Project Scope Management Ch. 5 Flashcards
What are the processes of Project Scope Management?
- 5.1. Plan scope management: Creating a scope management plan that documents how the project and product scope will be defined, validated and controlled
- 5.2 Collect requirements: Process of determining, documenting and managing stakeholder needs and requirements to meet project objectives
- 5.3 Define scope: Process of developing a detailed description of the project and product
- 5.4 Create WBS: Process of subdividing project deliverables and work into smaller, more manageable components
- 5.5 Validate scope: Process of formalizing acceptance of the completed project deliverables
- 5.6 Control scope: Process of monitoring the status of the project and product scope and managing changes in the scope baseline
What is a Work Breakdown Structure (WBS)?
Technique used for dividing and subdividing the project scope and project deliverables into smaller more manageable parts
What is the goal of Project Scope Management?
Ensure that the project includes all the work and ONLY the work required to complete the project successfully
What is a key concern of Project Scope Management?
Requirements
- Starts with a needs assessment
- Need to determine problems, identify business needs, and recommend viable solutions for meeting those needs
- Eliciting, documenting and managing stakeholder requirements takes place within the project Scope Management processes
- Project ends with requirements closure
What are the considerations for Agile environments?
Scope often NOT understood at beginning of the project
Goal= spend less time trying to define scope and more time establishing the process for its ongoing discovery and refinement
Build and review prototypes and release versions so to refine the requirements
Scope is defined/redefined throughout project
Define Plan Scope Management (5.1)
Process of creating a scope management plan that documents how the project and product scope will be defined, validated and controlled
Key benefit: provides guidance and direction of how scope will be managed throughout project
Inputs: Define Plan Scope Management
-Project charter: Documents project purpose, high-level project description, assumptions, constraints, high-level requirements
-Project management plan:
-Quality management plan: the way the
project and product scope will be
managed
-Project life cycle description
-Development approach: defines if
waterfall, iterative adaptive agile or
hybrid
- EEFs: Org culture, infrastructure, personnel administration and marketplace conditions
- OPAs: Policies/procedures and historical information and lessons learned repositories
Tools/techniques: Define Plan Scope Management
- Expert judgement: Previous similar projects or information in the industry, disciple and application area
- Data analysis: ways of collection requirements, creating product, validating scope, etc (E.G. Alternatives analysis)
- Meetings: to develop the scope
Outputs: Define Plan Scope Management
- Scope management plan: describes how the scope will be defined, developed, monitored, controlled and validated.
- Requirements management plan: component of the project management plan that describes how project/product requirements will be analyzed, documented and managed
Components of Scope Management Plan
Process for preparing project scope statement
Process that enables creation of WBS for scope management statement
Process that establishes how the scope baseline will be approved and maintained
Process that specifies how formal acceptance of completed project deliverables will be obtained
Components of the Requirements Management Plan
How requirements activities will be planned, tracked and reported
Configuration management activities (how changes will be initiated, impacts analyzed, etc)
Requirements prioritization process
Metrics that will be used
Traceability structure that reflects the requirement attributes captured on the traceability matrix
Define: Collect requirements (5.2)
Process of determining, documenting and managing stakeholder needs and requirements to meet project objectives
Key benefit: provides the basis for defining product and project scope
Inputs: Collect requirements
-Project charter:
- Project management plan:
- Scope management plan:
- Requirements management plan
- Stakeholder engagement plan
- Project documents:
- Assumption log: assumptions about the project/product that will influence requirements
- Lessons learned register: used to provide information on effective requirements collection techniques
- Stakeholder register: used to identify stakeholders who can provide information on requirements along with the requirements/expectations that they have for the project
-Business documents:
-Business case: describes required,
desired, and optional criteria for meeting
business needs
- Agreements:
- EEFs: Org culture, infrastructure, personnel administration and marketplace conditions
- OPAs: Policies/procedures and historical information and lessons learned repositories
Tools/techniques: Collect requirements
Expert judgement
Data gathering (brainstorming, interviews, focus groups, questionnaires/surveys and benchmarking)
Data analysis: Review and assess relevant documented information (agreements, business plans, business rules, current process flows, etc) so to elicit requirements by analyzing and identifying information
Decision making: (Voting, Autocratic decision making and Multicriteria decision analysis)
Data representation: (Affinity diagrams and Mind Mapping)
Interpersonal and team skills: (Nominal group technique
Observation/conversation and
Facilitation)
Context Diagram:
Prototypes
When to use these Data Gathering Techniques:
- Interviews
- Focus Groups
- Questionnaires/Surveys
- Benchmarking
Interviews: gather information from individual stakeholders by talking directly to them
Focus groups: brings together pre-qualified stakeholders and SME
Questionnaires and surveys: large number of respondents
Benchmarking: comparing actual or planned products/processes/practices to those of comparable organizations to identify best practices, ways to improve and basis for measuring performance
Voting techniques:
- Unanimity
- Majority
- Plurality
Unanimity: everyone agrees
Majority: more than 50% of members agree
Plurality: largest block in group decides, even if majority is achieved. Method used when the number of options nominated is more than two
What is autocratic decision making?
One person makes decision
What is multicriteria decision analysis?
Uses decision matrix to provide a systematic analytical approach for establishing criteria (risk levels, uncertainty) to evaluate and rank many ideas)
What are Affinity Diagrams?
Diagram that diagram organizes a large number of ideas into their natural relationships
Used to generate, organize, and consolidate information related to a product, process, complex issue, or problem
After generating ideas, group them according to their affinity, or similarity.
What is Mind Mapping?
Consolidated ideas created through individual brainstorming sessions into a single map to reflect commonality and differences in understand and generate new ideas
What is the Nominal Group Technique?
A voting process used to rank the most useful ideas for further brainstorming or prioritization.
4 steps:
1) Question/problem is posed to the group. Each person silently writes down ideas
2) Moderator writes down ideas on flip chart
3) Each recorded idea is discussed with group until common understanding
4) Individuals vote to prioritize ideas (1 lowest-5 highest scale). Voting happens in rounds and tallied at end of each round by highest scoring
Facilitation skills:
-What is Joint Application Design/Development (JAD)
Brings subject matter experts and the development team together to discuss and improve on the software development process
Facilitation skills:
-What is Quality function deployment (QFD)
Commonly used in manufacturing field to determine new product development requirements
What is a User Story
Use stories: descriptions of the desired features and project requirement that stakeholders provide during facilitated workshops
What is a Context Diagram
Example of a Scope Model
Visual depiction of the product scope model, shows how people and other systems (actors) showing a business system and how people and other systems (actors) interact with it.
Includes business process, equipment, or computer system and what roles interact with those systems
What is the importance of Prototyping in Collect Requirements Process?
Allows team to gain early feedback by providing a working model of expected product before actually developing it.
Results of evaluation can be analyzed and assumed into priority list of redesign ideas
What is Story Boarding?
A prototyping method
Uses visuals/images to illustrate a process or represent a project outcome.
Useful in illustrating how a product, service or application will function or operate when it’s complete
Outputs: Collect requirements
Requirements Documentation
Requirements Traceability Matrix
What is a Requirements Documentation
Description of how individual requirements meet the business need for the project.
All requirements must be measurable, testable, traceable, complete, consistent and acceptable to stakeholders.
Requirements documentation can be a simple document that lists requirements (categorized by stakeholders) to more detailed (executive summary)
What are the 2 types of Requirements Documentation?
Business: stakeholder needs
Technical Solutions: how those needs will be implemented
What are Functional and Non Functional Requirements?
Functional: describe behaviors of product (actions, processes, data and interaction that the product should execute)
Non functional requirements: describe the environmental conditions/qualities required for the product to be effective (reliability, security, performance, safety, level of service, etc)
What is a Requirements Traceability Matrix?
Grid that links product requirements from their origin to the deliverables that satisfy them.
Helps ensure that each requirement adds business value
Provides a way to track requirements throughout project and manage changes to the product scope
What does a Requirements Traceability Matrix include?
-unique ID code, description of the requirement, rationale for inclusion, owner, source, priority version, current status, and status date
Define: Define Scope (5.3)
Process of developing a detailed description of the project and product.
Key benefit: it describes the product, service or result boundaries and acceptance criteria
Inputs: Define Scope
Project charter
Project management plan
Project documents: (Assumption log, Requirements documentation, and Risk register)
EEFs: org culture, infrastructure, personnel administration and marketplace conditions
OPAs: Policies/procedures and historical information and lessons learned repositories
Tools/techniques: Define Scope
Expert judgement
Data analysis (alternatives analysis)
Decision making (multicriteria decision analysis)
Interpersonal and team skills: (facilitation)
Product analysis:
What is Multicriteria Decision Analysis
Uses a decision matrix to provide a systematic analytical approach for establishing criteria (requirements, schedule, budget, resources, etc) so to refine the project scope
What is Product Analysis
Used to define products/services
Includes asking questions about product/service and forming answers to describe the use, characteristics, and other relevant aspects of what is going to be delivered.
Techniques include:
- Product breakdown
- Requirements analysis
- Systems analysis
- Systems engineering
- Value analysis
- Value engineering
Outputs: Define Scope
Project Scope Statement
Project Document UPDATES
What is a Project Scope Statement
Detailed description of project scope, deliverables, assumptions and constraints.
Enables team to perform detailed planning, guides the team’s work during execution and provides the baseline for evaluating whether requests for changes or additional work are contained within or outside of the project boundaries
Detailed project scope statement includes:
- Product scope description
- Deliverables
- Acceptance criteria
- Project exclusions
What project documents may be UPDATED as result of output?
- Assumption log
- Requirements documentation
- Requirements Traceability Matrix
- Stakeholder Register
Define: Create WBS (5.4)
Process of subdividing project deliverables and work into smaller, more manageable components.
Key benefit: provides a framework of what has to be delivered
Inputs: Create WBS
Project management plan
Project documents:
- Project scope statement
- Requirements
documentation:
EEFs: Industry specifics WBS standards relevant to the project
OPAs: Policies, procedures and templates for WBS, project files from previous projects, and lessons learned from previous projects
What are Requirements Documentation?
Detailed requirements describe how individual requirements meet the business need for the project
Tools/Techniques: Create WBS
Expert Judgement
Decomposition
What is a WBS?
Hierarchical decomposition of the total scope of work to be done
Organizes and defines total scope
What is a Work Package?
Lowest level of WBS which outlines the planned work
What is a Top-Down Approach to creating a WBS?
use of organization-specific guidelines and the WBS templates
What is a Bottom-Up approach to creating a WBS?
used to group subcomponents
What is Rolling Wave Planning?
technique that involves progressive elaboration to add detail to the WBS on an ongoing basis
Outputs: Create WBS
Scope Baseline
WBS Dictionary
Project Document UPDATES
What is the Scope Baseline?
Approved version of scope statement, WBS and its associated WBS dictionary which can only be changed through formal change control procedures
Includes:
- Project scope statement
- WBS
- Work package: lowest level of WBS that provide a structure for hierarchical summation of costs, schedule, resource information and form a code of accounts
- Planning package: WBS component below the control account and above the work package with known work but without detailed schedule activities
What is the relation of Work Packages to Control Accounts?
Each work package is a part of a control account
A Control Account is a management control point where scope, budget, and schedule are integrated and compared to the earned value for performance measurement.
A Control Account has 2 or more work packages
What is a Planning Package?
A WBS component below the control account and above the work package with known work but without detailed schedule activities
What is the relation of Planning Package to Control Accounts?
A control account may include one or more planning packages.
A planning package is a WBS component below the control account and above the work package with known work content but without detailed schedule activities
What is a WBS Dictionary?
document that provides detailed deliverable, activity and scheduling information about each component in the WBS
What Project Documents may be UPDATED from output
Assumption Log
Requirements Documentation
Define: Validate Scope (5.5)
Process of formalizing acceptance of the completed project deliverables
Key benefit: brings objectivity to the acceptance process and increases the probability of final product, service or results acceptance by validating each deliverable
Inputs: Validate Scope
Project Management Plan
-scope management plan
-requirements management
plan
-scope baseline
Project Documents (lessons learned, quality reports, requirements documentation, and requirements traceability matrix)
Verified deliverables
Work Performance Data
What is a Scope Baseline
Approved version of the scope statement, WBS and WBS Dictionary
Used to compare actual with planned results
Tools/Techniques: Validate Scope
Inspection/reviews
Decision Making
Outputs: Validate Scope
Accepted Deliverables
Work Performance Information
Change Requests
Project Document UPDATES (lessons learned register, requirements documentation, requirements traceability matrix)
What makes a deliverable “accepted”?
Meets acceptance criteria and formally signed off/approved by customers/sponsor
Define: Control Scope (5.6)
Process of monitoring the status of the project and product scope and managing changes in the scope baseline
Key benefit: the scope baseline is maintained throughout the project
Inputs: Control Scope
Project Management Plan: -scope -requirements -change -configuration -scope baseline -performance measurement baseline
Project Documents (lessons learned, requirements documentation, requirements traceability matrix)
Work performance data
OPAs (Existing formal/informal scope, control-related policies, procedures and guidelines
Monitoring and reporting methods and templates to be used)
Tools/Techniques: Control Scope
Data Analysis:
- Variance analysis - Trend analysis
What is Variance Analysis?
technique for determining the cause and degree of difference between the baseline and the actual performance
Determines if the variance is within the threshold amount or if corrective or preventive action is required
What is Trend Analysis?
Uses math to forecast future outcomes based on historical results.
Examines project performance over time to determine if performance is improving or deteriorating
Outputs: Control Scope
Work Performance Information
Change Requests
Project Management Plan UPDATES
Project document UPDATES
