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CAPM > FIVE - Scope Management > Flashcards

FIVE - Scope Management Flashcards

1
Q

What is scope management?

A

The process of defining what work is required and then making sure all of that work - and only that work - is completed

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2
Q

What are things to know about scope management?

A

Scope must be clearly defined and formally approved before work starts;
Requirements are elicited from all stakeholders;
Requirements elicitation can take large amounts of time;
Requirements must be evaluated against the business case, ranked, and prioritized to determine what is in and out of the scope;
A WBS is required on all projects;
Must check to make sure all work according to PM plan is being done, and only that work;
Do not gold plate;
Any scope change must be evaluated to other constraints, requires an approved change request, and should not be approved unless fits within the project charter

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3
Q

When must a WBS be used?

A

In ALL projects

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4
Q

What are the Scope Management Processes?

A 
Plan Scope Management (P);
Collect Requirements (P);
Define Scope (P);
Create WBS (P);
Validate Scope (M&C);
Control Scope (M&C);
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5
Q

What is Product Scope?

A

Requirements that relate to the product, service, or result of the project. The product deliverables with their associated features and functions. Example, a new train terminal that meets these technical specifications

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6
Q

What is Project Scope?

A

The work the project team will do to deliver the product of the project, and encompasses the product scope. The project scope is the product scope plus the work needed to deliver the product (planning, coordination, and management activities)

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7
Q

How can you tell if the project scope has been successfully completed?

A

The work accomplished is measured against the scope baseline

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8
Q

For the exam, what are the steps of the Scope Management Process?

A
  1. Develop a plan for how you will plan, validate, and control scope and requirements on the project
  2. Determine requirements, making sure all requirements support the business case as described in the charter
  3. Balance and prioritize the needs of stakeholders to determine scope
  4. Create a WBS and WBS dictionary
  5. Obtain validation (signed acceptance) that the completed scope of work is acceptable to the customer or sponsor
  6. Measure scope performance and adjust as needed
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9
Q

What are the 2 management plans for scope knowledge areas that are created in Plan Scope Management?

A

Scope Management plan and Requirements Management plan

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10
Q

What are the Inputs to Plan Scope Management?

A

Project charter, components of PM plan (quality, project life-cycle description, development approach), EEFs, OPA

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11
Q

What are outputs to Plan Scope Management?

A

The Scope Management Plan and the Requirements Management Plan and are both part of the PM Plan

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12
Q

What is the Scope Management Plan?

A

Is the primary output of plan scope management, and is part of the PM plan. The PM uses it to guide the project until closing. It contains 3 parts that detail how scope will be planned, executed, and controlled

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13
Q

What does the Scope Management Plan define?

A

How the scope will be achieved, what planning tools will be used, how the WBS will be created, how scope will be M&Cd, and how acceptance of the deliverables will be obtained

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14
Q

What is the Requirements Management Plan?

A

AKA business analysis plan. Describes methods intend to use to identify requirements, and how you will analyze, prioritize, manage, and track changes to requirements. Also describes what should be included in the requirements traceability matrix

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15
Q

What are requirements?

A

They are what a stakeholder needs from a project or product

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16
Q

What categories can requirements relate to?

A

Quality - Must withstand 200 lbs of pressure
Business Processes - Must track and report the project’s expenses this way
Compliance - by law, have to meet this safety standard
PM - require risk management procedure X on this project

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17
Q

What are the inputs to Collect Requirements?

A

Project charter, Assumption Log, Stakeholder register, agreements, OPAs

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18
Q

What are the groups of the tools and techniques for Collect Requirements?

A

Data Gathering, Data Analysis, Decision Making, Data Representation, Interpersonal and Team Skills, Context Diagram and Prototypes

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19
Q

What are the tools and techniques of Data Gathering in Collect Requirements?

A

Brainstorming, Interviews, Focus groups, questionnaires and surveys, benchmarking

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20
Q

What is benchmarking?

A

Look at what the competition is doing. Focuses on measuring an organization’s performance against that of competitors in the same industry

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21
Q

What are the tools and techniques of Data Analysis in Collect Requirements?

A

Document Analysis

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22
Q

What are the tools and techniques of Decision Making in Collect Requirements?

A

Voting, Multicriteria Decision Analysis

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23
Q

What is Multicriteria Decision Analysis?

A

Decision matrix with factors such as expected risk levels, schedule estimates, and cost and benefit estimates

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24
Q

What are the tools and techniques of Data Representation in Collect Requirements?

A

Affinity Diagrams, Mind Mapping,

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25
Q

What are Affinity Diagrams?

A

In this technique, ideas generated in other requirements gathering techniques are grouped by similarity. Each group is given a title. Affinity diagrams can also be organized by requirements categories

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26
Q

What is the benefit of Affinity diagrams?

A

This sorting makes it easier to see additional areas or scope or risks that have not yet been identified

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27
Q

What are the common collecting requirements categories used in Affinity Diagrams?

A

Business, stakeholder, solution (what does product need to look like) transition (what types of hand-off procedures are needed), project, quality, and technical requirements

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28
Q

What is mind mapping?

A

A diagram of ideas or notes to help generate, classify, or record information that looks like several tree branches out of a central core of words

29
Q

What are the tools and techniques of Interpersonal and Team Skills in Collect Requirements Process?

A

Nominal Group Technique, Observation, Facilitation

30
Q

What is the Nominal Group Technique?

A

A question is posed, all meeting participants write down and share their answers, the group discusses, and the ideas are ranked

31
Q

What is facilitation?

A

Facilitation brings together stakeholders with different perspectives to talk about the product, and ultimately define the requirements

32
Q

What is a context diagram?

A

Is frequently used to model and define scope. Shows the boundaries of the product scope by highlighting the product and its interfaces with people, processes, or systems

33
Q

What are the outputs of collect requirements process?

A

Requirements documentation, Requirements Traceability Matrix

34
Q

What are Requirements Documents?

A

After requirements have been collected and finalized, they are documented. Acceptance criteria must be included. Each requirement must be clear, complete, and measurable, and described in a way that associated deliverables can be tester or measured against the requirements in validate scope to confirm the deliverables are acceptable.

35
Q

What is the Requirements Traceability Matrix?

A

Helps link requirements to objectives and other requirements to ensure strategic goals are accomplished. The matrix is used throughout the project in analyzing proposed changes to the scope. Info such as ID numbers, source of each requirement, who is assigned to manage it, and status should be documented in the matrix.

36
Q

What is the Define Scope (P) Process?

A

It is primarily concerned with what is and is not included in the project and its deliverables. It is an iterative process throughout the project

37
Q

What are the inputs to the Define Scope Process?

A

Requirements Documentation, project charter, scope management plan, EEFs, OPAs.

38
Q

What are the tools and techniques of Define Scope?

A

Product Analysis, expert judgement, facilitation`

39
Q

What is product Analysis?

A

Product Analysis is used to analyze the objectives and description of the product. This information is used to then create tangible deliverables. It is used to determine what the deliverables are.

40
Q

What are the outputs to Define Scope?

A

Project Scope Statement

41
Q

What is the Project Scope Statement?

A

This document states what the approved project and product/service scope is for this project. Defines what is in and out of the scope. Include what is not in the project scope in the statement.

42
Q

What comprises of the Scope Baseline?

A

The project scope statement, WBS, and the WBS dictionary

43
Q

What does the project scope statement include?

A

Product scope, project scope including a description, deliverables of the project, acceptance criteria, what is not included in the project, and assumptions and constraints

44
Q

What is a WBS?

A

Required for every project. Organizational tool shows all the scope of a project broken down into manageable deliverables. It is deliverable-oriented. The work refers not to activities, but to work packages or deliverables.

45
Q

How does the exam define activity?

A

A particular piece of work scheduled for the project. Typically expect to manage to the activity level. Tasks are smaller components of work that make up an ctivity

46
Q

When is the work package level reached on a WBS?

A

When the deliverables can:
be realistically and confidently estimated, be completed quickly, be completed without interruption and without the need for further info, and may be outsourced.

47
Q

What is a Control Account?

A

Is a tool that allows the PM to collect and analyze work performance data regarding costs, schedule, and scope. Provide a way to manage and control costs, schedule, and scope at a higher level than the work package.

48
Q

What are key points to remember for the exam regarding the WBS?

A

It is a graphical picture of the hierarchy of a project that is part of the scope baseline;
Identifies all deliverables to be completed;
Foundation upon which the project is built;
Should exist for every project;
Ensures that the PM thinks through all aspects of the project;
Can be reused for other projects;
Does not show dependencies

49
Q

What is decomposition vs WBS?

A

Decomposition is what you are doing, and a WBS is the means to do it. You decompose a project using a WBS

50
Q

What is the WBS Dictionary?

A

Provides a description of the work to be done for each WBS work package, listing the acceptance criteria for each deliverable. Helps prevent scope creep

51
Q

What does a WBS Dictionary include?

A

Acceptance criteria, descriptions, work involved, milestones, durations, interdependencies, and other info about work packages

52
Q

What are the inputs to create WBS?

A

Project Scope Statement, Requirements Documentation, scope management plan, EEFs, OPAs

53
Q

What does requirements documentation include?

A

Detailed project requirements, and how the requirements will meet the business need for the project

54
Q

What are the tools and techniques in create WBS?

A

Decomposition - used to breakdown the work of the project into smaller, more manageable pieces, or work packages

55
Q

What are the outputs of the Create WBS Process?

A

WBS Dictionary, Scope Baseline (WBS, WBS Dictionary, Project Scope Statement)

56
Q

What questions should a PM ask when comparing project to the scope baseline?

A

How is my project going, how does it compare to the baseline, what scope has been completed, does the scope match what was defined in the WBS, WBS dictionary, and Project Scope Statement

57
Q

What happens if scope is needed which is not in the scope baseline?

A

The change must be formally approved through the integrated change control process. The new items must then be added to the WBS, WBS dictionary, and project scope statement

58
Q

What does the Validate Scope (M&C) process involve?

A

Involves frequent, planned meetings with the customer or sponsor to gain formal acceptance of deliverables during the project monitoring and controlling. It is done to ensure the project is on-track from the customer’s point of view.

59
Q

What is the difference between Validate Scope and Close Project Process?

A

Validate scope results in formal acceptance by the customer of interim deliverables, project close is to get final acceptance or sign-off from the custome for the project/phase as a whole

60
Q

What are the inputs to Validate Scope?

A

Verified deliverables, work performance data, components of the pm plan, project documents

61
Q

What are verified deliverables?

A

The deliverable is checked as part of the process before it is submitted to the customer for approval

62
Q

What are tools and techniques of validate scope process?

A

Voting;
Inspection - includes measurements, reviews, and possibly formal audits of work products and results. Purpose of inspection is to validate that the work conforms to requirements prior to presenting to the customer

63
Q

What are outputs of the Validate scope process?

A

Approved deliverables, change requests, work performance information, updates to lessons learned, requirements document and matrix

64
Q

What does Control Scope (M&C) involve?

A

Involves measuring and assessing work performance data against the scope baseline, and managing scope baseline changes. The PM can measure the completed work to the scope baseline, perform data analysis including analyzing any variances, and determine whether the variances warrant a change.

65
Q

What are the inputs to Control Scope?

A 
PM Plan (includes scope baseline and provides an understanding to how scope will be planned, managed, and controlled, change-configuration-requirements management plans);
 Project Documents
66
Q

What are the tools and techniques of control scope?

A

Data Analysis - Variance analysis and trend analysis

67
Q

What is variance analysis?

A

Simply means looking at the actual scope or technical performance and comparing it to the baseline. If there are differences, the PM will need to decide if corrective or preventative actions are necessary

68
Q

What is trend analysis?

A

Examines project performance as a whole and allows the PM to determine if the performance is improving over time

69
Q

What are the outputs of Control Scope?

A

Work Performance Information, Change Requests, Project Management Plan and documents updates

CAPM (20 decks)

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