements process?
- one way to obtain early feedback on requirements by providing a working model of the expected model before building it
- allows stakeholders to experiment with a model of the final product instead of discuss abstract representations
- used in iterative cycles of mock-up creation, user experimentation, feedback generation, and prototype revision
what is requirements documentation?
- describes how individual requirements meet the business need of the project
- before being baselined, requirements have to be unambiguous (measurable and testable), traceable, complete, consistent, and acceptable to key stakeholders
- requirements document can be simple list of requirements or more elaborate with detailed descriptions and attachments
what are some components of requirements documentation?
- business need or opportunity to be seized (why the project has been undertaken)
- business and project objectives
- functional requirements, describing business processes, information and interaction with the product
- non-functionality requirements like level of service, performance, safety, security, compliance, etc.
- quality requirements
- acceptance criteria
- business rules
- impact to other areas of the org
- impact to other entities inside/outside the org
- support and training requirements
- assumptions and constraints
what is a requirements management plan?
- documents how requirements will be analyzed, documented and managed throughout the project (ex. phase to phase relationship)
what are some components of the requirements management plan?
- how requirements activities will be planned, tracked and reported
- configuration management activities (ex. how changes to the requirements will be initiated, how impacts will be analyzed, traced, tracked, reported, authorization levels to approve these changes)
- requirements prioritization process
- product metrics that will be used and rationale for using them
- traceability structure (which requirements attributes will be captured on the traceability matrix and to which other project documents requirements will be traced)
what is the requirements traceability matrix and what is its purpose?
- table that links requirements to their origin and traces them throughout the project life cycle
- ensures that each requirement adds business value by linking it to the business and project objectives
- provides a way to track requirements through the project life cycle to ensure that requirements approved in the requirements documentation are delivered at the end of the project
- provides a structure for managing changes to the product scope
what attributes are used in the requirements traceability matrix to keep track of requirements?
- unique identifier
- description of the requirement
- rationale for including it
- the owner
- source
- priority
- version
- current status
- date completed
- stability
- complexity
- acceptance criteria
what are the inputs to Define Scope process?
- project charter
- requirements documentation
- organizational process assets
what are the tools and techniques used in the Define Scope process?
- expert judgement
- product analysis
- alternatives identification
- facilitated workshops
what are the outputs of the Define Scope process?
- project scope statement
2. project document updates
how does the project charter contribute to the Define Scope process?
- provides high-level project description, product characteristics and contains project approval requirements
what organizational process assets can influence the Define Scope process?
- policies, procedures and templates for a project scope statement
- project files from previous projects
- lessons learned from previous phases or projects
what is product analysis and how does it influence the Define Scope process?
- for projects that have a product as a deliverable, product analysis can help translate high-level product descriptions into tangible deliverables
- includes techniques such as product breakdown, systems analysis, requirements analysis, systems engineering, value engineering and value analysis
what is alternatives identification and how does it influence the Define Scope process?
- technique used to generate different approaches to execute and perform the work of the project
- ex. brainstorming, lateral thinking, pair wise comparisons, etc.
what is the project scope statement?
- describes in detail the project’s deliverables and the work required to create those deliverables
- provides a common understanding of the project scope among stakeholders
- can contain explicit exclusions to help manage stakeholder expectations
how is a project scope statement helpful?
- enables project team to perform more detailed planning, guides the team’s work during execution and provides a baseline for evaluating the work and change requests
what does a detailed project scope statement include?
- product scope description - progressively elaborates the characteristics of the product, service or result described in the charter & requirements doc
- product acceptance criteria - defines the process and criteria for accepting the deliverable
- project deliverables - the output and its ancillary results like reports and documentation
- project exclusions - what’s excluded from the project
- project constraints - lists and describes specific constraints associated with the scope that limits the team’s options, like a predefined budget, date or scheduled milestone
- project assumptions - lists and describes assumptions associated with the scope and the potential impact of those assumptions if proven false
what project document updates might need to be done after the Define Scope process?
updates to the
- stakeholder register
- requirements documentation
- requirements traceability matrix
what is the WBS?
- organizes and defines the total scope of the project and represents the work specified in the current approved project scope statement
- each level of the WBS presents more detailed definition of the project work
what is a work package?
- planned work in the lowest level of the WBS. can be scheduled, cost estimated, monitored and controlled
what are the inputs into the Create WBS process?
- project scope statement
- requirements documentation
- organizational process assets
what are the tools and techniques used in the Create WBS process?
- decomposition
what are the outputs of the Create WBS process?
- WBS
- WBS dictionary
- scope baseline
- project document updates
what organizational process assets can influence the Create WBS process?
- policies, procedures and templates for WBS
- project files from previous projects
- lessons learned from previous projects
what is decomposition?
- subdivision of project deliverables into smaller, more manageable components until the work and deliverables are defined to the work package level where cost and activity durations can be reliably estimated and managed
what are the activities involved with decomposition?
- identifying and analyzing deliverables and related work
- structuring and organizing the WBS
- decomposing upper levels of the WBS into lower more detailed components
- developing and assigning ID codes to the WBS components
- verifying the degree of decomposition is necessary and sufficient
what are some ways to decompose and structure the WBS?
- using phases of the project life cycle as the first level and the product & project deliverables as the second
- using major deliverables as the first level
- using subprojects
- can be structured as an outline, an organizational chart, a fishbone diagram, etc.
how to verify decomposition correctness?
- determine if the lower-level WBS components are those necessary and sufficient for completing the corresponding higher level deliverables
what is the result of excessive decomposition?
- leads to non-productive management effort, inefficient use of resources, and decreased efficiency
what is roll wave planning?
- where the PM team waits until the deliverable or subproject is clarified so the details of the WBS can be developed
what is the 100% rule?
- total of the work at the lowest levels of the WBS must roll up to the higher levels so that nothing is left out and no extra work is completed
what are the final items to finishing the WBS?
- the WBS is finalized by establishing control accounts for the work packages and a unique identifier from a code of accounts
what is the purpose of the identifiers from a code of accounts?
- provide a structure for hierarchical summation of costs, schedule and resource information
what is a control account?
a management control point where scope, cost and schedule are integrated and compared to the earned value for performance measurement
- placed at selected management points in the WBS
- may include one or more work packages, but each work package must only be associated with one control account
what is the WBS dictionary?
- document generated by the Create WBS process that supports the WBS
- provides more details of the components in the WBS, including
- – work packages
- – code of account identifier
- – description of work
- – responsible organization
- – list of schedule milestones
- – associated schedule activities
- – resources required
- – cost estimates
- – quality requirements
- – acceptance criteria
- – technical references
- – contract information
what is included in the scope baseline?
- scope baseline is a component of the project management plan and includes:
- – project scope statement (includes product scope description, project deliverables, defines product user acceptance criteria)
- – WBS
- – WBS dictionary
what project document updates need to be done after the Create WBS process?
- updates can include updates to the requirements documentations
- if there were any approved change requests those need to be incorporated in the requirements documentation too
what is verify scope?
- process of formalizing acceptance of the completed project deliverables
- includes reviewing deliverables with the customer/sponsor to ensure they are satisfied and obtaining formal acceptance by the customer/sponsor
how is scope verification different from quality control?
- scope verification is primarily concerned with acceptance of the deliverables
- quality control is primarily concerned with the correctness of the deliverables and meeting the quality requirements specified for the deliverables
- control quality is usually performed before Verify Scope but can be done in parallel
what are the inputs of the Verify Scope process?
- project management plan
- requirements documentation
- requirements traceability matrix
- validated deliverables
what are the tools and techniques used in the Verify Scope process?
- inspection
what are the outputs of the Verify Scope process?
- accepted deliverables
- change requests
- project document updates
what are validated deliverables?
- deliverables that have been completed and checked for correctness by the Perform Quality Control process
what is inspection?
- inspection includes activities such as measuring, examining, and verifying to determine whether work and deliverables meet requirements and product acceptance criteria
- also called reviews, product reviews, audits and walkthroughs
what are accepted deliverables?
deliverables that have met the acceptance criteria and are formally signed off and approved by the customer/sponsor
- formal documentation from the customer/sponsor is then forwarded to the Close Project/Phase process
what happens with deliverables that are not accepted?
- these are documented along with their reasons for non-acceptance
- may have a change request for defect repair. these changes requests are processed for review and disposition through the Perform Integrated Change Control process
what project document updates may be made after the Verify Scope process?
- updates may be made to any documents that define the product or report status on product completion
what is the Control Scope process?
- monitoring the status of the project and product scope and managing changes to the scope baseline
- ensures all requested changes and recommended corrective or preventive actions are processed through the Perform Integrated Change Control process
- manage actual changes when they occur
what are uncontrolled changes?
project scope creep
what are the inputs to the Control Scope process?
- project management plan
- work performance information
- requirements documentation
- requirements traceability matrix
- organizational process assets
what are the tools and technique to the Control Scope process?
- variance analysis
What are the outputs of the Control Scope process?
- work performance measurements
- organizational process assets updates
- change requests
- project management plan updates
- project document updates
what parts of the project management plan contains information that is used to control scope?
- the scope baseline (compared to the actual results to see if a change, corrective action or prevention action is needed)
- scope management plan (describes how the project scope will be managed/controlled)
- change management plan (defines the process for managing changes on the project)
- configuration management plan (defines items that are configurable, items that require formal change control and the process for controlling changes to these items)
- requirements management plan (includes how requirements activities will be planned, tracked, reported and how changes to the requirements will be initiated. also describes how impacts will be analyzed and the authorization levels needed to approve these changes)
what is work performance information?
information about project progress like which deliverables have started, their progress and which have finished
what organizational process assets can influence the Control Scope process?
- existing formal and informal scope control-related policies, procedures and guidelines
- monitoring and reporting methods to be used
what is variance analysis?
- project performance measurements are used to assess the magnitude of variation from the original scope baseline
- determine the cause and degree of variance and decide whether corrective or preventive action is required
what are work performance measurements?
- planned vs actual technical performance or other scope performance measurements
- documented and communicated to stakeholders
what organizational process assets updates might occur after the Control Scope process?
- may update
- – causes of variances
- – corrective action chosen and the reason
- – other types of lessons learned
what project management plan updates might occur after the Control Scope process?
- scope baseline updates (scope statement, WBS, & WBS dictionary) and other baseline updates like cost and schedule baselines
what project document updates might be made after the Control Scope process?
- might update documents such as the requirements documentation and the requirements traceability matrix
