apply project scope management techniques project scope processes part 2 week 4 certificate iv in...

BSBPMG401A Apply Project Scope Management Techniques1

Apply Project ScopeManagement Techniques

Project Scope Processes – Part 2Week 4

Certificate IV in Project Management 17871Qualification Code BSB41507

Unit Code BSBPMG401A


Project Scope Processes - Part 2

PMBOK Project Scope Management Processes -5.1 Collect Requirements5.2 Define Scope5.3 Create Work Breakdown Structure5.4 Verify Scope5.5 Control Scope

Related processes from Project Integration Management –4.1 Develop Project Charter

4.2 Develop Project Management Plan

4.5 Perform Integrated Change Control

PMBOK 4th Edition


5.3 Create Work Breakdown Structure

• The process of sub dividing project deliverables and project work into smaller, more manageable component.

• It defines all the work to be undertaken by the project team in order to achieve the project objectives and create the required deliverables.

• The WBS is initially created during scope planning and then refined as time, cost and human resource planning are undertaken

• It forms the basis for the development of the project schedule and GANTT chart

Initiation Planning Execution Close

Monitor

ControlAdapted from PMBOK 4th Edition



• Inputs into the creation of the WBS include –Project Scope Statement

Requirements documentation

Organisational policies and procedures

Project management methodology and lifecycle

Lessons learned from previous projects

Templates for WBS


Monitor



WBS Possible Hierarchies

• The WBS is made up work packages from phases, deliverables and activities, down to tasks at the lowest level.

Work Package

Deliverable

Phase

Project

Activity

Task

Deliverable

Phase

Sub Project

Project

Work Package

Activity

Activity

Work Package

Deliverable

Project

Task

Task


Project

Phase 1 Phase 2 Phase 3

Deliverable 1 Deliverable 2 Deliverable 3

Activity 1 Activity 2 Activity 3

Task 1 Task 2 Task 3

WorkPackage 1

WorkPackage 2

WorkPackage 3

Task 4 Task 5 Task 6

Types of WBS Diagrams

• Deliverables can be broken down into Activities or Work Packages

• Activities and Work Packages are typically broken down into Tasks

• Phases could be replaced by Sub Projects or Deliverables depending on the size of the project

Adapted from PMBOK 4th Edition



• Outputs from this process include –Work Breakdown Structure

Definitions of Sub-projects, Deliverables and Work PackagesWBS Dictionary (advanced concept, often applied to large Information

Technology, Defence and Engineering projects)

– Structured documentation of the components of the WBS including Sub-projects, Deliverables and Work Packages

– Can define and allocate accounts to WBS components for cost and time tracking purposes

– Can include high level sub-project plans and outsourcing or contracting information


Monitor



5.4 Verify Scope

• The process of formal review and acceptance of completed project deliverables

• Occurs during the Monitoring and Control activities through both the Planning and Execution Phases

• Involves the formal review and acceptance (sign off) for deliverables by the Project Sponsor or customer

• This process is critical to the successful completion of a project


Monitor

Control



Verify Scope Vs Quality Control

• Quality Control is generally performed before Scope Verification but they are often performed in parallel and many organisations do not make a distinction between the two activities

• Scope Verification is primarily concerned with acceptance or handover of the deliverables

• Quality Control is primarily concerned with the correctness of the deliverables against the quality requirements that were specified


Monitor

Control



5.4 Verify Scope

• The primary inputs include –Project Scope Statement

Work Breakdown Structure

Requirements documentation

Finalised deliverables

• The primary outputs include –Accepted deliverables – sign off

Change Requests

Project documentation updatesInitiation Planning Execution Close

Monitor

Control



5.5 Control Scope

• The process of monitoring the status of both the project and product scope

• Focuses on managing any changes to the scope baseline and understanding the flow on impacts to Time, Cost and Quality

• All requested changes should be processed through the Perform Integrated Change Control process (4.5)

• Occurs during the Monitoring and Control activities through both the Planning and Execution Phases

• Scope creep occurs when unapproved changes are undertaken Initiation Planning Execution Close

Monitor

Control



5.5 Control Scope

• Change on projects is inevitable

• Sometimes requirements and deliverables are overlooked during planning

• Sometimes requirements need to change to accommodate the changing needs of the Project Sponsor or customer

• Mandating some form of change control process is critical to project success


Monitor

Control



5.5 Control Scope

• The goals of Change Control are to -Influence the factors that cause scope changes

Ensure changes are processed according to procedures developed as part of integrated change control

Manage changes when they occur

Increase the chance of meeting the overall objectives

Define and obtain approval for changes to baselines for Scope, Cost and Time

• The Project Manager has the primary

responsibility for Change Control Initiation Planning Execution Close

Monitor

Control



5.5 Control Scope

• The primary inputs include –Scope baselineScope management planChange management plan and proceduresConfiguration management plan (if developed)Requirements management plan (if developed)

• The primary outputs include –Updates to Scope baselineUpdates to other baselines – Time and CostProject document updateChange requests


Monitor

Control




• The process of reviewing all change requests, including approving or rejecting changes and managing the flow on changes to all project deliverables and all components of the Project Management Plan

• All requested changes should be identified through the Control Scope process (5.5)

• Occurs from project inception through to completion and is part of the Monitor and Control process group

• Ideally only approved changes should be

incorporated into the project Initiation Planning Execution Close

Monitor

Control




• The following change management activities are included –

Influencing stakeholders and the project team to ensure only approved changes are implemented

Reviewing, analysing and approving change requests quickly

Understanding the complete impacts of the approved changes and managing their implementation

Maintaining the integrity of project baselines for Scope, Time and Cost

Co-ordinating changes across entire projectInitiation Planning Execution Close

Monitor

Control




• The primary inputs include –Project management planConfiguration management plan (if developed)Change RequestsChange Control procedures

• The primary outputs include –Change request decisionsChange request status updatesProject management plan updatesUpdates to project deliverables Initiation Planning Execution Close

Monitor

Control




What are the main things that should appear in your change control process?

Generally, how do you document processes?


Monitor

Control



Team Assignment Criteria

Team AssignmentComponents

Marks Basic Competency Higher Competency

Project Scope Definition 2 Briefly states what is included of the scope of the project

States what is IN scope and what is OUT of scope

Project Objectives and Requirements

3 Objectives statedHigh level requirements documented

Objectives stated in measurable terms using SMART

Project Success Criteria 3 Success criteria stated in terms of scope, time, cost and quality

Additional success criteria statedSuccess criteria stated in measurable terms using SMART

Constraints, Assumptions and Dependencies

4 Project constraints are listed in terms of timeframe and budgetAssumptions are listedDependencies are identified if they exist

Outstanding issues are listed for resolution by the Project SponsorImpacts of invalid assumptions is analysed

Project Approach and High Level Deliverables

4 Work Breakdown Structure documented Work Breakdown Structure documented in terms specific deliverables and the activities required to develop these

Scope Management Process (Change Control)

4 Basic scope management process documentedBasic Change Control form provided

Sophisticated scope management process documentedSophisticated Change Control form provided

Total 20 13 to 16 17 to 20

apply project scope management techniques project scope processes part 2 week 4 certificate iv in...

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