Scope Management

Makenzie Brykmakenzie.bryk@colorado.edu(303) 875-7910

Janaki Douillardjanaki.douillard@colorado.edu(303) 718-7052

Guest Presenter:Raymond Wendellraymond.wendell@intrado.com(303) 704-5147

Table of Contents

Executive Summary……………………………………………………………………………………...………1

Guest Presentation Outline…………………………………………………………………………….……..2

Class Materials Provided to Speaker……………………………………………………………………..6

Guest Presentation……………………………………………………………………………………..………11

Team Presentation Outline………………………………………………………………………………....12

Subsequent Team Presentation…………………………………………………………………….…….14

Worksheets and Quiz………………………………………………………………………………………….15

Answers to Worksheets and Quiz……………………………………………………………..…………24

Peer Evaluations………………………………………………………………………………………………..29

Executive Summary

The planning of this project began, after the scope had been defined by our professor, with the creation of a WBS. The WBS was an essential organizational tool for the group and a reference to ensure our project requirements were being met as the project progressed.

After reaching out to family, friends and Linked-In networks, we struck gold in a pool of candidates from the company Intrado. Janaki’s boyfriend’s father is the CEO and co-founder of the Longmont based 911 technologies company. Ray Wendell quickly surfaced through our interviews with several potential candidates as the most available and excited speaker.

In the process of communicating to Ray what was expected of this presentation, we provided him with an outline for the presentation. The outline discussed the purpose and expectations of the presentation within the context of this class. We also mocked up outlines for the relevant chapters of Scope, Integration, Communication and Professional & Social Responsibility from the PMP Exam Prep book. This gave him an idea of what we had already covered and how it was being presented within the PMI framework context. Lastly, we sent him the four PowerPoint presentations from Scope, Integration, Communication and Professional & Social Responsibility that Professor Marlatt presented in class to once again reinforce what we’ve learned thus far.

As it turned out, Ray found it was most convenient to modify and augment the class PowerPoint on Scope Management and provide a running commentary from his own experiences for his presentation.

In order to prepare for our own subsequent presentation we created an outline. The outline defined each the Scope topics of Collect Requirements, Define Scope, WBS, Verify Scope, Control Scope, described the relation of each topic to Integration, Communications, and/or Professional & Social Responsibility and detailed some key points that Ray had talked about. Between developing our PowerPoint presentation and hearing Ray speak, we decided to reorganize the presentation to initially recap what Ray talked about and then proceed into the various categories & processes of Scope Management and include inputs and outputs of each process.

The main objective from the beginning of creating our presentation was to get the class involved in the learning process. We decided that best way to achieve this was to incorporate activity breaks where we would spend a few minutes after each category to do exercises. As we prepared, we created so many activities that we that we decided to create a take-home quiz/worksheet. We truly felt that this final quiz/worksheet was the best way to bring our discussion on Scope Management full circle and ensure the learning process was complete.

1

Scope Management- Guest Presentation OutlinePresenter: Ray WendellStudent Team: Janaki Douillard & Makenzie BrykDate: Monday, October 18, 2010Time: 3:30-4:45pm You have a lot of freedom here to do what you would like with the time given. The basic example is given below but you could also speak for less than an hour and spend the rest of the time networking with the students. It’s your choice; just let us know how you want to set it up.

3:30-4:30 – Presentation 4:30-4:45 – Q&AClass Objectives: This class has 2 primary objectives. The first is for the students to become educated in Project Management so that they can pass the CAPM certification exam. The second objective is for the students to spend time networking via looking for a speaker for their specific topic. Location: Room 235

University of Colorado at BoulderLeeds School of Business995 Regent DriveBoulder, Colorado 80309-0419

Topics: The idea is that this presentation should focus on Scope Management and how you use it in your work. Our professor feels that the secondary topics have a lot of overlap with Scope Management and you can discuss them in that context. Stories from your experience with Scope Management would be a great way to do your whole presentation if you’d like. A PowerPoint presentation is not necessary by any means. On the other hand, if you’d like one but don’t want to put it together or don’t have the time, we can do that for you provided you get us an outline of your information. Primary Topic:

Scope ManagementSecondary Topics:

Integration Management Communications ManagementProfessional/Social Responsibility Management

2

Leeds School Location995 Regent DriveBoulder, Colorado 80309-0419View Interactive Map >Driving Directions

From the NorthTraveling from the north you will be coming into Boulder on the Diagonal Highway (119), which turns into Foothills Parkway. Turn right (west) on Arapahoe Avenue. Turn left (south) on 28th Street. At the first traffic light turn right (west) on Colorado Avenue. Turn left (south) onto the campus at the first traffic light on Regent Drive. Shortly after Regent Drive curves to the right, turn right into the Koelbel building drive and parking lot 430. Follow the driveway into the public parking areas. The Leeds School of Business building is adjacent to the public parking areas.

From The South – Including Denver International Airport (DIA)Traveling from the south (DIA) you will be coming into Boulder on Highway US 36, which turns into 28th Street. At the first traffic light in Boulder, turn left (west) on Colorado Avenue. Turn left (south) onto the campus at the first traffic light on Regent Drive. Shortly after Regent Drive curves to the right, turn right into the Koelbel building drive and parking lot 430. Follow the driveway into the public parking areas. The Leeds School of Business building is adjacent to the public parking areas.

3

PMP Exam Prep Chapter OutlinesScope Management

1. Collect Requirementsa. Focus Groupsb. Facilitate Workshopsc. Brainstormingd. Nominal Group Techniquee. Mind Mapsf. Affinity Diagramsg. Questionnaires and Surveysh. Observationi. Prototypesj. Group Decision Makingk. Requirements Documentationl. Balance Stakeholdersm. Traceability Matrix

2. Define Scopea. Product Analysisb. Project Scope Statement

i. Constraints and Assumptions3. WBS

a. WBS Dictionaryb. Scope Baseline

4. Verify Scope5. Control Scope

Integration Management1. Project Charter2. Project Selection3. Product Statement of Work4. Enterprise Environment Factors5. Organization Process Assets6. Project Management Plan

a. Baselinesb. Requirements Management Planc. Change management Pland. Change control systeme. Configuration Management Planf. Configuration Management Systemg. Process introvert Plan

4

7. Direct and Manage Project Executiona. Ensure common understanding

8. Monitor and Control Project Work

Communications Management1. Identify Stakeholders

a. Stakeholder Analysisb. Stakeholder Registerc. Stakeholder Management Strategy

2. Plan Communicationsa. Communication Models

i. Sender, message, receiverii. Communication Technology

b. Communication Methodsi. Push

ii. Pulliii. Interactive

c. Control of Communicationsd. Meetingse. Communication Channelsf. Communications Management Plan

3. Distribute Information4. Manage Stakeholder Expectations

a. Communication Blockers- noise, culture, language5. Report Performance

a. Status Reportsb. Progress Reportc. Lessons Learned

Professional/Social Responsibility1. Ethical Application of Project Management2. PMI-isms in Social Responsibility3. Categories of Prof. and Social Responsibility

a. Responsibility= Ownership of Decisions and Actionsi. Decisions based on interests of Company

ii. Accept only assignments you are qualified foriii. Protect proprietary informationiv. Report unethical behavior

b. Respect

5

i. Maintain attitude of cooperationii. Respect cultural differences

iii. Engage in good faith negotiationsiv. Be direct in dealing with conflictv. Do not use power to influence others

c. Fairnessi. Act impartially

ii. Look for conflicts of interest and discloseiii. Do not discriminateiv. Do not use position for personal gain

d. Honestyi. Try to Understand the truth

ii. Be truthful in all communications

6

Presentations We Provided to Our Guest

7

8

9

10

Guest Presentation

11

Scope Management Team Presentation Outline

1. Guest Speakera. Key points from presentation

i. Time Boxesii.

b. Discuss with classi. Entertaining

ii. Content

2. Collect Requirementsa. Definition Collect Requirementsb. Professional/Social Responsibility- honesty and fairness with in collectingc. Communications- Stakeholder Analysisd. Inputs/outputse. Activities

i. Brainstormingii. Nominal Group Technique

3. Define Scope

a. Definition “Define Scope”b. Integration Management – Charter- scope statement is project purposec. Communications –Assumptions related to stakeholder and project

expectationsd. Inputs/outpute. Activities

i. Matchingii. Multiple choice

4. WBSa. Definition WBS

i. WBS Dictionaryii. Scope Baseline

b. Integration- statement of work, direct & manage execution, monitor & control, roles & responsibility

c. Communications- distribute information, manage stakeholder expectationsd. Inputs/Outputse. Activity

i. Multiple Choiceii. Precedence Diagram

5. Verify Scopea. Definition Verify Scopeb. Integration- project management plan, charter

c. Communications- identify stakeholders

12

d. Inputs/Outputse. Activity

i. Q & Aii. Multiple Choice

6. Control Scopea. Definition Control Scopeb. Integration- project management plan

c. Communications- make stakeholder expectationsd. Professional & Social- monitoring ethicallye. Inputs/Outputsf. Activity

i. Q & Aii. Multiple Choice

7. Take Home Quiz

13

Our Team Presentation

14

Define Scope WorksheetMatching

In the following table, match each item in the first column with an appropriate item in

the second column:

A. The software product must run on both the

Microsoft Windows and Apple Macintosh platforms.

1. Project deliverable

B. An online education website 2. Project constraint

C. The drug must be developed within six months. 3. Product requirement

D. The software module must not have more than 10

bugs.

4. Project management

requirement

E. The project manager must have a PMP certification. 5. Product acceptance

criteria

Multiple Choice

1. Which of the following is not included in the project scope statement?

A) Project assumptions and constraints

B) The WBS

C) Product description

D) Project deliverables

2. You are planning the scope for your project. You have just created the requirements

documentation after meeting with the stakeholders and studying the project charter. This

requirements documentation can be used in developing:

A) The stakeholder register and project scope statement

B) The project charter and the WBS

C) The stakeholder register and the project charter

D) The project scope statement and the WBS

15

WBS WorksheetMultiple Choice1. Which of the following is a false statement about the WBS?

A) Each item in the WBS (not just the work packages) is assigned a unique identifier called a code of account identifier.

B) You should keep decomposing WBS components to lower levels until necessary and sufficient decomposition has been achieved.

C) Each work component appears in the WBS once and only once.D) The work packages should appear from left to right in the order in which the work

will be performed.2. The WBS is the output of which of the following processes?

A) The Create WBS processB) The Define Scope processC) The Develop WBS processD) The Project Initiating process

3. What are the components in the lowest level of the WBS hierarchy collectively called?

A) Work packagesB) MilestonesC) PhasesD) Features

4. Which of the following constitutes the project scope baseline?A) The WBS document and the scope statementB) The scope statementC) The WBS documentD) The WBS, the WBS dictionary, and the scope statement

5. You have selected a node in the hierarchy of the WBS that you will use to compare schedule, cost, and scope with the earned value in order to measure the project performance. This node or component in the WBS is called:

A) Code of accountsB) Control accountC) Management accountD) Performance node

Precedence Diagram

16

Verify Scope Worksheet

17

Contract Project Charter Statement of Work

Stakeholder Register

Requirement Documentation

Project Scope Statement

WBS

Q&A

Q: Before you begin the Verify Scope process, you look at the project scope statement,

WBS, and WBS dictionary. What are these three elements collectively called?

A:_______________________

Q: The Verify Scope process belongs to which process group?

A: ______________________

Multiple Choice

1. You are in the process of developing the scope management plan for your project. You will

develop this plan:

A) By performing the Scope Planning process

B) By performing the Define Scope process

C) As a part of the effort to develop the project management plan

D) During the initiation stage of the project

2. Which of the following is a false statement about the project scope management plan?

A) It describes how to verify the scope.

B) It describes how to control the scope.

C) It serves as the baseline for the project scope.

D) It describes how to create the WBS.

Control Scope Worksheet

18

Q&A

Q: What do you do with the work performance information in the Control Scope process?A: __________________

Multiple Choice

1. You are the project manager for a software product, and your project is in the execution stage. You have learned that Maya, a developer, has started adding some new features to the deliverable she is working on. What is the best action for you to take?

A) Tell Maya to delete the code corresponding to these features because this is scope creep, and scope creep is not allowed.

B) Learn from Maya what those features are and how much time they will take and then make necessary updates to the WBS, the WBS dictionary, and the schedule. Also tell Maya that in the future, she should get approval from you before adding any new features.

C) Determine where the request for the new features came from and process the change request through the integrated change request process.

D) Contact Maya’s functional manager and ask the manager to replace Maya with another developer.

2. Which of the following is not a constraint common to projects?A) ResourcesB) Imposed dateC) Schedule milestoneD) Skill set

Scope Management QUIZ

19

Part 1: Multiple Choice. Choose the Best Answer.

1. Which of the following is done first?A) Creating the scope statementB) Creating the WBSC) Creating the requirements documentationD) Creating the project charter

2. The project scope statement is the output of which of the following processes?A) The Create WBS processB) The Define Scope processC) The Create Project Scope processD) The Project Initiating process

3. You are in the planning stage of a project. Walking down the hallway, your supervisor mumbles, “Don’t forget job shadowing.” Job shadowing is a technique used in:

A) Defining the project scopeB) Collecting product requirementsC) Creating the WBSD) Developing the stakeholder management strategy

4. Which of the following is the correct order of running processes?A) Develop Project Charter, Collect Requirements, and Create WBSB) Collect Requirements, Develop Project Charter, and Define WBSC) Identify Stakeholders, Define Scope, and Collect RequirementsD) Collect Requirements, Create WBS, and Define Scope

Part 2: Fill in the Blank

20

21

22

23

Answers to Worksheets and Quiz

Define Scope WorksheetMatching

A) 3-Product RequirementB) 1-Project DeliverableC) 2-Product ConstraintD) 5-Product Acceptance CriteriaE) 4-Project Management Requirement

Multiple Choice

1. Answer: BB is correct because the WBS is not part of the project scope statement; it is an output of the Create WBS process, to which the scope statement is an input item.A, C, and D are incorrect because all these items are parts of the scope statement.

2. Answer: DD is the correct answer because the requirements documentation is an input to both the Define Scope process that generates the scope statement and the Create WBS process that generates the WBS.A, B, and C are incorrect because you must have the stakeholder register and the project charter before you can collect requirements.

WBS WorksheetMultiple Choice1. Answer: D

D is the correct answer because work packages don’t have to appear in the order the work will be performed. This sequencing will be done later.A, B, and C are incorrect answers because these are the characteristics of the WBS.

2. Answer: AA is correct because the Create WBS process is used to create the WBS.B is incorrect because the Define Scope process is used to create the project scope statement.C is incorrect because there is no standard process named Develop WBS.D is incorrect because project initiating is a process group that includes two processes to develop the project charter and to identify stakeholders.

3. Answer: AA is correct because the components in the lowest level of the WBS hierarchy are called work packages.B is incorrect because a milestone might consist of more than one work package.C is incorrect because if a phase is represented in the WBS, it will be represented at a much higher level.

24

D is incorrect because a feature does not necessarily correspond to one work package.

4. Answer: DD is correct because the scope statement, the WBS document, and the WBS dictionary combined make the scope baseline for the project.A is incorrect because the WBS dictionary is missing from the list.B is incorrect because you must include the WBS document and the WBS dictionary in the scope baseline.C is incorrect because you must include the scope statement and the WBS dictionary in the scope baseline.

5. Answer: BB is the correct answer because the control account is the node in the WBS that is used to measure project performance by comparing the integrated schedule, scope, budget, and actual cost with the earned value.A is incorrect because the code of account is the number system used to uniquely identify each component of the WBS.C and D are incorrect because there are no standard terms called management account and performance node to refer to any node in the WBS.

Precedence Diagram

Verify Scope Worksheet Q&A

Q: Before you begin the Verify Scope process, you look at the project scope statement,

WBS, and WBS dictionary. What are these three elements collectively called?

A: Scope Baseline

Q: The Verify Scope process belongs to which process group?

A: Monitoring and controllin

25

Multiple Choice

1. Answer: CC is the correct answer because according to the PMBOK Guide, Fourth Edition, the scope management plan is developed as part of the effort of developing the project management plan; there is no formal separate process for it.A is incorrect because the scope planning process does not exist in the Fourth Edition.B is incorrect because you need the scope management plan before you can perform the Define Scope process.D is incorrect because the scope management plan is developed during project planning and not during project initiating.

2. Answer: CC is the correct answer because the scope statement, the WBS document, and the WBS dictionary combined make the scope baseline against which all change requests will be evaluated.A, B, and D are incorrect because all these are true statements about the project scope management plan.

Control Scope WorksheetQ&A

Q: What do you do with the work performance information in the Control Scope process?A: You use it to make performance measurements.

Multiple Choice1. Answer: C

C is the correct answer because the correct action here is to find the source of the change requests and process the request through the integrated change control process.A is incorrect because you are taking action without doing your homework: investigation.B is incorrect because you should not let anyone apply the changes without the changes having been approved.D is incorrect because the correct course of action here is to find out the source of the change request and ensure that the request goes through the approval process.

2. Answer: DD is correct because the four limited resources, pre-imposed deadlines, and schedule milestones are good examples of common project constraints, and skill set is not.A, B, and C are incorrect because these are good examples of common constraints.

26

Scope Management QUIZPart 1: Multiple Choice. Choose the Best Answer.

1. Answer: DD is correct because the project charter is created in the initiation stage, and it is an input item to creating the requirements documentation and the scope statement.A is incorrect because the project charter is an input item to creating the project scope statement.B is incorrect because the project scope statement is an input item to creating the WBS.C is incorrect because the project charter is an input to creating the requirements documentation.

2. Answer: BB is correct because the Define Scope process is used to create the project scope statement.A is incorrect because the Create WBS process is used to create the WBS.C is incorrect because there is no such standard process named Create Project Scope.D is incorrect because project initiating is a process group that includes two processes to develop the project charter and to identify stakeholders.

3. Answer: BB is the correct answer because job shadowing is another name for the observations technique for collecting product requirements, which is a part of the Collect Requirements process.A, C, and D are incorrect because job shadowing is not a standard tool or technique for these processes.

4. Answer: AA is the correct answer because the project charter is an input to collecting requirements, and the requirements are an input to creating the WBS.B is incorrect because the project charter is an input to collecting requirements.C is incorrect because requirements are an input to defining scope.D is incorrect because scope statement created by the Define Scope process is an input to creating the WBS.

Part 2: Fill in the Blank

Collect RequirementsInput- Stakeholder RegisterTools and Techniques- Focus Groups and Facilitated WorkshopsOutput- Requirement Documentation

Define ScopeInput- Organizational Process AssetsTools and Techniques- Product Analysis

27

Output- Project Scope Statement

Work Breakdown StructureInput- Requirement DocumentationTools and Techniques- DecompositionOutput- Scope Baseline

Verify ScopeInput- Validated DeliverablesInput- Requirements Traceability Matrix Output- Accepted Deliverables

Control ScopeInput-Work Performance InformationInput- Requirements Traceability MatrixOutput- Work Performance Measurements

Peer Evaluation & Comments28

Your Name:_______________________________ Other team members: ___________________________/________________________________

___________________________/_________________________________For your individual, confidential assessment of team activities, please answer the following questions:1.What were your specific contributions? How well do you think you

performed?

2.Give a general assessment of each of your other team members’ roles and performances.

3. If you had 100% to allocate for individual effort and output, how would you allocate this percentage to each member of your team (including you)? (e.g. Person 1→ 40%, Person 2→ 30%, Person 3→ 30%).

Fold and hand this sheet in with your final deliverable or final exam. Remember this data is confidential, but is used to adjust individual class grades upward or downward. If you do not turn this sheet in on time, you will not receive these points. Jim Marlatt has the final say as to

how these points will be allocated.

29