Lecture - Project Scope Management slide

By Chere L. (M. Tech) Lecturer and Trainer, Department of Software Engineering Software Project Management SwEg4104 Lecture 4 – Scope Management

Scope Management - Work Breakdown Structure Outline  Key Concepts & Terms  Process of Scope Management Chere L. 2

Scope Management - Work Breakdown Structure Key Concepts & Terms Chere L. 3

Scope Management - Work Breakdown Structure Key Concepts & Terms Chere L. 4  Product scope:  The features and functions that characterize a product, service, or result.  It’s completion is measured against the requirements.  The ‘What’ and Oriented to functional requirements  Project scope:  The work that needs to be accomplished to deliver a product, service, or result with the specified features and functions.  The completion is measured against the project plan.  The ‘How’ and Work-Oriented.

Scope Management - Work Breakdown Structure Cont’d Chere L. 5  Project Scope Management  The processes that ensures the project includes all the work required, and only the work required.  Or the processes related to finding what is included and what is not included in the project

Scope Management - Work Breakdown Structure Processes of Scope Management Chere L. 6

Scope Management - Work Breakdown Structure Cont’d Chere L. 8  Inputs  Outputs  Tools and Techniques Project Scope Management Process

Scope Management - Work Breakdown Structure Planning Scope Management Chere L. 9  It provide guidance on how the project scope will be managed throughout the project

Scope Management - Work Breakdown Structure Planning Scope Management Chere L. 11 Data Flow Diagram

Scope Management - Work Breakdown Structure Collect Requirements Chere L. 18  Scope management plan  Requirements management plan  Stakeholder Management Plan  Project Charter  Stakeholder Register  Interviews  Focus groups  Facilitated workshops  Group creativity techniques  Group decision making techniques  Questionnaires and surveys  Observations  Prototypes  Benchmarking  Context diagrams  Document Analysis  Requirements documentation  Requirements traceability matrix Input Tools & Techniques Output

Scope Management - Work Breakdown Structure Define Scope Chere L. 32  Developing the detailed description of the project and product  Specifying the boundaries of the project  Specifying the requirements that are included in the project scope

Scope Management - Work Breakdown Structure Define Scope Chere L. 33

Scope Management - Work Breakdown Structure 5.2 Collect Requirements • Scope management plan • Project Charter • Requirements documentation • Organizational Process Assets 1. Expert Judgment 2. Product analysis 3. Alternative generation 4. Facilitated Workshops 1. Project Scope Statement 2. Project document updates Input Tools & Techniques Output What is completely new for you?

Scope Management - Work Breakdown Structure 5.3.3.1 Project Scope Statement Project Scope Statement includes the followings: Product Scope: Describes the characteristics of the product, service or result Deliverable: Any verifiable product, service, or result. Deliverables can also be project reports and documentations. Acceptance Criteria: Conditions that are to be met before accepting the criteria Constraints. Constraints refers to limitations or restrictions. For example a predefined budget or deadline. Project Exclusion: Identifying things that are outside the scope of the project. This helps in managing stakeholder expectations Assumptions: Something is considered to be true or certain without any proof. This is done for planning purpose. The scope statement also documents the affects of the assumed factors in case the proof to be false. Project Scope Statement Template

Scope Management - Work Breakdown Structure Define Scope: CRMS Chere L. 40 Deliverables (example)  Functional CRM System with core features and functionalities.  Integration with existing systems (e.g., email, marketing automation) for data synchronization.  User documentation and training materials.  Deployment package for installation on a web server.  Testing reports and documentation.

Scope Management - Work Breakdown Structure Define Scope: CRMS Chere L. 42 In-Scope: Functionalities and Features  Lead Management  Contact Management  Sales Pipeline Tracking  Reporting and Analytics:  Task and Activity Management  Email Integration  Mobile Accessibility  Customization and Scalability Out-of-Scope: Functionalities/Features  Mobile application  Integration with third-party applications  Customization of features  Data migration from legacy systems or third-party CRM platforms

Scope Management - Work Breakdown Structure Define Scope: CRMS Chere L. 43 Scope Statement  The CRM System will serve as a centralized platform for managing customer relationships, capturing leads, tracking sales opportunities, and analyzing customer data. It will include core features such as lead management, contact management, sales pipeline tracking, reporting and analytics, task and activity management, email integration, mobile accessibility, customization, and scalability.

Scope Management - Work Breakdown Structure Define Scope: CRMS Chere L. 44 Assumptions:  The project team will have access to necessary resources, including hardware, software, and development tools.  Stakeholders will provide timely feedback and approvals during the project lifecycle.  The CRM System will comply with relevant data privacy and security regulations. Constraints:  Budget constraints may limit the scope of the project and impact the selection of technologies and resources.  Time constraints may require phased implementation of features and functionalities. Acceptance Criteria:  The CRM System meets all defined functional and non-functional requirements.  User acceptance testing (UAT) validates the functionality and usability of the system.  Stakeholders formally accept the completed deliverables before deployment.

Scope Management - Work Breakdown Structure Chere L. 45

Scope Management - Work Breakdown Structure Work Breakdown Structure (WBS) Chere L. 46

Scope Management - Work Breakdown Structure Summary of WBS Chere L. 47  Explain what the WBS is  Understand the use of the WBS  Be familiar with the WBS components  Understand the processes of creating the WBS  Identify Tools, Techniques, Output of WBS  Types of WBS  Case studies

Scope Management - Work Breakdown Structure What is WBS? Chere L. 48 PMBOK defines WBS as “A deliverable-oriented hierarchical decomposition of the work to be executed by the project team to accomplish the project objectives and create the required deliverables”.

Scope Management - Work Breakdown Structure Cont’d Chere L. 49 WBS  A PM tool used to define and group project elements (discrete works) in a way that help to organize and define the total work scope of the project  It is a visual representation of ‘what’ to be done.  It contains a list of activities for a project derived from  Previous experience  Expert brainstorming

Scope Management - Work Breakdown Structure Cont’d Chere L. 50  Each descending level of WBS represents an increasingly detailed definition of the project work.

Scope Management - Work Breakdown Structure Benefit of WBS Chere L. 51  Clearer definition of the deliverables  Better communication  Lays the groundwork for schedule and budget  accurate time and budget estimation  Easier identification of critical path items  Provides a coordinating framework for the various parts of a project  Creating accountability among project team  easily identify authority/role and responsibilities of project team  An instrument for tracking costs and work performance.

Scope Management - Work Breakdown Structure WBS Elements Chere L. 52  Project Deliverables  The desired outcomes of project tasks. They are grouped into work packages  WBS Levels  Provide context for each portion of the project and determine the hierarchy of tasks and deliverables  Work Packages  The lowest level in the WBS.  It represents the work needed to accomplish a specific deliverable.  Should contain activities that are short in duration (1 or 2 weeks; 8 - 80 hours rule;  It describe activities that can be planned, scheduled, and controlled by an individual or a small team.

Scope Management - Work Breakdown Structure WBS Elements Chere L. 53  Tasks  Work packages broken down into smaller activities  WBS Dictionary  Describe each component of WBS with along with their estimated effort, and performance measurements.  It allows to define each step of the WBS and how it will be executed.  Control Accounts  Help control costs and schedules on projects with very large budgets or when a large part of the budget or duration applies to only one or two major deliverables.  It function like work packages with some additional requirements.  Usually created for major parts of the project, such as phases and key deliverables.

Scope Management - Work Breakdown Structure How to Create a WBS? Chere L. 54  Set project boundaries  define the Project Scope, Goals and Objectives  Identify Project Phases & Control Accounts  Identify and list the Project Deliverables  Set WBS Levels  Create Work Packages  Choose Task Owners

Scope Management - Work Breakdown Structure Identifying Work Package Chere L. 55  Identify major project work deliverables/systems  then the sub-deliverables necessary to accomplish the larger deliverables are defined. The process is repeated until the sub-deliverable detail is small enough to be manageable and where one person is responsible.  this lowest deliverable usually consists of several work packages. Work packages within a deliverable are grouped by type of work: foundation, framing, finish; hardware, programming, testing, etc. Also referred to as cost accounts, work packages facilitate a system for monitoring project progress by work completed, cost and responsibility.

Scope Management - Work Breakdown Structure Set WBS Levels • Determine the level of each WBS element and assign code • Level 0 - project itself • Level 1 - major deliverables • Level 2 - individual components of each deliverable etc. • Final level – work package

Scope Management - Work Breakdown Structure Approaches to Develop WBS  Phase based approach  Product based approach  Hybrid approach

Scope Management - Work Breakdown Structure Phase based approach • Advantage • Activity list likely complete and non-overlapping • WBS gives a structure that can be • refined as the project proceeds • used for determining dependencies among activities • Disadvantage • May miss some activities related to final product

Scope Management - Work Breakdown Structure Product based approach • Product Breakdown Structure (PBS) • Shows how a system can be broken down into different products for development Product based approach

Scope Management - Work Breakdown Structure Hybrid Approach • A mix of the phase-based and product based approaches (most commonly used) • The WBS consists of • a list of the products of the project; and • a list of phases for each product

Scope Management - Work Breakdown Structure How do you develop a good WBS? • Top down approach: • Start at the highest, top level activities and systematically develop increasing levels of detail for all activities • Bottom up approach (“Brainstorming”): • Generate all activities you can think of that will have to be done and then group them into categories • Which one you use depends on • how familiar you and your team are with the project, • whether similar projects have successfully been performed in the past, and • how many new methods and technologies will be used.

Scope Management - Work Breakdown Structure Top Down WBS Development • Specify all activities for the entire project to be finished. • Determine all tasks to complete each activity. • If necessary, specify sub-activities required to complete each task. • Continue in this way until you have adequately detailed your project. • Approach is good if • You (or your team) are familiar with the problem. • You have successfully managed a similar project in the past. • You are not introducing new methodologies or tools.

Scope Management - Work Breakdown Structure Brainstorming WBS Development • Brainstorming means you • Don’t worry about overlap or level of detail • Don’t discuss activity wordings or other details • Don’t make any judgements • Write everything down • On a single list, write any activities you think will have to be performed. • Then study the list and group activities into a few major categories with common characteristics. • Try to group activities into higher level activities • Consider each category you have created • Use top-down WBS development to determine any additional activities you may have overlooked.

Scope Management - Work Breakdown Structure Displaying WBS • Three different formats are usually used • Organization-chart format • Effectively portrays an overview of your project • Hierarchical relationships of participants, different activities and tasks • Outline format • Sub-activities and tasks are indented • Bubble format • The bubble in the center represents the project • Lines from the center bubble lead to activities • Lines from activities lead to tasks.

Scope Management - Work Breakdown Structure Cont’d

Scope Management - Work Breakdown Structure Cont’d • What is the best display format for WBS? • Organization-chart format: • Often good for a “bird view” (executive summaries,...) • Less effective for displaying large numbers of activities • Outline format: • Easier to understand, if WBS contains many activities • Bubble format: • Effective for supporting brainstorming • Not so good for displaying work breakdown structures to audiences who are not familiar with the project. • Mixed approach • In large projects

Scope Management - Work Breakdown Structure Cont’d Chere L. 69

Scope Management - Work Breakdown Structure Chere L. 72

Scope Management - Work Breakdown Structure Activity Personal Portfolio Website Development Project Description:  The Personal Portfolio Website Development project aims to create a professional and visually captivating online platform for individuals to showcase their skills, experiences, projects, and achievements. This website will serve as a digital resume and portfolio, enabling individuals to present themselves effectively to potential employers, clients, or collaborators in an engaging manner. Objectives  Design and develop a modern, and responsive web application that effectively highlights the individual's skills, experiences, and projects while providing an intuitive user experience. Duration? Budget ?

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