Managing projects

GD012
Scope Management
Scope Management

Objectives

• To identify and define the scope of a project (Product & Project)

• To understand project Requirements
• To understand WBS Scope Tool

Principles of Technological Project Management Scope Management

Scope Management

Contents

1. What is project scope?

2. Gathering project requirements

3. Project Scope Toolbox

• Work Breakdown Structure (Product & Project)

Principles of Technological Project Management Scope Management

Scope Management

1.1 What is Project Scope?

Principles of Technological Project Management Scope Management

Project Scope

What is Project Scope?

• Identifies the work that has to be carried out
• Translates objectives into deliverables
• Includes management activities
• Is the basis to develop the Time schedule and the Cost budget
• If it’s not in the Scope, it doesn’t exist (excluded from the project)

Deliverable:
Any result, product, document or service that must be done in order to
complete a project process or phase.

Principles of Technological Project Management Scope Management

Project scope

Exclusions

Assumptions and
Constraints

Principles of Technological Project Management Scope Management

Project Scope

• WHAT IS INCLUDED: work that has

to be done to provide the desired
products or services

• WHAT IS NOT INCLUDED: the

specific exclusion of some work also
helps to define the product because
you get a clearer definition by
specifying what it is not

You have to be aware of the reasons for the exclusion, so

not to be tempted to do the work anyway, because you
think it is after all beneficial or because some
stakeholder pressures.

Principles of Technological Project Management

Project Scope

Assumptions and Constraints

✓ Issues that are accepted or believed true

at a certain point in time
• Context conditions
• Information status
• …
✓ Limitations that will affect project progress
• Expenditure restrictions
• Working time restrictions
• Resource usage limitations
• …

Principles of Technological Project Management Scope Management

Scope Management

What is product scope and project scope? Are

both the same issue?

Principles of Technological Project Management Scope Management

Project Scope

✓ All the work related to the management of the project

• Project Management Plan and subsidiary plans
• Studies, reports, analysis, audits Work
Breakdown
Structure

✓ All the results that the project will deliver

• Products and/or services
• Manuals, packaging, support, guarantee / repairs services

Principles of Technological Project Management Scope Management

Scope Management

1.2 Gathering Project requirements

Principles of Technological Project Management Scope Management

Project requirements

✓ Characteristics, needs, wishes and expectations that stakeholders

want to include within the project and/or product

• Physical characteristics
• Functionality for users / clients
• System capabilities necessary to satisfy project objectives
• Restrictions, limitations

• Company’s • Technical
requirements Product
Project • Quality, security
• PM processes
requirements requirements • Functions
• Delivery, budget
• …
• …

Principles of Technological Project Management Scope Management

Project requirements

✓ Gathering project requirements:

• Interviews, questionnaires, site visits, observation

• Focus Groups
• Structured workshops with expert facilitators
• Brainstorming workshops, mind maps, affinity diagrams, etc
• Group decision-making workshops
• Prototypes and models
• Must be documented

Principles of Technological Project Management Scope Management

Project requirements

Must Have

Should Have
(High priority )

Could Have
(Nice to have)

Won’tHave

MBA PT Project Management Pág. 17

Project requirements Scope Management

What stakeholders want or need

Regulations, quality standards
Rough detail Medium detail High detail

General Requirements Specifications

Expectations
What is expected Product General features Specific features
in relation to (what it has) and (measurements,
• Scope functionalities
what you have materials,
• Quality (what it does) qualities, etc.) Final
result

Management Objectives
Constraints
• Time
• Costs and purchases
• Risks

• Initially, the requirements can be defined at a high level, as you get

more knowledge of the project, they will be completed in greater detail.
Project requirements Scope Management

Key messages

Strong requirement analysis can

mean the difference between project
success and failure (specially when a
large number of stakeholders are
involved)
When we speak the
language of money and
schedule, the client
becomes more motivated

To expect all requirements

to be perfectly defined
prior to starting is a recipe
for failure

The more we understand the

requirements related to the
projects, the better we can meet
the stakeholders expectations
Scope Management

1.2 Work Breakdown Structure (WBS)

Principles of Technological Project Management Scope Management

 WBS (Work Breakdown Structure) Scope Management

•Tool to manage the Scope by decomposing the work into smaller pieces (control
Accounts and Work Packages), until they reach the appropriated level to be
managed (scheduled and cost estimated, monitored and controlled)

Project

Control
account

WPs

Activities
Project Scope
Work Breakdown Structure WBS

DEFINITION

“A Work Breakdown Structure is a deliverable-oriented hierarchical

decomposition of the work to be executed by the project team to accomplish
the project objectives and create the required deliverables.” 1

Work
Breakdown
Structure

1 A guide to the project management Body of knowledge (PMI, 2004)

Principles of Technological Project Management Scope Management

Project Scope
Work Breakdown Structure WBS

• A project management technique for defining and organising the total

scope of a project

• Includes everything that must be done in a Project

• Only answers the “WHAT” must be done

• A WBS is NOT

• a project plan
• a schedule
• a chronological listing
• an organisational hierarchy

It specifies what will be done, NOT how or when

Principles of Technological Project Management Scope Management

Project Scope
Work Breakdown Structure WBS

• We ask the question:

• What work has to be done in order to create that project result
(product or service) and its parts?

• The answer is a structured overview over all the work we have to

carry out in order to create the product or service

• The work is grouped into “packages”

• Following the principle "verb plus object”

• each individual work package consists of a detailed
description of the desired result (the "object")
• and what we have to do in order to achieve it (the "verb”)

Principles of Technological Project Management Scope Management

Project Scope
Work Breakdown Structure WBS - definitions

WBS Code: A unique identifier assigned to each element in a

Work Breakdown Structure for the purpose of designating the
elements hierarchical location within the WBS.

WBS Component: A component of a WBS which is located at any

level. It can be a Work Package or a WBS Element as there's no
restriction on what a WBS Component is.

Work Package: A Work Package is a deliverable or work

component at the lowest level of its WBS branch. It allows
planning of Effort, Duration, Resources and Cost.

Principles of Technological Project Management Scope Management

Project Scope
Work Breakdown Structure - Representation

• The WBS can be represented in a variety of ways including

graphical, textual, or tabular views.

• Four common methods are:

• The outline view

• The tabular view
• The hierarchy diagram
• The tree structure view

Principles of Technological Project Management Scope Management

Project Scope
Work Breakdown Structure - Representation

WBS - OUTLINE VIEW

1. Widget Management System

1. Initiation
1. Evaluation & Recommendations
2. Develop Project Charter
3. Deliverable: Submit Project Charter
4. Project Sponsor Reviews Project Charter
5. Project Charter Signed/Approved
2. Planning
1. Create Preliminary Scope Statement
2. Determine Project Team
3. Project Team Kickoff Meeting
4. Develop Project Plan
5. Submit Project Plan
6. Milestone: Project Plan Approval
3. Execution
1.3.1 …

Principles of Technological Project Management Scope Management

Project Scope
Work Breakdown Structure - Representation

WBS - TABULAR VIEW

Level 1 Level 2 Level 3

1 Widget Management System 1.1 Initiation 1.1.1 Evaluation & Recommendations
1.1.2 Develop Project Charter
1.1.3 Deliverable: Submit Project Charter

1.1.4 Project Sponsor Reviews Project Charter

1.1.5 Project Charter Signed/Approved

1.2 Planning 1.2.1 Create Preliminary Scope Statement
1.2.2 Determine Project Team
1.2.3 Project Team Kickoff Meeting
1.2.4 Develop Project Plan
1.2.5 Submit Project Plan
1.2.6 Milestone: Project Plan Approval
1.3 Execution …

Principles of Technological Project Management Scope Management

 Project Scope

Different ways to develop a WBS

WBS by deliverables /components WBS by phases

Principles of Technological Project Management Scope Management

Project Scope
WBS Example / By deliverables (products)

Principles of Technological Project Management Scope Management

 Scope Management

• Example “Garden refurbishment”: WBS by deliverables

1. Identify project deliverables

2. Break down deliverables into work packages (WP)
3. Break down each W P into different levels, verifying that the
degree of decomposition is adequate
4. End with WP to which resources can be allocated andcosts
and deadlines estimated
Project Scope
WBS Example PERSONAL COMPUTER / By phases

• The blue elements relate to the product parts.

• The yellow elements relate to managing the project.
Principles of Technological Project Management Scope Management
 Scope Management

• Example “Garden refurbishment”: WBS by phases

Nombre del
proyecto

Fases

Paquetes
de trabajo

Project Management
Product
(work necessary to have the
(execution of the work necessary
project under control, from
to obtain the product)
definition to closure)
 Scope Management

• WBS /level of detail

(Level 1)
Satellite Mission Project

1. Project Management 2. Science Instruments 3. Spacecraft Bus 4. Ground Support Equipment

(Level 2)
2.1 Magnetometer 3.1 Propulsion Subsystem
Level 3
2.2 Spectrograph 3.2 Attitude Control Subsystem

3.3 Command&Data Handling Subsystem

3.3.1 C&DH Hardware

Level 4

Not all elements have to be

decomposed in the same number of
3.3.1.1 ProcessorCard
Level 5
3.3.1.2 MemoryCard
levels
3.3.2 C&DH Software
Level 4
3.3.3 Subsystem Integration

Principles of Technological Project Management

 Scope Management

• WBS delivery oriented /structure

Proyecto XXX

1.1 Project
1.2 Deliverable 1 1.3 Deliverable 2 1.3 Deliverable 3 1.n Integración
management

Main deliverables

Management packages:
General or common packages
• Project plans
to several deliverables:
• Tracking documents
• Requirements
• Repports
• Design
• General audits
• Tests
• Closing deliverables…..
Scope Management

Example: the WBS of a bicycle

Principles of Technological Project Management Scope Management

Scope Management
WBS - solution

Principles of Technological Project Management Scope Management

Project Scope
Work Breakdown Structure – Checklist

✓ The top element of the WBS is the overall deliverable of the project, and all
stakeholders agree with it

✓ The first two levels of the WBS define a set of planned outcomes that collectively
represent 100% of the project scope

✓ The WBS elements are defined in terms of outcomes or results.

✓ It is deliverable oriented:

• It contains and organizes everything that is included in the project

• It shows work packages, not sequences or time relations
• It is the basis for time and cost estimating and resource allocation

✓ Each WBS element has an identification number assigned (code) which identifies its
relative position within the structure

✓ The WBS is not a chronological listing, and it is not a project plan or a project schedule
Principles of Technological Project Management Scope Management
Project Scope
Work Breakdown Structure – Further considerations

The WBS must be:

✓ Complete: make sure that we do not forget anything (what we

forget here will not be part of further project planning, and thus,
can cause time delays and additional costs)

✓ Free of contradictions: check if the WBS contains any work

packages with contradicting or inconsistent specifications or
descriptions (of pre-conditions, expected results, etc.), and
revise accordingly

✓ Work packages at lowest level: clearly specify responsibility,

Principles of Technological Project Management Scope Management

How to develop the WBS Scope Management

1st level

2nd level

3rd level

https://www.youtube.com/watch?v=80c-LRRJ0W8
 Scope Management

• The WBS on Outsourced Jobs (Constructor WBS)

 Project Scope
Work Breakdown Structure – Further information

Work Breakdown Structure Handbook: developed by NASA.

http://evm.nasa.gov/docs/Handbooks/Sched_Mgmt_Jan_10/Special_Publication_NASA_W
BS_Hdbk_%20Jan_2010.docx
Online applications
WBS- Visual paradigm
http://www.wbstool.com/
http://www.wbsplanne.com/home/

https://store.criticaltools.com/download-software/
www.xmind.net
Software applications
WBS Chart Pro: free of charge for up to 50 tasks
http://www.criticaltools.com/wbschartprosoftware.htm

WBS Modeller setup: VISIO ®

Principles of Technological Project Management Scope Management

Wrap up

✓ Project management evolving process that searches for

the optimal solution to achieve objectives

✓ Product scope result

✓ Project scope management

✓ Product requirements technical, functionality, appearance

✓ Project requirements processes, approval, budget

✓ Project scope statement:

✓ Evolution of Project Charter

Principles of Technological Project Management Scope Management

 Exercise
Project Charter: Installation of a new hospital equipment

Urgent Care Hospital has recently received several major grants to modernize and improve the care
they provide to patients. The hospital has decided to spend part of the money to expand the radiology
department and has hired you to manage the project to install a new Magnetic Resonance Equipment.
The project will require a major renovation of one of the rooms, the acquisition and installation of
the scanner, as well as the incorporation and training of personnel in the use of the machine.
The head of the radiology department has requested that the facility should be operational as soon as
possible and that the work should be carried out without interrupting the functions of the hospital.

Principles of Technological Project Management Scope Management