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PMP Exam > Chapter 5. Scope Management > Flashcards

Chapter 5. Scope Management Flashcards

1
Q

What does scope refer to?

A

It may refer to the scope of the entire project or the scope of a product. it is everything that must be completed in order to meet product requirements, while project scope include everything in the entire project.

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2
Q

What are the processes associated with Scope Management?

A 
Define Scope
Collect Requirements
Plan Scope Management
Create WBS
Control Scope
Validate Scope
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3
Q

What is the output of Define Scope?

A

Project Scope Statement

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4
Q

What is the output of Plan Scope Management?

A

Scope Management Plan

Requirements Management Plan

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5
Q

What is the output of Collect Requirements?

A

Requirements Documentation

Requirements Traceability Matrix

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6
Q

What is the output of Create WBS?

A

Scope Baseline

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7
Q

What is the output of Control Scope?

A

Work Performance Information

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8
Q

What is the output of Validate Scope?

A

Accepted Deliverables

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9
Q

Wha tis the philosophy of Scope Management?

A

Project Mananger should always be in control of the scope by thoroughly defining it and carefully managing the process.
Changes to the scope should be handled in a structured and controlled way.

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10
Q

Good scope management ensures what?

A

Scope is well defined and clearly communicated, so that the project is carefully managed to limit unnecessary changes. Scope is referring to the work needed to successfully complete the project and ONLY that work.

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11
Q

Scope changes must be….

A

Detected, evaluated and documented

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12
Q

What are the overall goals of scope management?

A 
Define the need.
Set stakeholder expectations.
Deliver to the expectations.
Manage changes.
Minimize surprises.
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13
Q

What is “gold plating?”

A

A company’s attempt to exceed customer expectation by delivering more than was agreed upon.

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14
Q

What is the problem with “gold plating?”

A

It increases risk and uncertainty, and may add potential problems into the project. Ideally, you want to avoid gold plating.

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15
Q

What are the knowledge areas associated with scope planning?

A
  • Planning the overall scope-related efforts
  • Gathering the requirements for the product and project
  • Defining and documenting the deliverables that are a part of the product and project (the scope
  • Creating the work breakdown structure (WBS) and baselining the scope
  • Checking the work being done against the scope to ensure that it is complete
  • Ensuring that all of what is “in scope” and only what is “in scope” is completed and that changes are properly managed.
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16
Q

What are the processes of scope management that fall under the Planning Process Group?

A

Plan Scope Management
Collect Requirements
Define Scope
Create Work Breakdown Structure (WBS)

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17
Q

What are the processes of scope management that fall under the Monitoring and Controlling Process Group?

A

Validate Scope, Control Scope

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18
Q

Which Process Groups are not associated with Scope Management?

A

Initiating, Executing and Closing

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19
Q

What are the outputs associated with the 6 processes of Scope Management?

A

Plan Scope Management - Scope Management Plan, Requirements Management Plan
Collect Requirements - Requirements Documentation, Requirements Traceability Matrix
Define Scope - Project Scope Statement
Create Work Breakdown Structure (WBS) - Scope Baseline
Validate Scope - Accepted Deliverables
Control Scope - Work Performance Information

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20
Q

What else ties into Plan Scope Management?

A

Schedule, budget, quality specifications, risk factors and resource planning.

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21
Q

What is the Scope Management Plan part of?

A

The Project Management Plan. However, the Project Management Plan is also an input into Plan Scope Management.

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22
Q

What are the Inputs of Plan Scope Management?

A

Project Charter
Project Management Plan usually unfinished at this point
Enterprise Environmental Factors
Organizational Process Assets

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23
Q

What are the tools for Plan Scope Management?

A

Expert Judgement
Data Analysis
Meetings

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24
Q

What are outputs of Plan Scope Management?

A

Scope Managment Plan

Requirements Management Plan

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25
Q

What is a Requirements Managment Plan?

A

It defines what activities the team will perform in order to gather and manage the project requirements (plan for how requirements will be managed but does not contain the requirements themselves). Shows how requirements will be gather, how decisions will be made, how changes will be handled and how the requirements will be documented.

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26
Q

Why is collect requirements so important?

A

It allows the project manager to set and manage stakeholder expectations.

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27
Q

Collect Requirements comes after what?

A

Develop Project Charter > project charter > Identify Stakeholders > stake holder register > Collect Requirements

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28
Q

What are the inputs for Collect Requirements?

A 
Scope Management Plan
Requirements Management Plan
Stakeholder Engagement Plan
Project Documents (such as Assumption Log, Lessons Learned Register, Stakeholder Register)
Business Document (such as the Business Case)
Agreements
Enterprise Environmental Factors
Organizational Process Assets
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29
Q

What does the Stakeholder Engagement Plan do?

A

Informs how deeply the stakeholders should be involved in the requirements process and that should be carried out.

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30
Q

What are the tools used for Collect Requirements?

A 
Expert Judgement
Brainstorming
Interviews
Focus Groups
Questionnaires and Surveys
Benchmarking
Data Analysis
Decision Making (may include voting and multicriteria decision analysis)
Data Representation (may include Affinity Diagrams and Mind Mapping)
Interpersonal and Team Skills (may include Nominal Group Technique, Observation and Conversation, and Facilitation)
Context Diagram
Prototypes
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31
Q

What is benchmarking used for?

A

To look outside of the project to understand best practices and gain inspiration. Best to look at other organizations and projects that have something in common with your project.

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32
Q

What are the different types of voting that can be used?

A

Unanimity, Majority, Consensus, Plurality, and Autocratic Decision Making

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33
Q

What is Multicriteria Decision Analysis?

A

A technique that uses a weighted matrix to assign values to each criterion and then rate them accordingly.

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34
Q

What are Affinity Diagrams?

A

Takes ideas from a brainstorming session and organizes them into logical groups or categories.

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35
Q

What is Mind Mapping?

A

A technique of diagramming ideas and creating meaningful associations in a graphical format.

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36
Q

What is a nominal group technique?

A

Group brainstorming ideas that get voted on, then sorted by priority.

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37
Q

What is job shadowing?

A

Observation of a worker, who is studied as he performs his job.

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38
Q

What is facilitation in terms of a tool?

A

Workshops to colocate all key stakeholders together and to elaborate requirements. Needs to be led by a skilled facilitator. Examples of Faciliated Workshops include Joint Application Development, Quality Function Deployment and User Stories.

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39
Q

What is a context diagram?

A

Generic term for a use case diagram, shows systems and “actors” that interact with each system.

40
Q

What are prototypes?

A

Interactive models of a product.

41
Q

Beyond models, what is another way of prototyping?

A

Storyboarding the flow of a product.

42
Q

What are the outputs of Collect Requirements?

A

Required Documentation

Requirements Traceability Matrix

43
Q

What should Required Documentation include?

A

Root business problem being solved
Source of the requirement
Way each requirement addresses the problem
How the business processes interact with the requirements
Associated measurements for each requirement
business, legal, and ethical compliance
Contraints and assumptions
Anticipated impact of the requirement on others

44
Q

If a requirement is important enough to be documented, it is important enough to document what else?

A

The source

45
Q

What should a Requirements Traceability Matrix include?

A 
Req ID
Date
Description
Business Need
WBS Deliverables
Origin of Request (Source)
User Acceptance Test Case
46
Q

Define Scope is what?

A

The process where the project’s requirements are more thoroughly understood and documented.

47
Q

When is Define Scope performed?

A

Develop Project Charter = Project Charter > Identify Stakeholders = Stakeholder Register > Collect Requirements = Requirements Documentation > Define Scope

(Develop Project Charter, Identify Stakeholders and Collect Requirements must be completed before it is possible to perform Define Scope).

48
Q

What are the inputs for Define Scope?

A 
Project Charter
Project Management Plan
Assumption Log
Requirements Documentation
Risk Register
Enterprise Environmental Factors
Organizational Process Assets
49
Q

What tools are used for Define Scope?

A 
Expert Judgement
Data Analysis
Decision Making
Interpersonal and Team Skills
Product Analysis
50
Q

Tools used in Product Analysis include

A 
Product Breakdown
Requirements Analysis
Systems Analysis
Systems Engineering
Value Analysis
Value Engineering
51
Q

What are Outputs of Define Scope?

A 
Project Scope Statement
Product Scope Description
Deliverables
Acceptance Criteria
Project Exclusions
Project Documents Updates
52
Q

What is a Project Scope Statement?

A

Document used to level-set among the project’s stakeholders.

53
Q

What are Project Exclusions?

A

What is out of scope for the project.

54
Q

What is the main product and output for Create WBS?

A

The WBS is the main product but the output is the Scope Baseline.

55
Q

When is Create WBS performed?

A

Develop Project Charter > Identify Stakeholders > Collect Requirements > Define Scope > Create WBS (comes after the Project Work Statement has been written)

56
Q

What are the inputs to Create WBS?

A 
Project Management Plan
Project Documents
    - Project Scope Statement
    - Requirements Document
Enterprise Environmental Factors
Organizational Process Assets
57
Q

What is the most important component of the project management plan to Create WBS & why?

A

The Scope Management Plan, which describes the approach the team will use on the project and how it will be carried out.

58
Q

What does the Project Scope Statement do?

A

Describe the scope of the project. It is the primary starting point from which to build the WBS.

59
Q

In the case of Create WBS, what are the most common assets?

A

Methodologies that spell out how to create the work breakdown structure, software tools to create the graphical chart, WBS templates, and completed WBS Examples from previously performed projects.

60
Q

What are the tools used for Create WBS?

A

Decomposition - breaking down the project deliverables in to progressively smaller components. Large pieces are progressively broken down into smaller and smaller pieces.

61
Q

What are the 3 rules for determining how far to decompose work?

A
  1. Are your work packages small enough to be estimated for time and cost?
  2. Are the project manager and the project team satisifeid that the current level of detail provides enough information to proceed with subsequent project activities?
  3. Is each work package small enough to be able to be assigned to a single person or group that can be responsible for the results?
62
Q

In Agile projects, how does decomposition work?

A

Using a rolling wave technique, in which all of the decomposition does not occur at once. Parts of the WBS are decomposed and then work carried out in the form of product development. Then more of the WBS is decomposied and then that work is carried out. So, that these activities repeat like waves.

63
Q

What are the outputs of Create WBS?

A
  1. Scope Baseline
  2. WBS - The Work Breakdown Structure, a graphical, hierarchical chart, logically organized from top to botton.

Note: The WBS is always based on project deliverables, rather than tasks needed to create those deliverables.

  1. Work Package
  2. Planning Package
  3. Control Account
  4. WBS Dictionary
  5. Project Document Updates - should document any changes in understanding.
64
Q

A node may be considered a work package when it meets what criteria?

A
  • The work package cannot be easily decomposed any further.
  • The work package is small enough to be estimated for time (effort).
  • The work package is small enough to be estimated for cost.
    and
  • The work package may be assigned to a single person or group for responsibility.
65
Q

If an item is not in the WBS what should happen?

A

It does not get delivered with the project.

66
Q

Who creates the WBS?

A

The project team AND the project manager.

67
Q

What integration tool allows you to see where the individual pieces of work fit into a project as a whole?

A

The WBS (Work Breakdown Structure)

68
Q

What is a work package?

A

The lowest level of the WBS (Work Breakdown Structure)

69
Q

What is a planning package?

A

Node on the WBS (Work Breakdown Structure) that are larger than work packages but that cannot be broken down into work packages at this time, usually bc not enough information is known yet.

70
Q

What is a control account?

A

A node on the WBS where the scope, time and cost are measured, used to measure earned value.

71
Q

A control account is also known as what?

A

A cost account

72
Q

What is a WBS dictionary?

A

A document that details the contents of the WBS, providing detailed information about the nodes on a WBS. Captures additional attributes of each work package in a different document and does not have the graphical constraints of a WBS. (see p. 188 for Sample WBS Dictionary Entry)

73
Q

What is the Monitoring & Controlling Validate Scope process within Scope Management?

A

Comparing outputs with the plan, identifying any variances and taking corrective action, if required.

74
Q

Validate Scope is primarily concerned with what?

A

Completeness and acceptance of the product.

75
Q

If a project is canceled, what does Validate Scope accomplish?

A

It documents where the project was in relation to the scope at the point when the project ended.

76
Q

Who accepts a product?

A

The Project Manager, the customer, the sponsor and sometimes the functional managers and key stakeholders.

77
Q

When should Validate Scope happen?

A

After at least some/part of a product has been delivered, although it may be performed multiple times throughout the life of the project. Always performed at least once.

78
Q

What are inputs to Validate Scope in Scope Management?

A

Project Management Plan
Project Documents
Verified Deliverables
Work Performance Data

79
Q

What does Work Performance Data do?

A

Tell how the deliverables were created, so that the path can be evaluated and improved upon for future projects.

80
Q

What are the tools used in Validate Scope in Scope Management?

A

Inspection - a point by point review of scope vs associated deliverable
Decision-Making

81
Q

What are the outputs for Validate Scope in Scope Management?

A

Accepted Deliverables
Work Performance Information
Change Requests
Project Document Updates

82
Q

What is the Control Scope process in Scope Management?

A

Maintaining control of the project by preventing scope change requests from overwhelming the project, and also making certain that scope change requests are properly handled. Involves always keeping scope baseline current.

83
Q

What is one of the more challenging aspects of Control Scope?

A

Resolving Disputes
*Customer’s interests should always be weighed heavily and whenever possible, disputes should be resolved in favor of the customer.

84
Q

When is Control Scope performed?

A

After Scope Baseline is established.

85
Q

What are the inputs to Control Scope?

A

Project Management Plan - contains scope management plan and scope baseline
Project Documents
Work Performance Data
Organizatonal Process Assets

86
Q

What are the tools used in Control Scope?

A

Data Analysis - specifically variance and trend analysis

87
Q

What are the outputs of Control Scope?

A

Work Performance Information (WPI)
Change Requests
Project Management Plan Updates
Project Documents Updates

88
Q

What Agile practice does decomposition in Create WBS correspond to?

A

Disaggregation, where epics or large user stories are broken down into smaller, component user stories.

See p. 197 for more specifics.

89
Q

Regarding a work breakdown structure, do activities have to be arranged in the sequence they will be performed in?

A

No. False.

90
Q

Mark has taken over a project that is beginning the construction phase of the product; however; he discovers that no work breakdown structure has been created. What should Mark do?

A

He should stop construction until the work breakdown structure has been created.

91
Q

A project has completed execution, and now it is time for the product of the project to be accepted. Who formally accepts the product?

A

The sponsor, the key stakeholders and the customer.

92
Q

The project scope statement should contain:

A

A detailed description of the scope.

93
Q

Are requirements documentation part of the scope baseline?

A

No.

94
Q

You have taken over as project manager for a data warehousing project that is completing the design phase; however, change requests that affect the requirements are still pouring in from many sources, including your boss. What would be beneficial to this situation?

A

A well-defined requirements management plan, because it contains a plan for how changes will be handled. If too many changes are flowing in, it is likely that the requirements management plan was not well defined.

95
Q

A project team has a dedicated scoping phase for their project where all subject matter experts are meeting together with a trained facilitator. They have interviewed each person in the room to gather ideas for functionality and are now voting on them to put them in order of priority. This list will be used to feed requirements to the project team. The group’s activities are an example of:

A

The Nominal Group Technique -
Starts by gathering a large field of candidate items (in this case scope items) and voting to sort them from highest to lowest in order of priority.

96
Q

Your agile team has defined what “Done” means on the project. When is “Done” applied and by whom?

A

By the team during test-driven developement, and by the users during product demonstrations.

97
Q

Concerning Functionality that is over and above the documented scope….

A

The final product should include all the functionality and only the functionality documented in the scope baseline.

PMP Exam (15 decks)

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