Project Management Professional

Scope Management

1

Vincent McKeown

PMP, MBA

Project Management Process Table

2

5 Process Groups

Initiation, Planning, Executing, Monitoring & Controlling,

and Closing

10 Knowledge Areas

Integration, Scope, Time, Cost, Quality, Human

Resources, Communication, Risk, Procurement, and

Stakeholder.

47 Processes

Project Management Process Table

Integration 1 1 1 2 1

Scope 4 2

Time 6 1

Cost 3 1

Quality 1 1 1

Human

Resources

1 3 1

Communication

s

1 1

Risk 5 1

Procurement 1 1 1 1

Stakeholder 1 1 1 1

3

Scope Management

Plan Scope

Management

Validate

Scope

Collect

Requirements

Control

Scope

Define Scope

Create WBS

4

Scope Management

Plan Scope Management Process

All knowledge areas consist of a plan on how that

knowledge area is to be developed.

This process creates the Scope Management Plan and

the Requirements Management Plan.

Key inputs to this process are the Project Management

Plan, Project Charter, Enterprise Environmental Factors,

and Organizational Process Assets.

A Project Manager will use both Expert Judgment and

Meetings to develop the Scope Management Plan and

Requirements Management Plan.

Planning – Plan Scope

Management

5

Scope Management

Scope Management Plan

Establishes rules for managing scope, such as;

Methods used to create the scope statement

How to create the WBS

How to validate project deliverables

How to address scope change requests

Planning – Plan Scope

Management

6

Requirements Management Plan

Helps to analyze, document, and manage the project

requirements and may include;

Methods used to management requirements

Methods used to create requirements

Methods used to plan track, and report requirements activities

Methods used to perform configuration management activities

Methods used to prioritize requirements

Methods used to determine product metrics and usage rationale

How the traceability structure will show what requirement's

attributes will be on the requirements traceability matrix (RTM)

Methods used to create the RTM and the other project

documents to which the requirements will be traced.

Planning – Plan Scope

Management

Scope Management

7

Planning – Plan Scope

Management

Scope Management

Project Management Plan

Project Charter

Organizational Process

Assets

Scope Management Plan

Requirements Management Plan

Expert Judgment

Meetings

Inputs Outputs

Tools

Plan Scope

Management

ProcessEnterprise Environmental Factors

8

Scope Management

Plan Scope

Management

Validate

Scope

Collect

Requirements

Control

Scope

Define Scope

Create WBS

9

Collect Requirements Process

Creates the Project Requirements by focusing on project

stakeholder’s needs.

This process creates the Requirements Documentation

and the Requirements Traceability Matrix (RTM).

Key inputs are the Scope Management Plan,

Requirements Management Plan, Project Charter, and

the Stakeholder Register.

A Project Manager can use interviews, focus groups,

observations, prototypes, benchmarking, document

analysis, facilitated workshops, group creativity

techniques, group decision-making techniques, questions

and surveys, or context diagrams to develop the

Requirements Documentation and RTM.

Planning – Collect Requirements

Scope Management

10

Collect Requirements Process Tools

Interviews Establishes stakeholder needs from one on one

questions.

Develops accurate requirements, but time consuming.

Facilitated Workshops Joint Application Development (JAD), Quality Function

Deployment (QFD), and Voice of the Customer (VOC) are examples of facilitated workshops.

Focus Groups

Subject Matter Experts (SME’s) and specific stakeholders meet to determine their expectations and attitudes about the project’s product, service, or result.

Planning – Collect Requirements

Scope Management

11

Collect Requirements Process Tools

Group Creativity Techniques Brainstorming

Nominal Group Technique

Idea/mind mapping

Affinity diagrams

Multi-criteria decision analysis

Group Decision-Making Techniques Unanimity

Majority

Plurality

Dictatorship

Planning – Collect Requirements

Scope Management

12

Collect Requirements Process Tools

Questions and Surveys Accumulate information from a lot of resources and

quickly.

Limited to general questions or statistical analysis.

Observations Known as job shadowing. Watching a person doing their

job and assessing.

Prototypes Creating a working model of the expected product.

Benchmarking

Comparing Actual or planned practices to a comparable organization to identify best practices.

Planning – Collect Requirements

Scope Management

13

Collect Requirements Process Tools

Context Diagram

Visually depicts the product scope by showing a business

system and how people and other systems interact with it.

Document Analysis

Using existing documentation and analyzing to identify

information relevant to the requirements.

Planning – Collect Requirements

Scope Management

14

Requirements Documentation

Basis for describing how requirements meet the business need

of the project.

Requirements need to be measurable, testable, traceable,

complete, consistent, and acceptable.

Planning – Collect Requirements

Scope Management

15

Requirements Traceability Matrix

Matrix which aligns requirements to their source, business need,

and project objectives. It also may align requirements to the

project scope, WBS deliverables, product design and

development, and to test strategy and scenarios.

The Matrix may also align high level requirements to detailed

requirements.

Planning – Collect Requirements

Scope Management

16

Requirements Traceability Matrix

Planning – Collect Requirements

Scope Management

WBS Requirements

Description

Source Owner Acceptanc

e Criteria

Status

1.1.1.

1Grass Cut Wife Husband Inspection Complete

1.1.1.

1Fertilized Lawn Wife Husband Inspection In progress

1.1.1.

1Crown Molding

Installed

Wife Husband Inspection Not Started

17

Home Improvement Projects

Planning – Collect Requirements

Scope Management

Scope Management Plan

Project Charter

Stakeholder Management

Plan

Requirements

Documentation

Requirements Traceability Matrix

Interviews

Focus Groups

Inputs Outputs

Tools

Collect

Requirements

Process

Requirements Management

Plan

Stakeholder Register

Observations

Prototypes

Benchmarking

Document

Analysis

Facilitated Workshops

Group Creativity

Techniques

Group Decision

Making

Techniques

Questionnaires

and Surveys

Context Diagrams

18

Scope Management

Plan Scope

Management

Validate

Scope

Collect

Requirements

Control

Scope

Define Scope

Create WBS

19

Define Scope Process

Creates a written Project Scope Statement which can be

used in future project decision-making. It should include

what the project consists of, what is involved to create the

project, and what is expected when complete.

Key inputs are the Scope Management Plan, Project

Charter, Requirements Documentation, and

Organizational Process Assets.

The Project Manager will use Expert Judgment, Product

Analysis, Alternatives Generation, and Facilitated

Workshops to develop the Project Scope Statement.

Planning – Define Scope Process

Scope Management

20

Project Scope Statement

This document helps with buy-in towards the scope.

Usually includes;

Product Scope Description

Acceptance Criteria

Deliverables

Exclusions

Constraints an Assumptions.

Planning – Define Scope Process

Scope Management

21

Scope Management

Plan Scope

Management

Validate

Scope

Collect

Requirements

Control

Scope

Define Scope

Create WBS

22

Create WBS Process

Creates the scope baseline, which includes project scope

statement, the work breakdown structure (WBS), and the

WBS dictionary.

Key inputs are the Scope Management Plan, Project

Scope Statement, Requirements Documentation,

Enterprise Environmental Factors, and Organizational

Process Assets.

The Project Manager will use Decomposition, and Expert

Judgment to develop the Scope Baseline.

Planning – Create WBS Process

Scope Management

23

Work Breakdown Structure

Created by the Project Manager and team.

This helps with buy-in from the team.

Work is broken down into pieces and then to the level of

decomposition for the work packages.

100% rule, all work is included represented.

Can include work packages, planning packages, and control

accounts.

Planning – Create WBS Process

Scope Management

24

Work Breakdown Structure

Planning – Create WBS Process

Scope Management

25

Level 4

Level 3

Level 2

Level 11

Home Improvements

1.1

Outside Work

1.1.1

Lawn Care

1.1.1.1

Cutting Grass

1.1.1.2

Fertilizing

1.1.2

Gardening

1.1.2.1

Planting Shrubs

1.2

Inside Work

1.2.1

Trim Work

1.2.1.1

Crown Molding

1.2.1.2

Baseboards

Work Breakdown Structure Dictionary

Provides supporting information to the WBS such as;

Code of Account Identifier

Cost Estimates

Description of work

Associated schedule activities

Quality requirements

Contract information

Resources Required

Responsible company

Acceptance Criteria

Planning – Create WBS Process

Scope Management

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Planning – Create WBS Process

Scope Management

Scope Management Plan

Requirements

Documentation

Scope Baseline

Inputs Outputs

Tools

Create

WBS

Process

Project Scope Statement

27

Organizational Process

Assets

Enterprise Environmental Factors

Expert Judgment

Decomposition

1.) Scope Statement

2.) WBS

3.) WBS Dictionary

Scope Management

Plan Scope

Management

Validate

Scope

Collect

Requirements

Control

Scope

Define Scope

Create WBS

28

Validate Scope Process

The goal for the validate scope process is to obtain formal

acceptance of the scope. This can be done at logical

intervals of the project or at the end of the entire project.

Key inputs are the Project Management Plan,

Requirements Documentation, Requirements Traceability

Matrix, Verified Deliverables, and Work Performance

Data..

The Project Manager will use Inspections and Group

Decision Making Techniques to obtain Accepted

Deliverables, or if not accepted may result in a Change

Request.

Monitoring & Controlling – Validate Scope

Process

Scope Management

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Monitoring & Controlling – Validate Scope Process

Scope Management

Project Management Plan

Work Performance Data

Requirements Traceability

Matrix

Accepted Deliverables

Change Requests

Inputs Outputs

Tools

Validate

Scope

Process

Requirements

Documentation

30

Work Performance Information

Inspections

Group Decision-Making Techniques

Verified Deliverables

Scope Management

Plan Scope

Management

Validate

Scope

Collect

Requirements

Control

Scope

Define Scope

Create WBS

31

Control Scope Process

The control scope process is to monitor the status of the

project and product scope. This manages changes to the

scope baseline.

Key inputs are the Project Management Plan,

Requirements Documentation, Requirements Traceability

Matrix, Work Performance Data, and Organizational

Process Assets.

The Project Manager will use Variance Analysis to create

work performance information, change requests, updates

to the Project Management Plan, project documentation

updates, and to update the organizational process

assets33wz.

Scope Management

32

Monitoring & Controlling – Control Scope Process

Monitoring & Controlling – Control Scope Process

Scope Management

Project Management Plan

Work Performance Data

Requirements Traceability

Matrix

Inputs Outputs

Tools

Control

Scope

Process

Requirements

Documentation

33

Variance Analysis

Group Decision-Making Techniques

Organizational Process

Assets

Change Requests

Work Performance Information