Project

Management
 Waterfall Processes
Process Group
Knowledge Area
Initiating Planning Executing Monitoring & Controlling Closing
4.5. Monitor & Control
4.3.Direct & Manage Project 4.7. Close
4. Project Integration 4.1. Develop project 4.2. Develop project management Project Work
Work Project or
Management charter plan 4.6. Perform Integrated
4.4.Manage Project Knowledge Phase
Change Control
5.1. Plan Scope Management
5.Project Scope 5.2. Collect Requirements 5.5. Validate Scope
Management 5.3. Define Scope 5.6. Control Scope
5.4. Create WBS

6.1. Plan Schedule Management.

6.2. Define Activities
6. Project schedule
6.3. Sequence Activities 6.6. Control Schedule
Management
6.4. Estimate Activity Durations
6.5. Develop Schedule

7.1. Plan Cost management

7.Project Cost
7.2. Estimate Costs 7.4. Control Costs
Management
7.3. Determine Budget
8. Project Quality
8.1. Plan Quality management 8.2. Manage Quality 8.3. Control Quality
Management
9.3. Acquire Resources
9. Project Resource 9.1. Plan Resource Management
9.4. Develop team 9.6. Control Resources
Management 9.2. Estimate Activity Resources
9.5. Manage team
10. Project
10.1. Plan Communications 10.3. Monitor
Communication 10.2. Manage Communications
Management Communications
Management
11.1. Plan Risk Management
11.2. Identify Risks
11.3. Perform Qualitative Risk
11. Project Risk 11.6. Implement Risk
Analysis 11.7. Monitor Risks
Management Responses
11.4. Perform Quantitative Risk
Analysis
11.5. Plan Risk Responses
12. Project Procurement
12.1. Plan Procurement Management. 12.2. Conduct Procurements 12.3. Control Procurements
Management
13. Project Stakeholder 13.1. Identify 13.3. Manage Stakeholder 13.4. Monitor Stakeholder
13.2. Plan Stakeholder Engagement
Management Stakeholders Engagement Engagement

2 24 10 12 1
Gold Plating
• Gold plating is performing
extra work that wasn't
originally agreed to.

• You should give the

customer what they asked
for, no more and no less.
Giving any extras is a
waste of time and adds no
benefit to the project!
 Scope Creep
Uncontrolled growth in a project's scope, at any point
after the project begins
 Key Concepts For Project Scope Management
• Product Scope: the features and functions that
characterize a product, service, or result.
• Project scope: The work performed to deliver a product,
service, or result with the specified features and functions.
• The term project scope is sometimes viewed as including
product scope.
• Project life cycles range along a continuum from predictive to
adaptive or agile
• Completion of the project scope is measured against the project
management plan
• Completion of the product scope is measured against the
product requirements
 Considerations for Agile/ Adaptive Environments

In projects with evolving requirements, high risk, or significant uncertainty, the scope is
often not understood at the beginning of the project, or it evolves during the project.
Agile methods deliberately spend less time trying to define and agree on scope in the early
stage of the project and spend more time establishing the process for its ongoing discovery
and refinement.
Many environments with emerging requirements find that there is often a gap between the
real business requirements and the business requirements that were originally stated.
Therefore, agile methods purposefully build and review prototypes and release versions in
order to refine the requirements.
As a result, scope is defined and redefined throughout the project. In agile approaches, the
requirements constitute the backlog.
 Scope Management
Plan Scope Management (1) Validate Scope (5)
Collect Requirements (2) Control Scope (6)
Define Scope (3)
Create WBS (4)

Monitor
Initiation Planning Executing Closing
&Control

Scope Management Plan (1)

Requirement Management Plan
Accepted Deliverables (5)

Requirements Documentation (2)

Requirements Traceability Matrix
Change Requests (6)
Work Performance Information
Project Scope Statement (3)

Scope Baseline (4)

 Plan Scope Management
Plan Scope Management
Collect Requirements
Define Scope Validate Scope

Create WBS Control Scope

Monitor
Initiation Planning Executing Closing
&Control

• The process of creating a scope management plan that

documents how the project & product scope will be
defined, validated, and controlled.
 Plan Scope Management
INPUTS T&T OUTPUTS
OUTPUTS

1.Project charter 1. Expert judgement 1. Scope management

2. Project manage. Plan 2. Data analysis plan
• Quality manage. Plan
• Alternative analysis 2. Requirements
• Project life cycle description management plan
• Development approach
3. Meetings
3. Enterprise environmental
factors
4. Organizational process
assets
Plan Scope Management: Data Flow Diagram
 T&T: Alternative Analysis
The process to identify
alternatives for
collecting the
requirements,
explaining the
project/product scope
in detail,
developing/validating/
controlling the scope.
 Output: Scope Management Plan

Process that establishes

Process that enables the how the scope baseline
creation of the WBS will be approved and
maintained;

Process that specifies how

Process for preparing a Scope M. formal acceptance of the
completed project
project scope statement Plan deliverables will be
obtained.
 Output: Requirements Management Plan

Requirement's
prioritization
process
Configuration Metrics that will
management be used and the
activities rationale for
using them;

Traceability
How structure that
requirements Requirements
M. Plan reflects the
activities will be requirement
planned, tracked, attributes
and reported
 Collect Requirements
Plan Scope Management
Collect Requirements
Define Scope Validate Scope

Create WBS Control Scope

Monitor
Initiation Planning Executing Closing
&Control

• The process of determining, documenting,

and managing stakeholder needs &
requirements to meet project objectives.
 Collect Requirements
INPUTS
1. Project charter
2. Project manage. Plan
• Scope manage. Plan
• Requirements manage. Plan
• Stakeholder engagement
plan
3. Project documents
• Assumption log
• Lessons learned register
• Stakeholder register
4. Business documents
• Business case
5. Agreements
6. EEF
7. OPA
T&T OUTPUTS
1. Expert Judgment 1. Requirement's
2. Data Gathering
• Brainstorming documentation
• Interviews 2. Requirement's traceability
• Focus Groups matrix
• Questionnaires & surveys
• benchmarking
3.Data analysis
• Document analysis
4.Decision making
• Voting
• Multi-criteria decision analysis
5. Data representation
• Affinity diagrams
• Mind mapping
6. Interpersonal & Team Skills
• Nominal group
• Observation/ conversation
• Facilitation
7. Context diagram
8. Prototypes
Collect Requirements: Data Flow Diagram
 T&T: Data Gathering
Focus Groups Interviews Questionnaires and Benchmarking:
A moderator will lead this Prepared and Surveys: A technique which helps

interactive session and spontaneous questions – A written set of questions you compare your

discuss about Formal or informal, shared with stakeholders project goal with already

stakeholders’ primarily a one-on-one which are geographically established products

expectations about the conversation. dispersed, and you need a

product/service/result response in short time

 T&T: Document Analysis
In this technique the team reviews existing documents to
collect as many requirements as possible

Examples of documents:
• Problem/issue logs;
• Agreements;
• Policies and procedures;
• Business plans;
• Regulatory documentation
• Business process
• Requests for proposal; and
• Business rules repositories;
• Use cases.
• Current process flows;
• Marketing literature;
 T&T: Decision Making
• Voting • Autocratic decision • Multicriteria Decision
a) Unanimity: Everybody must
Making Analysis
agree to a decision One person can take the Multiple criteria are
b) Majority: More than 50% of decision on the behalf of the evaluated and ranked in a
the group members must agree
to a decision group systematic manner to

c) Plurality: The idea that gets reach to a decision

the most votes wins.
 T&T: Data Representation
• Affinity Diagram • Mind Mapping
• The team identifies large number • Visual representation which explains
of ideas and then they are grouped the commonality and difference in
together for review and analysis. ideas to generate new ideas.
 T&T: Nominal Group Technique

DOCUMENT VOTING
•Each group
member writes •Documented
their ideas on the ideas are
•Moderator •Group members
question/problem. discussed among
documents all the rank the ideas on a
group members.
ideas on a flip scale of 1-5
chart once •After several
complete. repetitions, highest
scoring ideas are
PROBLEM REVIEW selected.
 T&T: Observations
This is also known
as job shadowing
where an observer
view individuals on
how they are
performing their
day-to-day tasks.
 T&T: Facilitation
More structured workshop where cross-functional stakeholders are brought
together to provide requirements.

Following are examples:

Joint application Quality function User Stories

design/development (JAD)
• This is used more often in
software industry
• Focus on bringing business
subject matter experts and the
development team together to
gather requirements.
deployment (QFD):
 It defines the stakeholder
• Mainly used in
role, advantages of feature
manufacturing industry
and who takes advantage of
where customer needs are
collected (Also known as this feature.
Voice of Customer (VOC),
prioritized and sorted.
 Last Two Tools
• Context Diagram • Prototypes
The tool that help us understand how • The technique through which
systems and people interacts with each
an early model of expected
other. It shows the inputs and outputs
to/from the systems. product is built.
 Two Outputs
• Business Analysts collects SMART (SPECIFIC,
A table linking requirements to the source, tracking
MEASURABLE, ATTAINABLE, REALISTIC, TIME BOUND)
throughout the project life cycle.
requirements from stakeholders

REQUIREMENTS DOCUMENTATION REQUIREMENTS TRACEABILITY MATRIX

Stakeholder Requirements
Business Requirements: Organizational
needs. Answering why the
organization is doing this project.
Solution Requirements: Includes
functional/Nonfunctional
Transition and Readiness Requirements

Project Requirements: Example

milestone dates etc.
Quality Requirements:
 Define Scope
Plan Scope Management
Collect Requirements
Define Scope Validate Scope

Create WBS Control Scope

Monitor
Initiation Planning Executing Closing
&Control

• The process of developing a details description of

the project & product
 Define Scope
INPUTS T&T OUTPUTS

1. Project charter 1. Expert judgment

1. Project scope statement
2. Project manage. Plan 2. Data analysis
• Alternative's analysis
2. Project documents updates
• Scope manage. plan • Assumption log
3. Project documents 3. Decision making
• Requirements doc.
• Multi-criteria decision
• Assumption log • Requirement's traceability
analysis
• Requirements Doc. matrix
• Risk register 4. Interpersonal & team • Stakeholder register
4. EEF skills
5. OPA • Facilitation
5. Product analysis
Define Scope: Data Flow Diagram
 T&T
Product analysis Alternative Analysis

Technique used to
Techniques to generate different
develop a better approaches to
understanding of execute and perform

the product (e.g., the the work of the

project. A variety of
systems
general management
engineering, value
techniques are often
engineering,
used here, the most
function analysis, common of which is
quality function brainstorming.
deployment)
 Outputs
• Project Scope Statement
– Project Scope Description

– Project Deliverables

– Acceptance Criteria

– Project Exclusions

– Constraints

– Assumptions
 Create WBS
Plan Scope Management
Collect Requirements
Define Scope Validate Scope

Create WBS Control Scope

Monitor
Initiation Planning Executing Closing
&Control

• Create WBS is the process of

subdividing project deliverables and
project work into smaller, more

manageable components.
 Create WBS
INPUTS T&T OUTPUTS

1. Project manage. 1. Expert 1. Scope baseline

Plan judgment 2. Project documents
• Scope manage. 2. Decomposition updates
plan • Assumption log
2. Project documents • Requirements
• Project scope Documentation
statement
• Requirements
Documentation
3. EEF
4. OPA
Create WBS: Data Flow Diagram
 Decomposition
• Subdividing major project
deliverables into smaller, more
manageable components until
the deliverables are defined to
the work package level.

Work package level

is the point at which cost and

schedule can be reliably
estimated, and will support
managing activities throughout
the project life cycle
 Scope Baseline
Approved
Scope
statement WBS
+
Project
WBS Scope
WBS
Dictionary
+ Statement

WBS dictionary
Scope
Baseline
 Workshop: WBS
You are the project manager on a project. Create a WBS that meets the
required project scope (using the WBS template shown)
 Validate Scope
Plan Scope Management
Collect Requirements
Define Scope Validate Scope

Create WBS Control Scope

Monitor
Initiation Planning Executing Closing
&Control

• Process of formalising acceptance of the completed project deliverables

– Verified deliverables obtained from Control Quality must be formally checked and
accepted
– Matching completed WBS* component with scope baseline, requirements,
performance baseline.
– Acceptance of the deliverable not of the quality

INPUTS
1. Project manage. Plan
• Scope manage. Plan
• Requirements
managements plan.
• Scope baseline
2. Project documents
• Lessons learned register
• Quality reports
• Requirements doc.
• Requirements traceability
matrix
3. Verified deliverable
4. Work performance data
Validate Scope
T&T OUTPUTS
1.Inspection 1. Accepted deliverables
2.Decision making 2. Work performance
• Voting information
3. Change requests
4. Project document updates
• Lessons learned register
• Requirements documentation
• Requirements traceability
matrix
Validate Scope: Data Flow Diagram
Inspection
Includes activities such as
measuring, examining, and
verifying to determine whether
work and deliverables meet
requirements and product
acceptance criteria.

Also referred to as reviews, product

reviews, audits, and walk-through.
 Control Scope
Plan Scope Management
Collect Requirements
Define Scope Validate Scope

Create WBS Control Scope

Monitor
Initiation Planning Executing Closing
&Control

• Control Scope is the process of monitoring the status of the

project and product scope and managing changes to the scope
baseline.
• Watching to make sure that the agree scope is delivered
• Happens throughout project

INPUTS
1. Project manage. Plan
• Scope manage. Plan
• Requirements manage. plan.
• Change manage. plan
• Scope baseline
• Performance measurement
baseline
2. Project documents
• Lessons learned register
• Requirements doc.
• Requirements traceability
matrix
3. Work performance data
4. OPA
Control Scope
T&T OUTPUTS
1. Work performance info.
1. Data analysis 2. Change requests
• Variance analysis 3. Project manage. Plan
• Trend analysis updates
• Scope manage. Plan
• Scope baseline
• Schedule baseline
• Cost baseline
• Performance measurement
baseline
2. Project documents updates
• Lessons learned register
• Requirements doc.
• Requirements traceability
matrix
Control Scope: Data Flow Diagram
 T&T: Data Analysis
• Variance Analysis • Trend Analysis
Techniques for determining the cause • Forecast the future performance
and degrees of differences between based upon the past trends. A
baseline and actual performance –
good example could be stock
variance relevant to scope baseline
market
 Output: Work Performance Information
• Work performance information produced includes correlated and
contextualized information on how the project scope is
performing compared to the scope baseline.

• It can include the categories of the changes received, the

identified scope variances and their causes, how they impact
schedule or cost, and the forecast of the future scope
performance.

• This information provides a foundation for making scope decisions

Project Management Plan Project Documents

1. Scope management plan 1. Activity attributes 19. Quality control measurements

2. Requirements management plan 2. Activity list 20. Quality Metrics

3. Schedule management plan 3. Assumption log 21. Quality report

4. Cost management plan 4. Basis of estimates 22. Requirement's documentation

5. Quality management plan 5. Change log 23.. Requirement's traceability matrix

6. Resource management plan 6. Cost estimates 24. Resource breakdown structure

7. Communication management plan 7. Cost forecasts 25. Resource calendars

8. Risk management plan 8. Duration estimates 26. Resource requirements

9. Procurement management plan 9. Issue log 27. Risk register

10. Stakeholder engagement plan 10. Lessons learned register 28. Risk report

11. Change management plan 11. Milestone list 29. Schedule data

12. Configuration management plan 12. Physical resource assignments 30. Schedule forecasts

13. Scope baseline 13. Project Calendar 31..Team Charter

14. Schedule baseline 14. Project communications 32. Stakeholder register

15. Cost baseline 15. Project schedule 33. Test and evaluation documents

16. Performance measurement baseline 16. Project schedule network diagram

17. Project life cycle description 17. Project scope statement

18.Development approach 18. Project team assignments

QUESTIONS
Q1. What is the key benefits of Plan Scope Management process?
A. Is that it describes the project, service, or result boundaries by defining
which of the requirements collected will be included in and excluded
from the project scope.

B. Is that it provides the basis for defining and managing the project scope
including product scope.

C. Is that it provides guidance and direction on how scope will be managed

throughout the project.

D. Is that it provides a structured vision of what has to be delivered.

Q2. All of following are true about the project scope statement EXCEPT:

A. It describes, in detail, the project's deliverables and the work

required to create those deliverables.

B. It provides a common understanding of the project scope among

all project stakeholders .

C. It is an output of Validated scope.

D. It describes the project’s major objectives.

Q 3. Which of the following statements is true about the WBS?

A. The WBS 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.

B. The WBS is an unstructured list of activities in chart form .

C. The WBS is the same as the organizational breakdown structure.

D. The WBS refers to the bill of materials.

Q4. You are developing a document that links product
requirements from their origin to the deliverables that
satisfy them to help ensure that each requirement adds
business value and to manage changes to the product
scope. This is known as the:

A. Configuration management system.

B. Business case.

C. New product development matrix.

D. Requirement's traceability matrix.

Q5. What is the WBS typically used for?

A. To organize and define the total scope of the project.

B. To identify the logical person to be project sponsor .

C. To define the level of reporting the seller provides the buyer.

D. As a record of when work elements are assigned to individuals.

Q6. A work breakdown structure numbering system (code of
accounts) allows the project staff to:

A. Systematically estimate costs of work breakdown structure

elements.

B. Provide project justification.

C. Identify the level at which individual elements are found.

D. Use it in project management software.

Q.7 Which of the following is a KEY output of the Validate
Scope process?

A. more complete scope management plan

B. Customer acceptance of project deliverables

C. Improved schedule estimates

D. An improved project management information system

Q.8 During what part of the project management process is
the project scope statement created?

A. Initiating

B. Planning

C. Executing

D. Monitoring and controlling

Q.9 When should the Validate Scope process be done?

A. At the end of the project

B. At the beginning of the project

C. At the end of each phase of the project

D. During the planning processes

Q.10 A project manager may use ____to make sure the team
members clearly know what work is included in each of
their work packages.

A. The project scope statement

B. The product scope

C. A WBS dictionary

D. A schedule