MIS 578 Chapter 7: Defining Scope & constructing Work Breakdown Structures (WBS)

Question 1

Collect Requirements

Answer 1

o “The process of defining, documenting, and managing stakeholder needs and requirements to meet project objectives.”
o The first step in collecting requirements is to ensure that the project team is absolutely clear on the project objectives.
o The second step is to gather input from the various project stakeholders.

Question 2

How to define scope – six-step process

Answer 2

1. Clarify objectives
2. List potential deliverables
3. Gather stakeholder input
4. Clearly state the scope
5. Establish project boundaries
6. Create baseline scope statement

Question 3

Project Scope Statement – the output from scope definition

Answer 3

o Project objectives
o Project scope description
o Project requirements
o Boundaries
o Deliverables
o Constraints and Assumptions

Question 4

What is a WBS?

Answer 4

Tool to progressively divide project into smaller pieces until the team feels every deliverable is identified. While the WBS identifies deliverables, teams may define activities and milestones at the same time for use in the project schedule.

Question 5

Why use a WBS?

Answer 5

To ensure all parts of the project are considered and as a basis for other planning – such at schedule, budget, resources, risk, and quality

Question 6

WBS Formats

Answer 6

Each has advantages and disadvantages.

• Indented outline
Useful when typing WBS into scheduling software.

• Org chart
Org chart is a familiar form – easy to understand and somewhat flexible.

• Free form
Totally flexible – especially useful for project with structure initially unclear.

Question 7

Work packages

Answer 7

They are the lowest level of WBS – smallest deliverables identified. Work packages for the basis for continued planning and much of the project control

Question 8

How to construct a WBS

Answer 8

Include appropriate subject matter experts (SMEs).

• Identify major deliverables
-Use a top-down approach identifying deliverables from scope statement. Rolling wave planning can be used to identify early deliverables in detail and later ones at a high level. Organize in systematic manner such as by phase or design component.

• Divide into smaller deliverables
-Include both interim and final deliverables – use Post-it ® Notes for flexibility.

• Continue until deliverables are the right size – small enough for control, not so small as to micro-manage.

• Review
– ensure completeness.
– make sure each level is the summary of next lower level.
– ensure each item has unique name and number.

Question 9

Types of project data

Answer 9

• Task data
-WBS elements as summary rows with black bar and bold text.Critical path tasks in contrasting color. Noncritical tasks in muted grey.

• Resource data
-Resources are often persons or machines. Available time is noted.

• Assignment data
-Assignment units, work, cost data, and task duration are calculated or set when a resource is assigned to a task.

Question 10

Initialize the Project – five steps

Answer 10

1. Set the project start date (Project menu, Project information …)
2. Enter identifying information (File menu, Properties, Summary tab)
3. Define your organization’s holidays (Tools menu, Change working time)
4. Automatically generate a project summary row (Tools menu, Options, View tab)
5. Hide highlighting (View menu, Show change highlighting)

Question 11

Set Up the WBS – also five steps

Answer 11

1. Understand WBS definitions and displays.
2. Enter summaries, milestones, and tasks.
3. Create the outline for your WBS.
4. Insert row number column.
5. Hide (or show) desired amount of detail.

Question 12

What is the first step in developing the project scope management plan?

Answer 12

Developing a project scope statement.

Question 13

What areas of the project can scope creep effect?

Answer 13

Time, cost, and resources.

Question 14

A ________________________ is used to formally document changes made to the project.

Answer 14

Change control system

Question 15

List the two types of deliverables.

Answer 15

Primary and secondary.

Question 16

For a construction project, the house is the __________ deliverable and reports and how-to
instruction sheets are ____________ deliverables.

Answer 16

Primary, secondary

Question 17

What are the two main areas that need to be addressed in defining project requirements?

Answer 17

What is included in the project and what is excluded from the project.

Question 18

What does the acronym WBS stand for?

Answer 18

Work Breakdown Structure

Question 19

What are several uses of a WBS?

Answer 19

• a) project execution
• b) control
• c) planning
• d) communication.

Question 20

The lowest-level of the WBS is known as a ___________.

Answer 20

Work package

Question 21

List three methods that can be used to organize a WBS.

Answer 21

Timing, location, and type of work.

Question 22

List several items the scope management plan includes.

Answer 22

• a) process for preparing detailed scope statement
• b) process that enables creation of WBS and establishes how WBS will be maintained and approved
• c) process that specifies how verification and acceptance will be obtained
• d) process that controls how change requests will be processed.

Question 23

Why is scope definition important?

Answer 23

a) helps estimate project cost, resources, duration, risks, and quality standards
• b) helps prevent scope creep

Question 24

What items are typically included in a work package description?

Answer 24

• a) schedule activities

* b) schedule milestones.

Question 25

What can the project team plan after the scope is determined?

Answer 25

Schedule, budget, resource needs, risks, and quality.

Question 26

What is uncontrolled change know as?

Answer 26

Scope creep.

Question 27

Why do project teams use change control systems?

Answer 27

To prevent the negative impacts of scope creep.

Question 28

What is the difference between product scope and project scope?

Answer 28

Product scope focuses on the features of the product/service that is to be delivered while project scope
focuses on the work that is needed to complete and deliver the product/service.

Question 29

Describe the roles various executives, managers, and associates play in scope planning.

Answer 29

• Executives: define objectives, constraints, help manage scope boundaries
• Managers: develop scope statement, create WBS, define verification and acceptance criteria, and control changes
• Associates: define work to create each deliverable.

Question 30

List the major sections that a change request form should include. Tell why each is important.

Answer 30

• “Basic project information” section to track to requestor
• “Impact of change” section – to understand how proposed change will affect project
• “Why the change is needed” section – to understand reason for the proposed change
• “Description of the change” section – to understand the extent of the proposed change
• An “approval/signature” section – to document approval or disapproval.

Question 31

List and describe the six steps of the scope definition process.

Answer 31

• 1. Clarify project objectives by reviewing charter.
• 2. List potential deliverables including interim deliverables.
• 3. Gathering stakeholder input by using voice of customer technique, leading questions, or
customer needs worksheet.
• 4. Clearly state scope by describing each component.
• 5. Establishing project boundaries by defining what is and what is not included.
• 6. Create a baseline scope statement to be the approved plan.

Question 32

List and explain the purpose of each section of a project scope statement

Answer 32

• project objectives help measure project success
• product scope description helps understand the big picture
• project requirements section – what needs to be delivered to satisfy contract
• project boundaries – helps manage what is included and what is not included
• project deliverables – provide description of project outputs
• project acceptance criteria – define process or criteria for accepting the project
• project constraints and milestones – list factors that limit project options. Milestones = schedule
constraints.
• project assumptions – lists assumptions and potential impact if assumptions are false
• initial project organization – describe members of the project team
• initial defined risks section identifies known risks
• schedule milestones

Question 33

Compare and contrast the three formats of constructing a WBS: indented outline, org chart, and free-form.

Answer 33

• Indented outline WBS is easier to produce using software.
• Org chart WBS is easy to grasp visually and is extremely effective up to the certain number of levels and work packages.
• Free-form WBS is easy for brainstorming ideas with space to add new elements

Question 34

Tell why work packages are important for planning and control.

Answer 34

Work packages are the basis for estimation of schedule and cost. Work packages represent tangible products, services and results such that their full assembly defines the finished outcome of the project. A
work package is typically assigned to one person who can be held accountable.

Question 35

Create a scope statement for a project in which you plan an event on your campus

Answer 35

Event name
Event date and duration
Event venue
Event rationale
Event objectives
Event deliverables
Event preparation timelines and milestones
Event WBS and who will do which task
Issues and constraints
Resources
Team membership and roles
Campus rules
Event budget
Understand event expectations from future participants