Title: Project Management and Change Management
1Project Management and Change Management
- Lecture 3 Scope Management
2Scope
- Scope is the sum of the products and services to
be provided as a project - A concise and accurate description of the end
products or deliverables of the project - That meet specified requirements
- As agreed between the project stakeholders
3Scope Management
- Project Scope Management includes the processes
required to - Ensure that the project includes all of the work
required - And only the work required to complete the
project successfully
4Scope management consists of
- Initiation
- Planning
- Definition
- Verification
- Change Control
5Scope Initiation
- The phase where the organisation commits to
beginning a project or commits to moving to the
next phase of the project - Normally occurs as managements response to the
recognition of a problem, business need or
opportunity
6Scope initiation - inputs
- Product description
- Strategic plan
- Project selection method
- Historical Information
7Scope Initiation Tools and Techniques
- Project Selection Methods e.g. quantitative cost
measurement, scoring models - Expert judgement e.g. expert panel, objective
brain storming
8Scope Initiation - Outputs
- Project charter
- Project manager identified / assigned
- Constraints
- Assumptions
9Project Charter
- After deciding what project to work on, it is
important to formalize projects - A project charter is a document that formally
recognizes the existence of a project and
provides direction on the projects objectives
and management - Key project stakeholders should sign a project
charter to acknowledge agreement on the need and
intent of the project
10Sample Project Charter
11Sample Project Charter
12Scope planning
- Inputs include the product description, project
charter, constraints and assumptions - Methods include product analysis, benefit/cost
analysis identifying alternatives and expert
judgment - Outputs include scope statement, supporting
detail and scope management plan.
13Scope planning
- Involves developing a written scope statement
that includes the project justification, the
major deliverables and the project objectives
14Scope Statement
- Forms the basis for an agreement between the
project team and the project customer by
identifying project objectives and the major
project deliverables - Normally written by project manager in
conjunction with the project team
15Scope statement
- Justification business reason
- Product description a summary of the product
description - Deliverables- a summary of all deliverables whose
full and satisfactory delivery means the project
is complete - Objectives time, cost , quality
16Scope management plan
- A subsidiary element of the overall management
plan - Describes how project scope will be managed
- Describes how scope changes will be integrated
into the project - Should also include a clear description of how
scope changes will be identified and classified
17Scope Definition
- Involves decomposing the major deliverables into
smaller, more manageable components to provide
better control - WBS
18What is WBS
- WBS is the name given to a technique in project
management in which the project is broken down
into manageable chunks - A WBS provides a central organising concept for
the project. That is a common framework for
Planning, Scheduling, cost estimating, budgeting,
configuring, monitoring and controlling the
entire project
19Partitioning the Project
- You need to decompose the project into
manageable chunks - ALL projects need this step
- Divide Conquer
- Two main causes of project failure
- Forgetting something critical
- Ballpark estimates become targets
- How does partitioning help this?
20Project Elements
- A project has
- Functions
- Activities
- Tasks
21Function
- Management activity
- Often Spanning the life of the project
- Examples Change Management, Risk Management and
project Management
22Activity
- An element of work with expected duration, cost
and resources - Can be subdivided into other activities or tasks
23Task
- Lowest level of activity on the project
- Typically not shown on preliminary WBS ( too
granular) - Smallest unit of work in the real schedule
24Typical WBS
25Work Breakdown Structure WBS
- Hierarchical list of projects work activities
- 2 Formats
- Outline (indented format)
- Graphical Tree (Organizational Chart)
- Uses a decimal numbering system
- Ex 3.1.5
- 0 is typically top level
- Includes
- Development, Mgmt., and project support tasks
- Shows is contained in relationships
- Does not show dependencies or durations
26WBS
- Contract WBS (CWBS)
- First 2 or 3 levels
- High-level tracking
- Project WBS (PWBS)
- Defined by PM and team members
- Tasks tied to deliverables
- Lowest level tracking
27A Full WBS Structure
- Up to six levels (3-6 usually) such as
- Upper 3 can be used by customer for reporting (if
part of RFP/RFQ) - Different level can be applied to different uses
- Ex Level 1 authorizations 2 budgets 3
schedules
28WBS Chart Example
29WBS Outline Example
0.0 Retail Web Site 1.0 Project Management 2.0
Requirements Gathering 3.0 Analysis Design 4.0
Site Software Development 4.1 HTML Design and
Creation 4.2 Backend Software 4.2.1 Database
Implementation 4.2.2 Middleware
Development 4.2.3 Security Subsystems 4.2.4
Catalog Engine 4.2.5 Transaction
Processing 4.3 Graphics and Interface 4.4
Content Creation 5.0 Testing and Production
30WBS Types
- Process WBS
- a.k.a Activity-oriented
- Ex Requirements, Analysis, Design, Testing
- Typically used by PM
- Product WBS
- a.k.a. Entity-oriented
- Ex Financial engine, Interface system, DB
- Typically used by engineering manager
- Hybrid WBS both above
- This is not unusual
- Ex Lifecycle phases at high level with component
or feature-specifics within phases - Rationale processes produce products
31Product WBS
32Process WBS
33WBS Types
- Less frequently used alternatives
- Organizational WBS
- Research, Product Design, Engineering, Operations
- Can be useful for highly cross-functional
projects - Geographical WBS
- Can be useful with distributed teams
- NYC team, San Jose team, Off-shore team
34Ways to develop a WBS
- By geographically separated areas whether for
activity or product - By major chronological time periods
- By structure, process, system or device
components - By intermediate deliverables required in the
production of the end deliverables - By separated areas of responsibility i.e.
functional, discipline trade or service
35Remember
- Different people view the technique differently
- The techniques can be applied in different ways
- The results must reflect the project strategy
- No single way is best for all projects
36Work Packages
- Generic term for discrete tasks with definable
end results - Typically the leaves on the tree
- The one-to-two rule
- Often 1 or 2 persons for 1 or 2 weeks
- Basis for monitoring and reporting progress
- Can be tied to budget items (charge numbers)
- Resources (personnel) assigned
- Ideally shorter rather than longer
- Longer makes in-progress estimates needed
- These are more subjective than done
- 2-3 weeks maximum for software projects
- 1 day minimum (occasionally a half day)
- Not so small as to micro-manage
37Work Package
- Is the lowest level in the WBS
- Has a deliverable result
- Should have one responsible part called the WP
owner - May be considered by the WP assignee as a project
in itself - May include several milestones
- Should fit organisational procedures and culture
- The optimal size of a WP may be expressed in
terms of labour hours, calendar time, cost,
report period risks
38WBS Dictionary
- The labels and shape of our WBS is fine. But how
are we to know what work is in each work package - On larger projects it is usual to provide what is
known as a WBS dictionary for each package - This provides
- A statement of work describing the work content
of each package - And often a description of what is not included
39WBS and WPEvolution
- As a project progresses through its lifecycle and
planning becomes more detailed it may be
necessary to further subdivide existing work
packages - This will push them to the next lower level
40WBS
- List of Activities, not Things
- List of items can come from many sources
- SOW, Proposal, brainstorming, stakeholders, team
- Describe activities using bullet language
- Meaningful but terse labels
- All WBS paths do not have to go to the same level
- Do not plan more detail than you can manage
41WBS Methodology
- PM must map activities to chosen lifecycle
- Each lifecycle has different sets of activities
- Integral process activities occur for all
- Planning, configuration, testing
- Operations and maintenance phases are not
normally in plan (considered post-project) - Some models are straightened for WBS
- Spiral and other iterative models
- Linear sequence several times
- Deliverables of tasks vary by methodology
42WBS Techniques
- Top-Down
- Bottom-Up
- Analogy
- Rolling Wave
- 1st pass go 1-3 levels deep
- Gather more requirements or data
- Add more detail later
- Post-its on a wall
43WBS Techniques
- Top-down
- Start at highest level
- Systematically develop increasing level of detail
- Best if
- The problem is well understood
- Technology and methodology are not new
- This is similar to an earlier project or problem
- But is also applied in majority of situations
44WBS Techniques
- Bottom-up
- Start at lowest level tasks
- Aggregate into summaries and higher levels
- Cons
- Time consuming
- Needs more requirements complete
- Pros
- Detailed
45WBS Techniques
- Analogy
- Base WBS upon that of a similar project
- Use a template
- Analogy also can be estimation basis
- Pros
- Based on past actual experience
- Cons
- Needs comparable project
46WBS Techniques
- Brainstorming
- Generate all activities you can think of that
need to be done - Group them into categories
- Both Top-down and Brainstorming can be used on
the same WBS - Remember to get the people who will be doing the
work involved (buy-in matters!)
47WBS Basis of Many Things
- Network scheduling
- Costing
- Risk analysis
- Organizational structure
- Control
- Measurement
48WBS foundation of the project
- Involve all players when using WBS
- May be used as a project organisational chart
- Establishes cost/schedule estimates
- Feeds into network diagram
- Risk appraisal tool
- Identifies contract strategy
- Coding structure for reporting
49Defining Project Scope - a process perspective
- Although scope will include organisational and
technical components a process perspective
provides the best and most focused definition of
what is changing and what is not changing - Example Process to be redesigned begins with the
receipt of an order and ends with the completed
order received by the customer
50Need to address the following questions
- What processes are included in the scope of our
project? - What processes are NOT included in the scope of
our project? - Where does each process begin and where does each
process end? - What systems used in these processes are NOT
included in the scope? - What organizations involved in these processes
are included in the scope? - What organizations involved in these processes
are NOT included in the scope? -
51Examples
- The process includes the work processes and
systems required to fill the order. The process
does not include the manufacturing activities
required to make the product, or the billing
process. - Organizations involved include order processing,
logistics and shipping. Organizations not
involved include manufacturing and accounting - The current personal computers and LAN
architecture are part of the project scope. The
database server and database application are also
included. The customer contact software is not
part of the project scope.
52Defining Project Scope Other Work
- Preparation of training material
- Delivery of training
- Business Process documentation
- Business Process Re-engineering
- Rework
- Project management and administration
- Vendor management
- Security
53Defining Project Scope Other Work
- Disaster recovery plans
- Business continuity plans
- Provision and setup of equipment
- Software
- Communication
- Support after go-live
- Recruitment of permanent or contract staff
- Staff performance management and evaluation
- Hardware upgrade or purchase
- Hardware installation
- Data preparation for transfer
- System documentation
54Scope definition summary
- Represents content not execution sequence
- Scope Baseline
- Use of WBS ensures completeness
- Verifies Scope
- Validates change to scope
- Interfaces with contracts
- Approve prior to proceeding further
- Basis for further decisions
55Scope Change
- A scope change may be defined as any change in
the project deliverables from what was originally
intended - A scope change almost always requires an
adjustment to the project cost and schedule
56Scope Change
- Very few projects are executed as per the
original design and execution plan. Need to look
at - Types of change
- Sources of change
- Impact of changes
- Change authorisation
57Scope Verification
- This is the process of obtaining formal
acceptance of the project from the stakeholders
(sponsor, client, customer etc. ) - Input work results, product documentation, WBS,
project plan, scope statement - Tools and techniques Inspection
- Outputs Formal Acceptance
58Scope Verification Typical Test program
- List components to be tested
- Define the test measures
- Test location
- Who will test
- Test procedures
- Test support equipment required
59Scope management and project failure
- Many IT Project suffer from scope creep and poor
scope verification - FoxMeyer Drug filed fro bankruptcy after scope
creep on a SCM system - McDonalds binned 1 billion project to link its
operations in a real time network