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Scope Management
Needs, Requirements, Scope, Oh My!
Initiate Project Intelligence®
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Janelle Abaoag
Project Insight
Marketing, Public Relations
www.projectinsight.net
@projectinsight
Moderator
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Things to know…
All participants will be on mute
Questions are welcome
� Please use the questions box to ask
questions
� The moderator will select questions
� All questions will be answered today or
� by email at [email protected]
Webinar recording available in the PI Community
Diane C. Altwies, MBA, PMP®
CEO, Core Performance Concepts Inc.
Training in project management,
PMP® certification, leadership,
business analysis, agile and six sigma
www.coreperformanceconcepts.net
Presenter
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Janice Y. Preston, MBA, CPA, PMP®
COO, Core Performance Concepts Inc.
Training in project management,
PMP® certification, leadership,
business analysis, agile and six sigma
www.coreperformanceconcepts.net
Presenter
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Who is on the call?
Are you:
� A Project Manager without your PMP certification?
� A PMP in the role of a Project Manager?
� A program manager?
� Just looking for ways to use Project Insight more
effectively?
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Goals of the Fundamentals Series
Deepen your understanding of fundamental project
management concepts
Identify tools and techniques that can be implemented
to manage projects more effectively
Discover practical applications for your existing projects
Use project management software more effectively
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Objectives of this Webinar
Identify techniques to develop requirements
Define the role of the business analyst on a project
Describe the use of a traceability matrix
Define best practices to implement within Project Insight
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Needs, Requirements, Scope
You start with a business need…
Output: project charter
Which you use to define project requirements…
Output: requirements documentation
Then you define scope…
Output: scope statement
Which leads you to detailed scope requirements…
Output: working drawings, detailed plans
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Business Needs
Change is inevitable
Organizations MUST:
� Meet customer needs
� Answer competitive challenges
� Improve efficiency
� Increase revenue
� Control costs
� Achieve their Mission
Project managers must:
� Separate wants (related to a solution) from
� Needs (related to the problem)
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Busy Foods, Inc. – Case Study
Customer Needs
Organizational Needs
Project Charter
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Link to Project Insight
Use project description from project charter as
Description of Project in Project Insight
Store project charter within Project Documents Folder
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Link to Project Insight
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Link to Project Insight
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Busy Foods, Inc. – Business Needs
BUSY FOODS services over 200 clients world-wide. In
recent years, long-term clients have started to leave for a
competitor who promises overnight delivery of restaurant
equipment without a minimum order.
Most of BUSY FOODS’ clients are large restaurant venues
who can serve thousands in a single day.
BUSY FOODS would like to improve their distribution
process to match the competition
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Question for You
What are some project
requirements that you might
identify for Busy Foods?
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Quote
Without [gathering requirements], you will spend the rest of
the project swallowing heartburn medicine and worrying
about whether you are building the right thing.
Cyndi Snyder, Frank Parth
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Project & Product Requirements
Define project deliverables
Linked to project success criteria
Necessary to develop project scope
Managing customer expectations is essential
Project requirements
Business, project management, delivery
Product requirements
Technical, performance, non-functional
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Understanding Requirements
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Gathering Project Requirements
Start with identified business needs
Understand the problem
Understand the expected outcome
Techniques:
� Interviewing
� Facilitated group sessions
� Observation
� Prototypes
� Business process analysis
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Gathering Project Requirements
Key organizational skill
Technique to define and analyze
business and system processes
� Review existing and/or future business
process
� Determine value to the overall
organization
� Consider multiple alternatives
� Recommend solutions
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The Role of the Business Analyst
Key resource for any project
� Wears many hats
� Knows what the business knows
� Knows how a solution can be delivered
Skills required:
� Excellent interviewing skills
� Persistence
� Ability to see the big picture
� Analytical mind
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Question for You
Do you use business
analysts on your projects?
If so, what are their
responsibilities?
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Scope
The first thing we do
instinctively is search for scope.
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Influences on Scope
Project Charter Detailed Requirements
Project Objectives
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Defining Scope
Detailed description of:
� Product
� Project
Expansion of major
deliverables identified during
project initiation
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Scope Definitions
Product scope. The features and
functions that characterize a product,
service, or result.
Project scope. The work that must be
performed to deliver a product, service,
or result with the specified features and
functions.
PMBOK® Guide
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SMART Scope Objectives
� Specific
� Measurable
� Agreed to
� Realistic
� Time-bound
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Busy Food Inc. – Project Scope
Improve the time from order into to shipping restaurant equipment from an average of
24 hours (24 business hours) to 8 hours within 6 months of project implementation. Full
adoption means that a minimum of 10% of restaurant equipment shipments are shipped
within the same day.
Develop and launch a marketing campaign to existing clients and past clients to educate
them on the new restaurant equipment shipping program one month prior to
implementing the new process.
Train all internal staff affected by the new business process to ensure full adoption within
2 months of project implementation. Full adoption means that all relevant staff have been
trained.
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Collect Detailed Requirements
Interview
Brainstorm
Conduct surveys
Evaluate documentation
Develop prototypes
Conduct JAD sessions
Use an agile process
Create use case scenarios
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Quote
Requirements errors account for 70% to 85%
of software project rework costs.
Dean Leffingwell
VP of Rational Software
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Question for You
What challenges have you
faced in gathering
requirements?
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Facilitating Requirements Gathering
Focus on meeting scope, project requirements, and business
needs
Map detailed requirements to scope and project requirements
Identify to what extent a requirement contributes to meeting
scope and project requirements
Eliminate requirements that do not relate to a particular project
requirement
Chip away at requirements in an iterative process
� May require multiple interviews
� Goal is to bring clarity
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Challenges in Facilitating
Dealing with preconceived notions about the source of the
problem or how to solve it
Stating how to solve the problem before the problem is
clearly understood
Describing specific operations rather than what the system
or process should provide
Poorly written descriptions
Making assumptions about what people mean or
understand
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Traceability Matrix
Documents how detailed requirements map to
scope to project requirements to business need
May include:
� High level WBS deliverables
� Product design
� Product development
� Product functions or sub functions
� Testing techniques and strategies
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Traceability Matrix
Project Requirements: Busy Foods would like to improve their distribution process to match the competition.
Project Scope: Train all internal staff affected by the new business process to ensure full adoption within 2 months of project implementation. Full adoption means that all relevant staff have been trained.
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Sample Traceability Matrix
Detailed Requirement Owner Current Status
Business process map Diane Planning
Training design Janice Planning
Training development Janice Planning
Train the trainer Janice Initiating
Identifying relevant staff Diane Initiating
Communication to staff Janelle Initiating
Scheduling training Janelle Initiating
Delivery of training Wes Initiating
Ongoing process Wes Initiating
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Traceability Matrix
A. Tell Jackie “no,” this is not part of our
project scope
B. Add the request as a risk to delivering
the project on time
C. Have Jackie submit a change request
to the change control board
D. Let Jackie add the prospect list since it
only increases the distribution by 50
Question Answers
You are the manager of the Distribution
Improvement Project and the Sales
Manager, Jackie, has asked to include a
prospect list to the distribution of the
new marketing campaign. Your
response should be…
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Traceability Matrix
A. Update the Project Charter assumptions
and move forward
B. Tell Training to find an alternative solution
since the expense of online training is not
budgeted
C. Ask Training to purchase the tools within
their operational budget
D. Let Training move forward with their plan
and communicate the change on the weekly
status report
Question Answers
The Training Department is working on
the training plan for the Distribution
Improvement Project. They’ve identified
that face-to-face training is not feasible
due to the locations of all the
individuals. They feel an online training
session would be better but the
organization does not have such tools
available. As the project manager, you
should…
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Review
Identify techniques to develop requirements
Define the role of the business analyst on a project
Describe the use of a traceability matrix
Define best practices to implement within Project
Insight
Questions & Answers ???
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Goals of the Fundamentals Series
Deepen your understanding of fundamental project
management concepts
Identify tools and techniques that can be implemented
to manage projects more effectively
Discover practical applications for your existing projects
Use project management software more effectively
®
®
Books for Credentials
� Achieve PMP® Exam Success
� Achieve CAPM® Success
� Program Management Professional (PgMP ®) Study
Guide
To order: www.jrosspub.com
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Online Courses for PDUs
Effective Project Management
is now available online!
You are invited to learn and earn 24 PDUs with 8
online sessions at your own schedule and pace.
� Brush up on your knowledge of the fundamentals
� Find tips and techniques to help you gain control of
projects
� Learn about more complex topics in project
management
� Discover concepts, tools and ways to better
manage projects
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2012 Fundamentals Webinar Series
The 2nd Wednesday of Every Month - 8:00am PT
Topics
� Jan – Scope: Needs, Requirements, Scope, Oh My! (NEW in this series)
� Feb – Time: Estimating Time (NEW!)
� Mar – Cost: Estimating Cost (NEW)
� April – HR: Managing Project Conflict (NEW)
� May – Quality: Delivering Quality in Projects
� June – Communication: Avoiding Communication Pitfalls
� July – Communications: Difficult Conversations
� Aug – Risk: Identifying and Assessing Project Risk
� Sept – Stakeholder Management: A New Focus on Stakeholders (NEW!)
� Oct – Procurement: It’s Not Just for the Purchasing Department
� Nov – Integration: Working the Project Flow
� Dec – Integration: Managing the Human Interface
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Register Ahead of Time
Go to www.projectinsight.net
2 ways to register:
Free Project Management Training
Training & Webinar Calendar
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Earn PDUs
You will automatically receive your PDUs via email after the webinar
For further questions: [email protected]
Earn 1 PDU for each webinar session attended
To register your PDUs go to www.pmi.org
Login as a member of PMI
Select Category B – Continuing Education
Knowledge Areas: Integration, Scope, Human Resources, Communications
Process Groups: Initiating, Planning, Executing
Enter the information provided on your proof of attendance
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