Identifying the Project Scope Flashcards
Scheduling steps
- Identify scope
- Activities and tasks
- Dependencies and networks
- Estimating and risks
- Critical Path
- Add resources
- Schedule
Identify the scope =
Identifying the products or outputs that are needed
Activities and tasks=
Determine the activities and take required to produce the products or outputs
Dependencies and networks=
Establish the dependencies between the activities and draw a network showing how they link together
Establishing risks =
Estimate the duration and the associated risks ( duration is added to the network)
Critical path=
When the duration has been added to to the network we can identify the critical path and then add resources
Resources =
Resources are added when the critical path has been identified
Schedule =
After all the steps are completed a schedule is established ( probably have to run up and down the steps unlikely to get it right the first time)
PBS ?
Product breakdown structure
PBS: scope ?
The totality of the outputs , outcomes and the benefits and the work required to produce them
PBS: Scope management
The process whereby outputs , outcomes and benefits are identifies , defined and controlled
PBS: the scope of the project is defined by listing all the _______ that will be provided and the amount of ______ involved
Products
Work
PBS: it is important to state what is out of scope as this sets the _________ for the _________
Expectations
Project stakeholder
Product break down structure =
The products are established by producing a product break down structure
A product breakdown structure is a?
Hierarchal structure - products at the high level are shown as consisting of the products at the lower levels
WBS?
Work break down structure
Work breakdown structure :
Once products have been identified we can define the activities required to produce the product
WBS + PBS - there is no need to ?
Consider the order of activities as this point
Once the WBS is completed we can move on to consider the ?
Organisational break down structure
OBS?
Organisational break down structure
Organisational breakdown structure:
Once we know what activities are required we can establish the skills or the personnel required to undertake the work
OBS: once we determine who will undertake the work , tasks are allocated to the team through a ?
Responsibility assignment matrix
Responsibility assignment matrix =
RAM
Responsibility assignment Matrix:
Combines the WBS with the DBS to produce a report showing who does what
RAM: The acronym RACI is used to ?
Define the activities
RAM: RACI ?
Responsible - The person doing the work
Accountable - the person accountable for the work being done
Consult - the person or people who will be consulted during the execution of the work
Informed: the person who will be informed about the work during during its execution
CBS?
Cost Breakdown Structure
Cost Breakdown Structure:
Based on the RAM and the WBS and will be finalised once estimating step has been completed.
CBS: the CBS is normally some
Sort of ?
Spreadsheet , where we list all
The activities and against each activity we allocate the areas of cost
CBS: areas of cost ?
The cost of labour + Materials
Plant and specialised equipment
CBS: Areas of cost also include ?
Allowances for contract or subcontract cost along with cost for management and overheads and allowances for any contingencies or risks.
CBS: the cost is allocated to ?
Different cost areas, once totalled up we can and an allowance for profit to obtain the final cost for the project
BENEFITS OF STRUCTURE: helps the team to think about the _________ and in turn reduces the risk of _________
Work requires
Overlooking something
BENEFITS OF STRUCTURE: plans can be used to gain _______ from the _______
Agreement
Customer/client
BENEFITS OF STRUCTURE: the WBS list all the activities required to produce the ________
Network diagram and schedule
BENEFITS OF STRUCTURE: the CBS provides a ______
Total cost for the project
BENEFITS OF STRUCTURE: the PBS Identifies ____________ . The numbering system provides________
Products / outputs
Consistency throughout the project documentation
BENEFITS OF STRUCTURE: the structure ensures the team members know _____
What they most do
Scope management liner vs Iterative: how is the scope identified
Linear : scope is developed using a pbs and or WBS
Iterative: the scope is structured using a prioritisation technique such as MoSCoW
- must have
- should have
- could have
- won’t have
Scope management liner vs Iterative: CBS vs MUST HAVES
Linear : the cbs is used to define the cost of all resources , labour and materials etc. necessary to complete the work
Iterative: must have requirements are priorities into user stories and these are translated into a target scope of work
Scope management linear vs Iterative: work
LINEAR - time cost and quality
Are generally defined later in the planning process
ITERATIVE - the target scope of work must be achieved within a target time window w/ defined resources
Scope management iterative - subsequent iterations may result in the scope being ______ based on the _______ gained and any _____ the team has acquired and the emerging ______
Modified
Experience
Insight
Priorities
The PBS is a hierarchical structure where the main main output of the project is placed at the ________. The next level down shows the components that makeup the _______. The process continues to the level of __________ products. Each products will have defined _______ and _____ methods.
Top level
Higher level
Individual products
Acceptance criteria
Quality control
The pbs shows ?
What will be delivered
Once the PBS is completed it can be used to do the initial _____ to obtain stakeholders _______ that the Products identified are what stakeholder expect the project ______ and get a firm agreement to that effect.
Scope verification
Agreement
To deliver
Following the categorisation of the project to Create products , the PM is able
to direct those products to the must suitable _______ resource for more detailed scope _____. This results
In the baseline scope of work to be defined through a _______ which will detail the activities which will be _____and ______to meet all the requirements and benefits.
Technical
Definition
WBS
Scheduled and resourced
The lowest level of the WBS consist of work packages that contain the activities to be performed to allow ____, ______ and ____. All necessary to do the work and ultimately deliver the output.
Scheduling , estimating and resourcing assignments
Where the objective is well understood and has a tangible out it is usual to define the scope as ____________________.
Accurately as possible at the beginning of the lifecycle
Where the objective is less tangible or subject to significant change a more ______________
Flexible or iterative approach to scope
Is needed
In the WBS each work package will have a _________ in order to be tracked within the business management systems of the
Organisation. Any estimated cost related to the delivery of the work package can then be ______ using the ________.
Coded reference
Recorded
Coding structure
The resulting structure of the WBS is the ______. A ______ breakdown of the project into cost elements.
CBS
Cost
The CBS provides a ______ view of the project and splits the project scope into its individual _____________ components. which can be related back to the original breakdown.
Financial view
Cost
The OBS describes the structure of the project _______ required to complete the work packages in the WBS. This is useful useful particularly when work will be performed by business staff ______ on to the project or by specialist
team working on more than one project. It is also important for individuals themselves to know where they are ________ in the structure and their reporting_________.
Organisation
Seconded
Situated
Responsibilities,
The WBS and OBS can be combined together to create a communication devise known as ____________
A responsibility assignment matrix (RAM)
The RAM ensures ?
That people who are going to
Do the work are fully aware of the work they have been assigned together with their position in the project organisation
A common coding structure can be applied to the RAM. Where the RAM is coded it can also be referred to as a _________ matrix
RACI
RACI stand for
Responsible
Accountable
Consults
Informed
The RAM provides a clear and concise summary of _____ or _______ the specific responsibilities defined within the _________ and the level of accountability or contribution expected from named roles or individuals within the project
Tasks or deliverables
Project procedure
Requirement management: in all cases specific project objectives and requirements are informed by the ________ and _____ desired by the stakeholders. Requirements are the stakeholders wants and needs and must be clearly defined with _______.
Success criteria and benefits
Acceptance criteria
Everyone involved in carrying out requirements management must also ensure that:
There is linkage between benefits , project success criteria , project objectives and project requirements
Requirement are clear , unambiguous and expressed as simply as possible
Requirement management: high level requirements are defined during the concept phase these need to be detailed enough to make an _________
Investment decision ( where or not to proceed to the definition phase)
Requirement management: requirement management is the process of _____, _______ and _______ stakeholders wants and needs. It requires the capture of requirements via a __________. This process should incrementally breakdown the requirements in a ________ manner considering different conditions and scenarios.
Capturing , assessing and justifying
Structured process
Hierarchal manner
Requirement management: The requirements once defined must be ________ with the project ____ and or key _____ to ensure the full scope has been captured.
Validated
Sponsor
Stakeholders
Requirement management is an ongoing ____ that is maintained through tout the project lifecycle. These requirements becomes the ____________ deliverables. This is helps us define the project scope allowing the project team to understand the exact ______ of the project and how the work will be structured to meet the requirements and deliver the scope
Process
Principle project
Deliverable
Requirement management establishing scope: step one , gathering of requirements
Can be done in a number of ways ranging from personal interviews , workshops , focus groups, surveys etc. some methodologies including agile approaches are designed to enable Continuous gathering and refinement of requirements on the assumption that the stakeholders may not be sure of their needs.
Requirement management establishing scope: analysing requirements
Analysing combines information from functions such as schedule management and investment appraisal, with specific value based techniques such function analysis and function cost analysis. Resulting in a thorough understanding of requirements and the value they contribute to the overall objective.
Requirement management establishing scope: sometimes more requirement are requested than it is feasiblle
To deliver so a ________ Excercise is needed to highlight the most essential requirements and justify why the chosen requirement should the ones that are ______. Such as MoSCoW
Prioritisation
Baselined
MoSCoW when using an agile methodology…
The could have and should have requirements would be sacrificed if at anytime the project was predicted to over budget or be late . The must have would
Only be reduced as a very last resort. Worst case scenario project would deliver only the must have in the form of a MVP. This process ensures that the essential requirements are understood as an input to work to select the optimal solution and then define the detailed scope of work to be delivered with an acceptance criteria.
Once the schedule is created it is important to confirm with the resource owners that the resource
assumptions around available are ?
Validated
If the resources are not available when the work is planned the schedule cannot be achieved
