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By: Omer Alsayed Omer abbas
MBA, PMP, B.Sc.(Civil Eng.) : PMO manager EWU-DIU
“

Don’t do
anything

you don’t have
TO DO
-– Louis Fried
5.2 Collect Requirements

5.3 Define Scope

•determining, documenting, and
managing stakeholder needs and
requirements to meet project
objectives.

•developing a detailed description
of the project and product.

5.4 Create WBS

5.5 Validate Scope

5.6 Control Scope

•subdividing project deliverables
and project work into smaller,
more manageable components.

•formalizing acceptance of the
completed project deliverables.

•monitoring the status of the
project & product scope and
managing changes to the scope
baseline.

5.1 Plan Scope
Management
•creating a scope management
plan –how scope will be
defined, validated, and
controlled.
Project Management Process Group
and Knowledge Area Mapping
Knowledge Area
4. Project Integration Management

Initiating
4Develop
Project Charter

Planning
Planning
4.2 Develop Project
Management Plan

Executing
4.3 Direct & Manage Project
Work

M& C
M& C
4.4 Monitor & Control Project Work
4.5 Perform Integrated Change
Control

5. Project Scope Management

5Plan Scope Management
5.2 Collect Requirements
5.3 Define Scope
5.4 Create WBS

6. Project Time Management

6.7 Control Schedule

7. Project Cost Management

7Plan Cost Management
7.2 Estimate Costs
7.3 Determine Budget

7.4 Control Costs

8. Project Quality Management

8Plan Quality Management

8.2 Perform Quality
Assurance

9. Project Human Resource
Management

9.1 Plan Human Resource
Management

9.2 Acquire Project Team
9.3 Develop Project Team
9.4 Manage Project Team

10. Project Communications
Management

10Plan Communications Management

10.2 Manage
Communications

11. Project Risk Management

11Plan Risk Management
11.2 Identify Risks
11.3 Perform Qualitative Risk Analysis
11.4 Perform Quantitative Risk Analysis
11.5 Plan Risk Responses

12. Project Procurement
Management

12Plan Procurement Management

12.2 Conduct Procurements

12.3 Control Procurements

13.2 Plan Stakeholder
Management

13.3 Manage Stakeholder
Engagement

13.4 Control Stakeholder
Engagement

4.6 Close Project
or Phase

5.5 Validate Scope
5.6 Control Scope

6Plan Schedule Management
6.2 Define Activities
6.3 Sequence Activities
6.4 Estimate Activity Resources
6.5 Estimate Activity Durations
6.6 Develop Schedule

Closing

13. Project Stakeholder
Management

13Identify
Stakeholders

OSO OCT 2013

8.3 Control Quality

10.3 Control Communications

11.6 Control Risks

12.4 Close
Procurements
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.
creating a scope management plan that documents how the
project scope will be:

defined

Validated

controlled

provides guidance and direction on how scope will be
managed throughout the project
Inputs
T&T

Project management
plan
Expert judgment
Project charter
Meetings
Enterprise
environmental factors
Organizational
process assets

Outputs
Scope management
plan
Requirements
management plan
Enterprise/
Organization

5.1Plan Scope
Management

4.1 Develop
Project charter

Scope management
plan
Requirements
management plan

Project charter

OPA
EEF

5.2 Collect
Requirements

4.2 Develop
Project M Plan

5.3 Define Scope
OSO OCT 2013

Project M Plan

4 Integration

5.4 Create WBS

5 Scope

6 Time

7 Cost

8 Quality

9 H. Resource

10 Commn.

11 Risk

12 Procurement

13 S/holders
Project management plan
• influence the approach taken for planning scope and managing project scope

Project charter
• high-level project description and product characteristics

Enterprise environmental factors
• Organization’s culture,
• Infrastructure,
• Personnel administration
• Marketplace conditions.

Organizational process assets
• Policies and procedures
• Historical information and lessons learned knowledge base.
describes how the scope will be defined, developed, monitored,
controlled, and verified include Process:

preparing
enables
establishes
specifies
control

• a detailed project scope statement;

•the creation of the WBS from the detailed
project scope statement;
•how the WBS will be maintained and
approved;
•how formal acceptance of the completed
project deliverables will be obtained
•how requests for changes to the detailed
project scope statement will be processed.
describes how requirements will be analyzed, documented,
and managed
How
requirements
activities
Configuration
management
activities
prioritization
Product metrics
Traceability
structure

• will be planned, tracked, and reported;
•
•
•
•

how changes to the product will be initiated,
how impacts will be analyzed,
how they will be traced, tracked, and reported,
the authorization levels required to approve
these changes;

• Requirements process;
• that will be used and the rationale for using
them;
• to reflect which requirement attributes will be
captured on the traceability matrix.
stakeholder
determining

Documenting

project
objectives

managing

•needs
•requirements

it provides the basis for defining and managing the
project scope including product scope
Inputs
Scope management plan
Requirements management plan
Stakeholder management plan
Project charter
Stakeholder register

T&T
Interviews
Focus groups
Facilitated workshops
Group creativity techniques
Group decision-making techniques
Questionnaires and surveys
Observations
Prototypes
Benchmarking
Context diagrams
Document analysis

Outputs
Requirements documentation
Requirements traceability matrix
5.1Plan Scope
Management

4.1 Develop Project
charter

Scope management
plan
Requirements
management plan

Project charter

8.1 Plan Quality
Management

5.2 Collect
Requirements

Stakeholder register

Management

5.3 Define Scope

13.2 plan
S/H management
OSO OCT 2013

Procurement

Requirements
documentation
Requirements
traceability matrix

13.1 Identify S/H

5.4 Create WBS

S/H management
plan

4 Integration

12.1 Plan

5.5 Validate Scope
5.6 Control Scope

5 Scope

6 Time

7 Cost

8 Quality

9 H. Resource

10 Commn.

11 Risk

12 Procurement

13 S/holders
Business requirements:
•higher-level needs of the organization as a whole (business issues or opportunities, & undertaken reasons )
Stakeholder requirements:
•needs of a stakeholder or stakeholder group.
Solution requirements:
•features, functions, and characteristics of the product, service, or result that will meet the business and
stakeholder requirements.
Transition requirements :
•temporary capabilities (data conversion and training requirements, needed to transition from the current “as-is”
state to the future “to-be” state).
Project requirements:
•the actions, processes, or other conditions the project needs to meet.
Quality requirements:
•capture any condition or criteria needed to validate the successful completion of a project deliverable or fulfillment
of other project requirements.
Solution
requirements:

Functional
requirements

the behaviors of the product.
(processes, data, and interactions
with the product).

Nonfunctional
requirements

supplement functional requirements
describe the environmental
conditions or qualities required for
the product to be effective
(reliability, security, performance,
safety, level of service, supportability,
retention/purge, etc).
5.2.1.1 Scope Management Plan
•provides clarity as to how project teams will determine which type of requirements need to be collected for
the project.
5.2.1.2 Requirements Management Plan

•provides the processes that will be used throughout the Collect Requirements process to define and
document the stakeholder needs.
5.2.1.3 Stakeholder Management Plan
•to understand stakeholder communication requirements and the level of stakeholder engagement in order
to assess and adapt to the level of stakeholder participation in requirements activities.

5.2.1.4 Project Charter
•provide the high-level description of the product, service, or result of the project so that detailed
requirements can be developed.
5.2.1.5 Stakeholder Register
•identify stakeholders who can provide information on the requirements. The stakeholder register also
captures major requirements and main expectations stakeholders may have for the project.
approach to elicit information
from stakeholders by talking to
them directly.
formal /informal

project participants,
sponsors

Individual /multiple

other executives
subject matter experts

asking –Q -recording
learn

expectations

subject matter experts

attitudes
about a proposed product, service, or result

prequalified stakeholders

trained moderator

• interactive discussion, designed to be more conversational
than a one-on-one interview.
key stakeholders
primary
technique for

to define product requirements.

quickly
defining
crossfunctional
requirements

In addition, issues can be
discovered earlier and resolved
more quickly than in individual
sessions

(JAD)
•joint application design/development sessions (software)

(QFD) / (VOC)
•Quality function deployment / voice of the Customer (manufacturing )

reconciling
stakeholder
differences.

interactive group
nature

trust,

foster relationships,

improve
communication

User stories (used with agile methods):
•the stakeholder who benefits from the feature (role),
•what the stakeholder needs to accomplish (goal),
•the benefit to the stakeholder (motivation).
•"As a user, I want to search for my customers by their first and last names.

increased stakeholder
consensus.
identify project and product requirements
Brainstorming

Nominal group

•to generate and collect MULTIPLE ideas
related to project and product requirements.
(voting or prioritization)

•enhances brainstorming with a VOTING
process used to rank the most useful ideas
for further brainstorming or for prioritization

Idea/mind mapping

Affinity diagram

•ideas created through individual
brainstorming sessions are
CONSOLIDATED into a single map to
reflect commonality and differences in
understanding, and generate new ideas

•allows large numbers of ideas to be
CLASSIFIED into groups for review and
analysis.

Multi-criteria decision analysis
•utilizes a decision MATRIX to provide a
systematic analytical approach for
establishing criteria, such as risk levels,
uncertainty, and valuation, to evaluate and
rank many ideas.
BRAINSTORMING

AFFINITY DIAGRAM
assessment process having multiple alternatives with an expected outcome in the
form of future actions
Unanimity

Majority

Plurality

Dictatorship.

EVERYONE
agrees on a
single course
of action.
(Delphi
technique)

more than 50
% of the
members of
the group.

LARGEST block
in a group
decides, even if
a majority is
not achieved..

ONE individual
makes the
decision for the
group
YES

YES

YES

YES

YES

YES

YES

YES

YES

YES
Unanimity

Majority

YES

Plurality

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES NO

NO

NO

NO

NO

NO

Dictatorship
5.2.2.6 Questionnaires &

•

•
•
•
•

5.2.2.7

Surveys

designed to quickly accumulate
information from a large number of
respondents.
most appropriate with varied
audiences,
quick turnaround is needed,
respondents are geographically
dispersed,
statistical analysis is appropriate.

Observations

“job shadowing.”

•
•

direct way of viewing individuals in
their environment
helpful for detailed processes when
the people that use the product
have difficulty or are reluctant to
articulate their requirements.
5.2.2.8 Prototypes
•
•
•
•

a working model of the expected product
early feedback on requirements.
tangible, it allows real experiment
:abstract.
support the concept of progressive
elaboration in
o
o
o
o

iterative cycles of mock-up creation,
user experimentation,
feedback generation,
prototype revision.

enough
feedback
cycles
performed,

requirements
are
sufficiently
complete

move to a
design or
build phase.

Storyboarding :
•

a prototyping technique showing sequence or
navigation through a series of images or
illustrations.
o used on a variety of projects in a variety
of industries, (film, advertising,
instructional design, and on agile and
other software development projects).
o
In software development, storyboards
use mock-ups to show navigation paths
through webpages, screens, or other
user interfaces
5.2.2.9 Benchmarking
 identify best practices,
 generate ideas for improvement,
 provide a basis for measuring
performance.
practices, (processes and operations)

5.2.2.10 Context Diagrams
(an example of a scope model) visually
depict the product scope by
showing a business system
(process, equipment, computer
system, etc.),
o how people and other systems
(actors) interact with it.
o Context diagrams show:
o

• inputs to the business system,
• the actor(s) providing the input,
• the outputs from the business
system, and the actor(s) receiving
the output
Organization

A

Organization B
(internal or external)
Document analysis is used to elicit requirements by analyzing existing
documentation and identifying information relevant to the requirements.
business plans,

marketing
literature,

agreements,

requests for
proposal,

current process
flows,

logical data
models,

business rules
repositories,

application
software
documentation,

use cases,

Other
requirements
documentation,

problem/issue
logs,

business
process,

policies,

procedures,

regulatory
documentation
(laws, codes, or
ordinances, etc).
• how individual requirements meet the business need for the
project.
• Requirements may start out at a high level and become
progressively more detailed as more about the requirements is
known.
• Before being base-lined, requirements need to be:
o
o
o
o
o

unambiguous (measurable and testable),
traceable,
complete,
consistent,
acceptable to key stakeholders.

• format :
o simple (all the requirements categorized by stakeholder and priority)
o executive summary, detailed descriptions, and attachments
Business requirements:
•Business and project objectives for traceability;
•Business rules for the performing organization; and
•Guiding principles of the organization

Stakeholder requirements:
•Impacts to other organizational areas;
•Impacts to other entities inside or outside the performing organization; and
•Stakeholder communication and reporting requirements.

Solution requirements:
•Functional and nonfunctional requirements;
•Technology and standard compliance requirements;
•Support and training requirements;
•Quality requirements;
•Reporting requirements, etc.

Project requirements, such as:
•Levels of service, performance, safety, compliance, etc.;
•Acceptance criteria.

Transition requirements.

Stakeholder

Requirements assumptions, dependencies, and constraints.

Requirement

Category

Priority

Acceptance
Criteria
•
•
•
•

RTM is a grid that links product requirements to the deliverables that satisfy them.
ensure that each requirement adds business value by linking it to the business and
project objectives.
It provides a means to track requirements throughout the project life cycle, helping
to ensure that requirements approved in the requirements documentation are
delivered at the end of the project.
Finally, it provides a structure for managing changes to the product scope.
Tracing includes, but is not limited
to, tracing requirements for the
following:
 Business needs, opportunities,
goals, and objectives;
 Project objectives;
 Project scope/WBS deliverables;
 Product design;
 Product development;
 Test strategy and test scenarios;
and
 High-level requirements to more
detailed requirements.
all of the requirements may NOT be included in the project, the Define Scope process selects
the FINAL project requirements from the requirements documentation

process of developing a DETAILED description of the project and product..

it describes the project boundaries by defining which of the requirements
collected will be INCLUDED in and excluded from the project scope

Inputs
Scope management
plan
Project charter
Requirements
documentation
Organizational
process assets

Tools & Techniques
Outputs

Expert judgment
Product analysis
Project scope
Alternatives generation statement
Facilitation Techniques Project documents
updates
5.1Plan Scope
Management

4.1 Develop Project
charter

Scope management
plan

Project charter

6.3 Sequence
Activities

5.2 Collect
Requirements
Requirements
documentation
Enterprise/
Organization

OPA

Project scope
statement
Project documents
updates

OSO OCT 2013
4 Integration

6.5 Estimate
Activity Durations

5.3 Define Scope

6.6 Develop
Schedule

Project
Documents

5.4 Create WBS
5 Scope

6 Time

7 Cost

8 Quality

9 H. Resource

 Stakeholder register,
 Requirements documentation
 Requirements traceability matrix
10 Commn.

11 Risk

12 Procurement

13 S/holders
product
descriptions

high-level

tangible

accepted
methods

deliverables

Product analysis techniques
develop as many potential OPTIONS as possible in order to identify
different approaches to execute and perform the work of the project
Product scope description.
•characteristics of the product, service, or result described in the project charter and requirements
documentation.

Acceptance criteria.
•A set of conditions that is required to be met before deliverables are accepted.

Deliverable.
•Any unique and verifiable product, result, or capability to perform a service that is required to be produced to
complete a process, phase, or project. Deliverables also include ancillary results (project management reports
and documentation)

Project exclusion.
•Generally identifies what is excluded from the project. Explicitly stating what is out of scope for the project
helps to manage stakeholders’ expectations.

Constraints.
•A limiting factor that affects the execution of a project or process. (predefined budget or any imposed dates or
schedule milestones , contractual provisions).

Assumptions.
•A factor in the planning process that is considered to be true, real, or certain, without proof or demonstration.
Also describes the potential impact of those factors if they prove to be false.
•Project teams frequently identify, document, and validate assumptions as part of their planning process.
process of SUBDIVIDING project deliverables and project work into smaller,
more manageable components.

it provides a structured VISION of what has to be delivered

5.4.1 Inputs
Scope management plan
Project scope statement
Requirements
documentation
Enterprise environmental
factors
Organizational process
assets

5.4.2 Tools & Techniques
5.4.3 Outputs
Decomposition
Expert judgment

Scope baseline
Project documents
updates
5.1Plan Scope
Management

Enterprise/
Organization

4.2 Develop
Project M. Plan

Scope management
plan

5.2 Collect
Requirements

OPA

6.2 Define
Activities

Requirements
documentation

EEF

7.2 Estimate
Costs

5.3 Define Scope
Project scope
statement

7.3 Determine
Budget

5.4 Create WBS

11.2 Identify Risks
OSO OCT 2013

Project
Documents

4 Integration

Scope baseline

Project documents
updates

 Requirements documentation

Perform
Qualitative Risk
Analysis
11.3

5.5 Validate
Scope
5 Scope

6 Time

7 Cost

8 Quality

9 H. Resource

10 Commn.

11 Risk

12 Procurement

13 S/holders
approved version of a scope statement, work breakdown structure (WBS),
and its associated WBS dictionary, that can be changed only through
formal change control procedures and is used as a basis for comparison

Project scope statement.
• description of the project scope, major deliverables, assumptions,
and constraints.

WBS.
• a hierarchical decomposition of the total scope of work to
accomplish the project objectives and create the required
deliverables.

WBS dictionary.
• provides detailed deliverable, activity, and scheduling information
about each component in the WBS..
BPBC building
B.1
Engineering
B.1.1
Design
B1.1.1
Arch
B1.1.1.1

Construction

Testing

Civil works

Concrete
works

Earth works

Structural
design

Excavation

EM design

backfilling

Sub-structure

Foundation

Electro-Mech.

Masonry

Landscaping

Elect

Subcontracting

Supplying

Superstructure

Plumbing

Concrete

Air-condition

Neck column

Columns

Tie beams

Beams

Flooring

Procurement

Slabs

Fire-fighting

100 percent rule
•The total of the work at the lowest
levels should roll up to the higher
levels so that nothing is left out and
no extra work is performed.
Control Account

Planning Package
Project

• management
control point where
scope, budget,
actual cost, and
schedule are
integrated and
compared to the
earned value for
performance
measurement.





• a work breakdown
structure
component below
the control account
with known work
content but without
detailed schedule
activities

CA-1

PP-1.1

CA-x

PP-1.2

PP-xx

WP 1.2.1

WP xxx

Control accounts are placed at selected management points in the WBS.
Each control account may include one or more work packages,
but each of the work packages should be associated with only one control account.
A control account may include one or more planning packages.
FORMALIZING acceptance of the completed project deliverables.
it brings objectivity to the acceptance process and increases the chance of final
product, service, or result acceptance by validating each deliverable.

Inputs
Project management
plan
Requirements
documentation
Requirements
traceability matrix
Verified deliverables
Work performance data

Tools & Techniques
Inspection
Group decision-making
techniques

Outputs
Accepted deliverables
Change requests
Work performance
information
Project documents
updates
4.2 Develop Project
M. Plan
Project management
plan

5.2 Collect
Requirements

4.6 Close Project
or Phase

Requirements
documentation
Requirements
traceability matrix

4.3 Direct and Manage
Project Work

Work performance
data

4.5 Perform
Integrated Change
Control

5.5 Validate Scope
8.3 Control
Quality

Change requests

Verified deliverables

Work performance
information

OSO OCT 2013
4 Integration

Project
Documents

Project documents
updates

5 Scope

4.4 Monitor and
Control Project
Work

Accepted deliverables

6 Time

7 Cost

8 Quality

9 H. Resource

 any documents that define the product
or report status on product completion
10 Commn.

11 Risk

12 Procurement

13 S/holders
5.5.1.1 Project
Management Plan
5.5.1.2
Requirements
Documentation
5.5.1.3
Requirements
Traceability Matrix

•scope management plan: specifies how formal
acceptance of the completed project deliverables will
be obtained + The scope baseline.
•lists all the project, product, and other types of
requirements for the project and product, along with
their acceptance criteria.

•links requirements to their origin and tracks them
throughout the project life cycle.

5.5.1.4 Verified
Deliverables

•project deliverables that are completed and checked
for correctness through the Control Quality process.

5.5.1.5 Work
Performance Data

•include the degree of compliance with requirements,
number of nonconformities, severity of the
nonconformities, or the number of validation cycles
performed in a period of time.
5.5.2.1 Inspection
reviews, product reviews, audits, walkthroughs.

o measuring, examining, and

validating to determine
whether work and
deliverables MEET
requirements and product
acceptance criteria.

5.5.2.2 Group Decision-Making
Techniques
o used to reach a

CONCLUSION when the
validation is performed by
the project team and other
stakeholders.
5.5.3.1 Accepted
Deliverables:
•Deliverables that MEET the
acceptance criteria are formally
signed off and approved by the
customer or sponsor.

•

Formal documentation received from the
customer or sponsor acknowledging formal
stakeholder acceptance of the project’s
deliverables is forwarded to the Close
Project or Phase process.

5.5.3.2 Change Requests:
•The completed deliverables that
have NOT been formally accepted
are documented, along with the
reasons for non-acceptance of
those deliverables.

• Those deliverables may require
a change request for defect
repair.
Validate Scope
• primarily concerned with
ACCEPTANCE of the
deliverables,

Control Quality
• primarily concerned with
CORRECTNESS of the
deliverables and meeting
the quality requirements
specified for the
deliverables.

CQ

VS

C.Q. generally performed before V.S.
although the two processes may be performed in parallel

CQ
VS
monitoring the status of the project and product scope and managing changes to
the scope baseline.
it allows the scope baseline to be MAINTAINED throughout the project.

Inputs
Project management plan
Requirements
documentation
Requirements traceability
matrix
Work performance data
Organizational process
assets

Tools & Techniques
Variance analysis

Outputs
Work performance
information
Change requests
Project management plan
updates
Project documents updates
Organizational process
assets updates
• Controlling the project scope ensures all requested
changes and recommended corrective or preventive
actions are processed through the Perform Integrated
Change Control process
• Control Scope is also used to manage the actual changes
when they occur and is integrated with the other control
processes.
• The uncontrolled expansion to product or project scope
without adjustments to time, cost, and resources is
referred to as SCOPE CREEP.
• Change is inevitable; therefore some type of change
control process is mandatory for every project
June 1923
•elevation of 1,825 ft (556 m) above sea level,
•175 ft (53 m) above the stream bed.
•capacity of 30,000 acre·ft (37,000,000 m3)

July 1, 1924
•capacity of the reservoir 32,000 acrefeet (39,000,000 m3).

March 1925
•capacity of 38,000 acre-feet (47,000,000 m3)
•height would be 185 ft (56 m)

March 1, 1926
•Water began to fill the reservoir.

March 12, 1928
•Two and a half minutes before midnight > the
St. Francis Dam disastrously failed.
4.2 Develop Project
M. Plan
Project management
plan

5.2 Collect
Requirements

4.2 Develop
Project M. Plan

Requirements
documentation
Requirements
traceability matrix

4.3 Direct and Manage
Project Work

Work performance
data

4.5 Perform
Integrated Change
Control

5.6 Control Scope

OPA

OSO OCT 2013




Change requests
Work performance
information

Existing formal /informal scope,
control-related policies,
procedures, guidelines
Monitoring and reporting methods
and templates.

4 Integration

4.4 Monitor and
Control Project
Work

Project documents
updates

Enterprise/
Organization

Project
Documents

Project documents
updates

 Requirements documentation
 Requirements traceability matrix.

OPA updates
5 Scope

6 Time

7 Cost

8 Quality

9 H. Resource

10 Commn.

11 Risk

12 Procurement

13 S/holders
Scope baseline.
• compared to actual results to determine if a change, corrective action, or preventive
action is necessary.

Scope management plan
• how the project scope will be monitored and controlled.

Change management plan.
• defines the process for managing change on the project.

Configuration management plan.
• defines those items that are configurable, those items that require formal change control,
and the process for controlling changes to such items.

Requirements management plan.
• plan and describes how the project requirements will be analyzed, documented, and
managed.
• determining the CAUSE and DEGREE of difference between
the baseline and actual performance to decide whether
corrective or preventive action is required.

Date Prepared:

Project Title:
Schedule Variance:
Planned Result

Root Cause:
Planned Response:

Actual Result

Cost Variance:
Variance

Planned Result

Actual Result

Root Cause:
Planned Response:

Variance
5.6.3.1 Work Performance Information
• includes correlated and contextualized information on how the project
scope is performing compared to the scope baseline.
• changes received, scope variances and their causes, schedule/cost
impact , forecast.

5.6.3.2 Change Requests
• Analysis of scope performance can result in a change request to the
scope baseline /other components

5.6.3.3 Project Management Plan Updates
• Project management plan updates may include, but are not limited to:
• Scope Baseline Updates.
• Other Baseline Updates.
‫ان للــه عبادا اختصهم بقضاء حوائــج الناس . حببهم اىل اخلري وحبب اخلري اليهـم اولئــك‬
)‫اآلمنون من عذاب اللـه يــوم القيامة. (اللهم اجعلنا منهم‬
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05 project scope management

  • 1. By: Omer Alsayed Omer abbas MBA, PMP, B.Sc.(Civil Eng.) : PMO manager EWU-DIU
  • 2. “ Don’t do anything you don’t have TO DO -– Louis Fried
  • 3. 5.2 Collect Requirements 5.3 Define Scope •determining, documenting, and managing stakeholder needs and requirements to meet project objectives. •developing a detailed description of the project and product. 5.4 Create WBS 5.5 Validate Scope 5.6 Control Scope •subdividing project deliverables and project work into smaller, more manageable components. •formalizing acceptance of the completed project deliverables. •monitoring the status of the project & product scope and managing changes to the scope baseline. 5.1 Plan Scope Management •creating a scope management plan –how scope will be defined, validated, and controlled.
  • 4. Project Management Process Group and Knowledge Area Mapping Knowledge Area 4. Project Integration Management Initiating 4Develop Project Charter Planning Planning 4.2 Develop Project Management Plan Executing 4.3 Direct & Manage Project Work M& C M& C 4.4 Monitor & Control Project Work 4.5 Perform Integrated Change Control 5. Project Scope Management 5Plan Scope Management 5.2 Collect Requirements 5.3 Define Scope 5.4 Create WBS 6. Project Time Management 6.7 Control Schedule 7. Project Cost Management 7Plan Cost Management 7.2 Estimate Costs 7.3 Determine Budget 7.4 Control Costs 8. Project Quality Management 8Plan Quality Management 8.2 Perform Quality Assurance 9. Project Human Resource Management 9.1 Plan Human Resource Management 9.2 Acquire Project Team 9.3 Develop Project Team 9.4 Manage Project Team 10. Project Communications Management 10Plan Communications Management 10.2 Manage Communications 11. Project Risk Management 11Plan Risk Management 11.2 Identify Risks 11.3 Perform Qualitative Risk Analysis 11.4 Perform Quantitative Risk Analysis 11.5 Plan Risk Responses 12. Project Procurement Management 12Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements 13.2 Plan Stakeholder Management 13.3 Manage Stakeholder Engagement 13.4 Control Stakeholder Engagement 4.6 Close Project or Phase 5.5 Validate Scope 5.6 Control Scope 6Plan Schedule Management 6.2 Define Activities 6.3 Sequence Activities 6.4 Estimate Activity Resources 6.5 Estimate Activity Durations 6.6 Develop Schedule Closing 13. Project Stakeholder Management 13Identify Stakeholders OSO OCT 2013 8.3 Control Quality 10.3 Control Communications 11.6 Control Risks 12.4 Close Procurements
  • 5. 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.
  • 6. creating a scope management plan that documents how the project scope will be: defined Validated controlled provides guidance and direction on how scope will be managed throughout the project
  • 7. Inputs T&T Project management plan Expert judgment Project charter Meetings Enterprise environmental factors Organizational process assets Outputs Scope management plan Requirements management plan
  • 8. Enterprise/ Organization 5.1Plan Scope Management 4.1 Develop Project charter Scope management plan Requirements management plan Project charter OPA EEF 5.2 Collect Requirements 4.2 Develop Project M Plan 5.3 Define Scope OSO OCT 2013 Project M Plan 4 Integration 5.4 Create WBS 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders
  • 9. Project management plan • influence the approach taken for planning scope and managing project scope Project charter • high-level project description and product characteristics Enterprise environmental factors • Organization’s culture, • Infrastructure, • Personnel administration • Marketplace conditions. Organizational process assets • Policies and procedures • Historical information and lessons learned knowledge base.
  • 10. describes how the scope will be defined, developed, monitored, controlled, and verified include Process: preparing enables establishes specifies control • a detailed project scope statement; •the creation of the WBS from the detailed project scope statement; •how the WBS will be maintained and approved; •how formal acceptance of the completed project deliverables will be obtained •how requests for changes to the detailed project scope statement will be processed.
  • 11. describes how requirements will be analyzed, documented, and managed How requirements activities Configuration management activities prioritization Product metrics Traceability structure • will be planned, tracked, and reported; • • • • how changes to the product will be initiated, how impacts will be analyzed, how they will be traced, tracked, and reported, the authorization levels required to approve these changes; • Requirements process; • that will be used and the rationale for using them; • to reflect which requirement attributes will be captured on the traceability matrix.
  • 12. stakeholder determining Documenting project objectives managing •needs •requirements it provides the basis for defining and managing the project scope including product scope
  • 13. Inputs Scope management plan Requirements management plan Stakeholder management plan Project charter Stakeholder register T&T Interviews Focus groups Facilitated workshops Group creativity techniques Group decision-making techniques Questionnaires and surveys Observations Prototypes Benchmarking Context diagrams Document analysis Outputs Requirements documentation Requirements traceability matrix
  • 14. 5.1Plan Scope Management 4.1 Develop Project charter Scope management plan Requirements management plan Project charter 8.1 Plan Quality Management 5.2 Collect Requirements Stakeholder register Management 5.3 Define Scope 13.2 plan S/H management OSO OCT 2013 Procurement Requirements documentation Requirements traceability matrix 13.1 Identify S/H 5.4 Create WBS S/H management plan 4 Integration 12.1 Plan 5.5 Validate Scope 5.6 Control Scope 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders
  • 15. Business requirements: •higher-level needs of the organization as a whole (business issues or opportunities, & undertaken reasons ) Stakeholder requirements: •needs of a stakeholder or stakeholder group. Solution requirements: •features, functions, and characteristics of the product, service, or result that will meet the business and stakeholder requirements. Transition requirements : •temporary capabilities (data conversion and training requirements, needed to transition from the current “as-is” state to the future “to-be” state). Project requirements: •the actions, processes, or other conditions the project needs to meet. Quality requirements: •capture any condition or criteria needed to validate the successful completion of a project deliverable or fulfillment of other project requirements.
  • 16. Solution requirements: Functional requirements the behaviors of the product. (processes, data, and interactions with the product). Nonfunctional requirements supplement functional requirements describe the environmental conditions or qualities required for the product to be effective (reliability, security, performance, safety, level of service, supportability, retention/purge, etc).
  • 17. 5.2.1.1 Scope Management Plan •provides clarity as to how project teams will determine which type of requirements need to be collected for the project. 5.2.1.2 Requirements Management Plan •provides the processes that will be used throughout the Collect Requirements process to define and document the stakeholder needs. 5.2.1.3 Stakeholder Management Plan •to understand stakeholder communication requirements and the level of stakeholder engagement in order to assess and adapt to the level of stakeholder participation in requirements activities. 5.2.1.4 Project Charter •provide the high-level description of the product, service, or result of the project so that detailed requirements can be developed. 5.2.1.5 Stakeholder Register •identify stakeholders who can provide information on the requirements. The stakeholder register also captures major requirements and main expectations stakeholders may have for the project.
  • 18. approach to elicit information from stakeholders by talking to them directly. formal /informal project participants, sponsors Individual /multiple other executives subject matter experts asking –Q -recording
  • 19. learn expectations subject matter experts attitudes about a proposed product, service, or result prequalified stakeholders trained moderator • interactive discussion, designed to be more conversational than a one-on-one interview.
  • 20. key stakeholders primary technique for to define product requirements. quickly defining crossfunctional requirements In addition, issues can be discovered earlier and resolved more quickly than in individual sessions (JAD) •joint application design/development sessions (software) (QFD) / (VOC) •Quality function deployment / voice of the Customer (manufacturing ) reconciling stakeholder differences. interactive group nature trust, foster relationships, improve communication User stories (used with agile methods): •the stakeholder who benefits from the feature (role), •what the stakeholder needs to accomplish (goal), •the benefit to the stakeholder (motivation). •"As a user, I want to search for my customers by their first and last names. increased stakeholder consensus.
  • 21. identify project and product requirements Brainstorming Nominal group •to generate and collect MULTIPLE ideas related to project and product requirements. (voting or prioritization) •enhances brainstorming with a VOTING process used to rank the most useful ideas for further brainstorming or for prioritization Idea/mind mapping Affinity diagram •ideas created through individual brainstorming sessions are CONSOLIDATED into a single map to reflect commonality and differences in understanding, and generate new ideas •allows large numbers of ideas to be CLASSIFIED into groups for review and analysis. Multi-criteria decision analysis •utilizes a decision MATRIX to provide a systematic analytical approach for establishing criteria, such as risk levels, uncertainty, and valuation, to evaluate and rank many ideas.
  • 22.
  • 24. assessment process having multiple alternatives with an expected outcome in the form of future actions Unanimity Majority Plurality Dictatorship. EVERYONE agrees on a single course of action. (Delphi technique) more than 50 % of the members of the group. LARGEST block in a group decides, even if a majority is not achieved.. ONE individual makes the decision for the group
  • 26. 5.2.2.6 Questionnaires & • • • • • 5.2.2.7 Surveys designed to quickly accumulate information from a large number of respondents. most appropriate with varied audiences, quick turnaround is needed, respondents are geographically dispersed, statistical analysis is appropriate. Observations “job shadowing.” • • direct way of viewing individuals in their environment helpful for detailed processes when the people that use the product have difficulty or are reluctant to articulate their requirements.
  • 27. 5.2.2.8 Prototypes • • • • a working model of the expected product early feedback on requirements. tangible, it allows real experiment :abstract. support the concept of progressive elaboration in o o o o iterative cycles of mock-up creation, user experimentation, feedback generation, prototype revision. enough feedback cycles performed, requirements are sufficiently complete move to a design or build phase. Storyboarding : • a prototyping technique showing sequence or navigation through a series of images or illustrations. o used on a variety of projects in a variety of industries, (film, advertising, instructional design, and on agile and other software development projects). o In software development, storyboards use mock-ups to show navigation paths through webpages, screens, or other user interfaces
  • 28. 5.2.2.9 Benchmarking  identify best practices,  generate ideas for improvement,  provide a basis for measuring performance. practices, (processes and operations) 5.2.2.10 Context Diagrams (an example of a scope model) visually depict the product scope by showing a business system (process, equipment, computer system, etc.), o how people and other systems (actors) interact with it. o Context diagrams show: o • inputs to the business system, • the actor(s) providing the input, • the outputs from the business system, and the actor(s) receiving the output Organization A Organization B (internal or external)
  • 29. Document analysis is used to elicit requirements by analyzing existing documentation and identifying information relevant to the requirements. business plans, marketing literature, agreements, requests for proposal, current process flows, logical data models, business rules repositories, application software documentation, use cases, Other requirements documentation, problem/issue logs, business process, policies, procedures, regulatory documentation (laws, codes, or ordinances, etc).
  • 30. • how individual requirements meet the business need for the project. • Requirements may start out at a high level and become progressively more detailed as more about the requirements is known. • Before being base-lined, requirements need to be: o o o o o unambiguous (measurable and testable), traceable, complete, consistent, acceptable to key stakeholders. • format : o simple (all the requirements categorized by stakeholder and priority) o executive summary, detailed descriptions, and attachments
  • 31. Business requirements: •Business and project objectives for traceability; •Business rules for the performing organization; and •Guiding principles of the organization Stakeholder requirements: •Impacts to other organizational areas; •Impacts to other entities inside or outside the performing organization; and •Stakeholder communication and reporting requirements. Solution requirements: •Functional and nonfunctional requirements; •Technology and standard compliance requirements; •Support and training requirements; •Quality requirements; •Reporting requirements, etc. Project requirements, such as: •Levels of service, performance, safety, compliance, etc.; •Acceptance criteria. Transition requirements. Stakeholder Requirements assumptions, dependencies, and constraints. Requirement Category Priority Acceptance Criteria
  • 32. • • • • RTM is a grid that links product requirements to the deliverables that satisfy them. ensure that each requirement adds business value by linking it to the business and project objectives. It provides a means to track requirements throughout the project life cycle, helping to ensure that requirements approved in the requirements documentation are delivered at the end of the project. Finally, it provides a structure for managing changes to the product scope. Tracing includes, but is not limited to, tracing requirements for the following:  Business needs, opportunities, goals, and objectives;  Project objectives;  Project scope/WBS deliverables;  Product design;  Product development;  Test strategy and test scenarios; and  High-level requirements to more detailed requirements.
  • 33. all of the requirements may NOT be included in the project, the Define Scope process selects the FINAL project requirements from the requirements documentation process of developing a DETAILED description of the project and product.. it describes the project boundaries by defining which of the requirements collected will be INCLUDED in and excluded from the project scope Inputs Scope management plan Project charter Requirements documentation Organizational process assets Tools & Techniques Outputs Expert judgment Product analysis Project scope Alternatives generation statement Facilitation Techniques Project documents updates
  • 34. 5.1Plan Scope Management 4.1 Develop Project charter Scope management plan Project charter 6.3 Sequence Activities 5.2 Collect Requirements Requirements documentation Enterprise/ Organization OPA Project scope statement Project documents updates OSO OCT 2013 4 Integration 6.5 Estimate Activity Durations 5.3 Define Scope 6.6 Develop Schedule Project Documents 5.4 Create WBS 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource  Stakeholder register,  Requirements documentation  Requirements traceability matrix 10 Commn. 11 Risk 12 Procurement 13 S/holders
  • 36. develop as many potential OPTIONS as possible in order to identify different approaches to execute and perform the work of the project
  • 37. Product scope description. •characteristics of the product, service, or result described in the project charter and requirements documentation. Acceptance criteria. •A set of conditions that is required to be met before deliverables are accepted. Deliverable. •Any unique and verifiable product, result, or capability to perform a service that is required to be produced to complete a process, phase, or project. Deliverables also include ancillary results (project management reports and documentation) Project exclusion. •Generally identifies what is excluded from the project. Explicitly stating what is out of scope for the project helps to manage stakeholders’ expectations. Constraints. •A limiting factor that affects the execution of a project or process. (predefined budget or any imposed dates or schedule milestones , contractual provisions). Assumptions. •A factor in the planning process that is considered to be true, real, or certain, without proof or demonstration. Also describes the potential impact of those factors if they prove to be false. •Project teams frequently identify, document, and validate assumptions as part of their planning process.
  • 38.
  • 39. process of SUBDIVIDING project deliverables and project work into smaller, more manageable components. it provides a structured VISION of what has to be delivered 5.4.1 Inputs Scope management plan Project scope statement Requirements documentation Enterprise environmental factors Organizational process assets 5.4.2 Tools & Techniques 5.4.3 Outputs Decomposition Expert judgment Scope baseline Project documents updates
  • 40. 5.1Plan Scope Management Enterprise/ Organization 4.2 Develop Project M. Plan Scope management plan 5.2 Collect Requirements OPA 6.2 Define Activities Requirements documentation EEF 7.2 Estimate Costs 5.3 Define Scope Project scope statement 7.3 Determine Budget 5.4 Create WBS 11.2 Identify Risks OSO OCT 2013 Project Documents 4 Integration Scope baseline Project documents updates  Requirements documentation Perform Qualitative Risk Analysis 11.3 5.5 Validate Scope 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders
  • 41. approved version of a scope statement, work breakdown structure (WBS), and its associated WBS dictionary, that can be changed only through formal change control procedures and is used as a basis for comparison Project scope statement. • description of the project scope, major deliverables, assumptions, and constraints. WBS. • a hierarchical decomposition of the total scope of work to accomplish the project objectives and create the required deliverables. WBS dictionary. • provides detailed deliverable, activity, and scheduling information about each component in the WBS..
  • 42. BPBC building B.1 Engineering B.1.1 Design B1.1.1 Arch B1.1.1.1 Construction Testing Civil works Concrete works Earth works Structural design Excavation EM design backfilling Sub-structure Foundation Electro-Mech. Masonry Landscaping Elect Subcontracting Supplying Superstructure Plumbing Concrete Air-condition Neck column Columns Tie beams Beams Flooring Procurement Slabs Fire-fighting 100 percent rule •The total of the work at the lowest levels should roll up to the higher levels so that nothing is left out and no extra work is performed.
  • 43. Control Account Planning Package Project • management control point where scope, budget, actual cost, and schedule are integrated and compared to the earned value for performance measurement.     • a work breakdown structure component below the control account with known work content but without detailed schedule activities CA-1 PP-1.1 CA-x PP-1.2 PP-xx WP 1.2.1 WP xxx Control accounts are placed at selected management points in the WBS. Each control account may include one or more work packages, but each of the work packages should be associated with only one control account. A control account may include one or more planning packages.
  • 44.
  • 45. FORMALIZING acceptance of the completed project deliverables. it brings objectivity to the acceptance process and increases the chance of final product, service, or result acceptance by validating each deliverable. Inputs Project management plan Requirements documentation Requirements traceability matrix Verified deliverables Work performance data Tools & Techniques Inspection Group decision-making techniques Outputs Accepted deliverables Change requests Work performance information Project documents updates
  • 46. 4.2 Develop Project M. Plan Project management plan 5.2 Collect Requirements 4.6 Close Project or Phase Requirements documentation Requirements traceability matrix 4.3 Direct and Manage Project Work Work performance data 4.5 Perform Integrated Change Control 5.5 Validate Scope 8.3 Control Quality Change requests Verified deliverables Work performance information OSO OCT 2013 4 Integration Project Documents Project documents updates 5 Scope 4.4 Monitor and Control Project Work Accepted deliverables 6 Time 7 Cost 8 Quality 9 H. Resource  any documents that define the product or report status on product completion 10 Commn. 11 Risk 12 Procurement 13 S/holders
  • 47. 5.5.1.1 Project Management Plan 5.5.1.2 Requirements Documentation 5.5.1.3 Requirements Traceability Matrix •scope management plan: specifies how formal acceptance of the completed project deliverables will be obtained + The scope baseline. •lists all the project, product, and other types of requirements for the project and product, along with their acceptance criteria. •links requirements to their origin and tracks them throughout the project life cycle. 5.5.1.4 Verified Deliverables •project deliverables that are completed and checked for correctness through the Control Quality process. 5.5.1.5 Work Performance Data •include the degree of compliance with requirements, number of nonconformities, severity of the nonconformities, or the number of validation cycles performed in a period of time.
  • 48. 5.5.2.1 Inspection reviews, product reviews, audits, walkthroughs. o measuring, examining, and validating to determine whether work and deliverables MEET requirements and product acceptance criteria. 5.5.2.2 Group Decision-Making Techniques o used to reach a CONCLUSION when the validation is performed by the project team and other stakeholders.
  • 49. 5.5.3.1 Accepted Deliverables: •Deliverables that MEET the acceptance criteria are formally signed off and approved by the customer or sponsor. • Formal documentation received from the customer or sponsor acknowledging formal stakeholder acceptance of the project’s deliverables is forwarded to the Close Project or Phase process. 5.5.3.2 Change Requests: •The completed deliverables that have NOT been formally accepted are documented, along with the reasons for non-acceptance of those deliverables. • Those deliverables may require a change request for defect repair.
  • 50. Validate Scope • primarily concerned with ACCEPTANCE of the deliverables, Control Quality • primarily concerned with CORRECTNESS of the deliverables and meeting the quality requirements specified for the deliverables. CQ VS C.Q. generally performed before V.S. although the two processes may be performed in parallel CQ VS
  • 51. monitoring the status of the project and product scope and managing changes to the scope baseline. it allows the scope baseline to be MAINTAINED throughout the project. Inputs Project management plan Requirements documentation Requirements traceability matrix Work performance data Organizational process assets Tools & Techniques Variance analysis Outputs Work performance information Change requests Project management plan updates Project documents updates Organizational process assets updates
  • 52. • Controlling the project scope ensures all requested changes and recommended corrective or preventive actions are processed through the Perform Integrated Change Control process • Control Scope is also used to manage the actual changes when they occur and is integrated with the other control processes. • The uncontrolled expansion to product or project scope without adjustments to time, cost, and resources is referred to as SCOPE CREEP. • Change is inevitable; therefore some type of change control process is mandatory for every project
  • 53. June 1923 •elevation of 1,825 ft (556 m) above sea level, •175 ft (53 m) above the stream bed. •capacity of 30,000 acre·ft (37,000,000 m3) July 1, 1924 •capacity of the reservoir 32,000 acrefeet (39,000,000 m3). March 1925 •capacity of 38,000 acre-feet (47,000,000 m3) •height would be 185 ft (56 m) March 1, 1926 •Water began to fill the reservoir. March 12, 1928 •Two and a half minutes before midnight > the St. Francis Dam disastrously failed.
  • 54. 4.2 Develop Project M. Plan Project management plan 5.2 Collect Requirements 4.2 Develop Project M. Plan Requirements documentation Requirements traceability matrix 4.3 Direct and Manage Project Work Work performance data 4.5 Perform Integrated Change Control 5.6 Control Scope OPA OSO OCT 2013   Change requests Work performance information Existing formal /informal scope, control-related policies, procedures, guidelines Monitoring and reporting methods and templates. 4 Integration 4.4 Monitor and Control Project Work Project documents updates Enterprise/ Organization Project Documents Project documents updates  Requirements documentation  Requirements traceability matrix. OPA updates 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders
  • 55. Scope baseline. • compared to actual results to determine if a change, corrective action, or preventive action is necessary. Scope management plan • how the project scope will be monitored and controlled. Change management plan. • defines the process for managing change on the project. Configuration management plan. • defines those items that are configurable, those items that require formal change control, and the process for controlling changes to such items. Requirements management plan. • plan and describes how the project requirements will be analyzed, documented, and managed.
  • 56. • determining the CAUSE and DEGREE of difference between the baseline and actual performance to decide whether corrective or preventive action is required. Date Prepared: Project Title: Schedule Variance: Planned Result Root Cause: Planned Response: Actual Result Cost Variance: Variance Planned Result Actual Result Root Cause: Planned Response: Variance
  • 57. 5.6.3.1 Work Performance Information • includes correlated and contextualized information on how the project scope is performing compared to the scope baseline. • changes received, scope variances and their causes, schedule/cost impact , forecast. 5.6.3.2 Change Requests • Analysis of scope performance can result in a change request to the scope baseline /other components 5.6.3.3 Project Management Plan Updates • Project management plan updates may include, but are not limited to: • Scope Baseline Updates. • Other Baseline Updates.
  • 58. ‫ان للــه عبادا اختصهم بقضاء حوائــج الناس . حببهم اىل اخلري وحبب اخلري اليهـم اولئــك‬ )‫اآلمنون من عذاب اللـه يــوم القيامة. (اللهم اجعلنا منهم‬ omer2t www.linkedin.com/pub/omeralsayed-mba-pmp®/40/609/610/ omer2t https://www.facebook.com/pages/2tPMP/1429460070603068 http://www.slideshare.net/omeralsayed “if you ever need my help, just let me know?”