HIT241 - Project Scope Management

Introduction

One of the most

important

, but difficult aspects of project management is the

defining of the scope of a project.

Scope refers to all the work involved in creating the products of projects, and the processes used to create them.

Project stakeholders

must come into agreement on what the products of a project are to be and, to some extent, how they should be produced.

HIT241 Scope Management - Slide 1 CDU – School of Information Technology

HIT241 - Project Scope Management

Introduction

Project scope management includes the processes involved in defining and controlling what is, or is not in a project. The main processes include:

1.

2.

3.

4.

5.

Initiation Scope Planning Scope Definition Scope Verification Scope Change Control

CDU – School of Information Technology HIT241 Scope Management - Slide 2

HIT241 - Project Scope Management

Project Initiation

Initiation involves committing the organisation to begin a project, or continue to the next phase of a project.

A key output of the initiation processes is the project charter, a document that formally defines the projects existence, and provides a broad overview of the project.

HIT241 Scope Management - Slide 3 CDU – School of Information Technology

HIT241 - Project Scope Management

Project Initiation

The first step in initiating projects is to look at the

big picture

or

strategic plan

of the organisation.

Strategic planning involves:  Determining long-term objectives.

  Analysing strengths and weaknesses.

Studying opportunities and threats.

 Predicting future trends and projecting the need for new products and services.

SWOT analysis

planning.

is a popular tool used in strategic CDU – School of Information Technology HIT241 Scope Management - Slide 4

HIT241 - Project Scope Management

Identifying Potential Projects

Information Technology Planning Stages Information Technology Strategy Planning Business Area Analysis

Project Planning Resource Allocation CDU – School of Information Technology

Tie information technology strategy to mission & vision of organisation. Identify key business areas.

Document key business processes that could benefit from information technology.

Define potential projects. Define project scope, benefits & constraints.

Select information technology projects. Assign resources.

HIT241 Scope Management - Slide 5

HIT241 - Project Scope Management

Selecting Projects

The

selection of projects

is one of judgement and decision making, and is a

critical part of project management

. There are many methods to assist the selection process, four common techniques are: 1.

2.

3.

4.

Focusing on the broad organisational needs

, especially in terms of

need

,

funding

&

will to succeed

.

Categorising information technology projects

on the basis of

problem response

,

opportunity

, or

directive

. Performing

financial analysis

, including

NPV

(net present value),

ROI

, and

payback analysis

.

Using a

weighted scoring model

based upon selection criteria.

Organisations generally use a

combination

of these approaches, each method having both strengths and weaknesses.

CDU – School of Information Technology HIT241 Scope Management - Slide 6

HIT241 - Project Scope Management

Project Charter

A

project charter

is a document that

formally recognises the existence of a project

, and provides direction on the projects objectives and management. Key parts of a project charter include:   

Project Title

and

date of authorisation

.

Project Manager’s name

and contact details.

Brief scope statement

for project.

  Summary of

planned approach to manage project Roles

and

responsibilities matrix.

 

Sign-off

for key project stakeholder signatures.

Comments section

to allow stakeholders to make important comments related to the project.

CDU – School of Information Technology HIT241 Scope Management - Slide 7

HIT241 - Project Scope Management

Scope Planning

This involves the development of documents to provide the basis for future project decisions, including the criteria for determining if a project or phase has been successfully completed.

A major outcome is the creation of a

scope statement

and a

scope management plan

.

HIT241 Scope Management - Slide 8 CDU – School of Information Technology

HIT241 - Project Scope Management

Scope Planning

A

scope statement

is the document that develops and confirms the common understanding of project scope. It should incorporate:   The

project justification

services.

.

A brief description of the

project’s products

or   A summary of The

project deliverables.

scope management plan

the quantifiable criteria that must be met for

project success

., which describes

cost

,

schedule

, and

quality

.

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HIT241 - Project Scope Management

Scope Definition

This is the process of subdividing the major project deliverables into smaller, more manageable components.

The major outcome of scope definition is the creation - by the project team - of the

Work Breakdown Structure

(

WBS

).

HIT241 Scope Management - Slide 10 CDU – School of Information Technology

HIT241 - Project Scope Management

WBS - Work Breakdown Structure

A WBS is an outcome-oriented analysis of the

work involved in a project

that defines the total scope for the project. This provides the basis for planning and managing project schedules, costs and changes. Therefore, the WBS identifies what work will be undertaken by a project.

A WBS is usually organised around project products or project phases (examples in text Fig 4-6a & b)

CDU – School of Information Technology HIT241 Scope Management - Slide 11

HIT241 - Project Scope Management

Scope Verification

This is the formal acceptance of project scope.

Key project stakeholders - project customers, sponsors etc - formally accept the plan for

project deliverables

. The plan for project deliverables is the clear documentation of the project’s products, and procedures for evaluating if they were completed correctly and satisfactorily.

HIT241 Scope Management - Slide 12 CDU – School of Information Technology

HIT241 - Project Scope Management

Scope Change Control

During the project life cycle, action must be taken to control project scope. The main deliverables are: 1.

Scope changes 2.

3.

Corrective action Lessons learnt.

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