PRJ566 Project Planning and ManagementManaging Scope and the Project Initiation Document

What is project scope?

A definition of the boundaries of the project

Why is scope important? One of the biggest factors in project success Good scope definition = good client and IT

understanding of what will be delivered and when Ensures you understand WHERE you are going, HOW

you will get there and WHEN you will arrive This is where most projects start to fail!

When do you define scope?

You define scope at the beginning

of the project You manage and control scope

throughout the life of the project

How do you define scope?

You talk to your client! You research and clarify You document You negotiate YOU DO THIS AGAIN AND AGAIN AND

AGAIN....

(Bad) Example:   Client: “Hmm…December 2008…Do you

think you could deliver the reporting component by October?”

You: “Sure! No problem!”

NO! NO! NO! NO! NO!

(Good) Example:

Client: “Hmm…December 2008…Do you think you could deliver the reporting component by October? You: “Let me look into it. I will get back to you with an answer by Friday.”

(Good) Example:

You go and do some research...

You: “I have looked into delivering the reporting component early, by October 10th. We can deliver Report A by October 10th, but our staff will be completely tied up with the main system until December 15th so we cannot deliver reports B and C until the original deadline. To give you B and C early we will have to pull people off of the main project at our

busiest time which could make our project late.”

Use Cases: Helping Define Scope You can start defining systems use cases

right from your initial client interviews. This will help you develop a more

accurate model of the system more quickly!

Use Case Technique System Use Case diagrams provide system overview

Define system scope as the actors represent the boundaries of the system

Project Initiation Document A document describing the extent and

functionality of the system you are proposing to develop.

In PRJ566 we use a specific template Includes constraints, risks, legal/moral issues Includes use case table

Purpose of the PID A starting point for the system—the first

attempt at capturing SCOPE Updated as the system is analyzed

Provides a good overview of the system Provides a “checkpoint” to ensure all desired

functionality is covered

Scope Remember…we define Scope at the

beginning of the project and then manage it The PID alone does not define scope and it is not

cast in stone! It must change as scope changes occur (and are

managed!)

PRJ566/666 Project Life Cycle

ScopePhase 1: WBS for PRJ566

Phase 2: WBSFor PRJ666

Execute

Control

Close

PID + Use Case Model + UI Mock-ups+ …

PID Template On the PRJ566 site; let’s have a look

Scope Constraints Risks Moral/Ethical/Legal issue

Example

Project Initiation Document

Date Submitted:

January 6, 2008

Team Number: 1

Team Members: Tom Tank / Anna Ko / Connie Long / Lee McKinnon

Project Title:

Client Information:

Ms. Freda Energy (Owner)

Target Completion Date:

Scope of System being developed:

Functions/features that the will computerize for the client 1. Generate specified forms and reports Echocardiography study form Vascular study form Diagnostic report Billing status report Patients/physician report Pathology tracking report 2. Maintain patient and physician data Add/delete/view/print 3. Maintain system security and data integrity Maintain/add user access privileges Database backup Synchronize remote and local databases Read/store OHIP health card information 4. Static self-promotional Web site

Project Initiation Document

Scope of System being developed (cont’d):

Systems the new system is to be designed to interface with No current computerized system Manual form/report generation Manual storage of patient/physician data as Word 2000

documents Any special requirements or processing OHIP card reader Self promotional Web site (targeted to US clients) Cross-referencing of data for medical studies (pathology

tracking) Mobile access (laptop) with system Include everything that you should do for the client to put the system into place (e.g. are there any networking requirements? who will set the network up?) Will install the system at both client locations: 111 King Street

and 222 Bloor Street Will create a quick update function to allow the client to enter

initial data quickly. Will train the client

Project Initiation Document