2. Scope Management

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Scope Management :

www.testudaan.com 1 Scope Management Pmp online tests and scope tests

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Plan scope management is the process of creating a scope management plan that documents how the project scope will be defined, validated and controlled 2 5.1 Plan Scope Management www.testudaan.com Pmp online tests and scope tests

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3 5.1 Plan Scope Management-> Data flow diagram 5.1 Plan Management Scope management EEF Requirements managements plan PM Plan 4.2 Develop PM plan Project charter 4.1 Develop Project charter 5.2 Collect Requirements 5.3 Define Scope 5.4 Create WBS OPA Enterprise / Organization www.testudaan.com Pmp online tests and scope tests

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4 Scope related terms: www.testudaan.com Product scope : the features and functions that are to be included in a product or service (Completion of product scope is measured against requirements) Project scope : The work that must be done in order to deliver a product with the specified features and functions (Completion of project scope is measured against the project management plan) Example: Lets say you have a plot of land and you want to build a house on it. Product: The house Product Scope: The house should have 3 storey's , 1000 sq. m of built up area, 4 bedrooms with attached baths, 2 living room, a kitchen, basement and a garage. The exteriors should be white. Project Scope: Hiring a building contractor, an architect and an interior designer, acquiring legal permits, estimating the cost, taking bank loan etc. Pmp online tests and scope tests

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5 Includes process - For preparing a detailed project scope statement ( Output of Define Scope process ) . For creation of the WBS from the detailed project scope statement ( Output of Create WBS process ). That establishes how WBS will be maintained and approved . That specifies how formal acceptance of the completed project intermediate deliverables will be obtained ( Output of Validate Scope process ) To control how requests for changes to the detailed project scope statement will be processed . Scope Management Plan - Output www.testudaan.com Pmp online tests and scope tests

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The requirements management plan should contain the following: How requirements will be planned, tracked and reported How changes to the product will be initialized, how impacts will be analyzed, how they will be traced, tracked and reported, authorization levels required to approve the changes Requirements prioritization process Traceability structure to reflect which requirement attributes will be captured in the traceability matrix Remember that the requirements management plan can be considered a subsidiary management plan and be included in the project management plan 6 Scope Management Plan - Output www.testudaan.com Pmp online tests and scope tests

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Collect Requirements is the process of defining and documenting stakeholders needs to meet the project objectives 7 5.2 Collect Requirements www.testudaan.com Pmp online tests and scope tests

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8 5.2 Plan Scope Management -> Data flow diagram 5.1 Plan Management Scope management plan Requirements managements plan Stakeholder Register 13.1 Identify Stakeholder Project charter 4.1 Develop Project charter 5.2 Collect Requirements Requirements documents Requirements Traceability matrix 12.1 Plan procurement management 8.1 Plan Quality management 13.2 Plan Stakeholder management HR Management plan 5.3 Define scope 5.4 Create WBS 5.5 Validate scope 5.6 Control scope www.testudaan.com Pmp online tests and scope tests

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Interviews: Formal or informal approach to elicit information from stakeholders by talking to them directly. Focus groups: Prequalified stakeholders and subject matter experts are brought together to learn about their expectations and attitudes about a proposed service product or a result. Facilitated workshops: F ocused sessions that bring cross-functional key stakeholders together to define product requirements JAD (Joint application development) is used in software industry QFD (Quality function deployment) is used in manufacturing industry – starts by collecting the customer needs (VOC- voice of the customer) 9 Collect Requirements – Tools & Techniques www.testudaan.com Pmp online tests and scope tests

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Group Decision Making Techniques : There are multiple methods of reaching a group decision : Unanimity :Everyone agrees on a single course of action Majority : Support from more than 50% of the members of the group Plurality : The largest block in a group decides even if a majority is not achieved Dictatorship : One individual makes the decision for the group The Delphi Technique : One way to reach unanimity is this technique wherein selected group of experts answers questionnaires and provides feedback regarding the responses from each round of requirements gathering. The responses are available only to the facilitator to maintain anonymity 10 Collect Requirements – Tools & Techniques www.testudaan.com Pmp online tests and scope tests

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Requirements documentation : Describes how individual requirements will meet the business need of the project Requirements may start out at a high level and become progressively more detailed as more about the requirements is known Requirements need to be unambiguous ( measurable and testable), complete, consistent, correct and acceptable to key stakeholders Requirements Traceability Matrix (RTM): Grid that links product requirements from their origin to the deliverables that satisfy them Means to track requirements throughout the project lifecycle helping to see that requirements approved in the requirements documentation are delivered at the end of the project 11 Collect Requirements – Outputs www.testudaan.com Pmp online tests and scope tests

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Business requirements: High level needs of the organization as a whole such as business issues or opportunities Stakeholder requirements: Need of stakeholder/stakeholder group Solution requirements : Functional requirements – The behavior of the product Non functional requirements – Supplements the functional requirements gives environmental conditions or qualities required like security, reliability etc. Transition requirements: T emporary capabilities like data conversion, training etc. Project requirements: Actions , processes and other conditions the project need to meet Quality requirements: A ny condition or criteria needed to validate the completion of the project 12 Classification of Requirements www.testudaan.com Pmp online tests and scope tests

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Requirements traceability matrix                   Project name:   Cost center   Project Description                   id Associate id Requirements description Business needs/opportunities Project objectives WBS deliverables Product design Product development Test cases                                                                         13 Requirements Traceability Matrix www.testudaan.com Pmp online tests and scope tests

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This is the process of developing a detailed description of the project and product 14 5.3 Define Scope www.testudaan.com Pmp online tests and scope tests

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15 5.3 Plan Scope Management -> Data flow diagram 5.1 Plan Management Scope management 6.6 Develop Schedule 5.2 Collect Requirements OPA Enterprise / Organization Project charter 4.1 Develop Project charter Requirements documents 5.3 Define Scope 5.4 Create WBS 6.5 Estimate Activity Duration 6.3 Sequence activities Project Scope statements Project document update Project Documents www.testudaan.com Pmp online tests and scope tests

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Project Scope Statement includes: Product Scope Description Project Acceptance Criteria Project Deliverables Product Acceptance Criteria Product Deliverables Project Exclusions Constraints Assumptions 16 Define Scope - Outputs www.testudaan.com Pmp online tests and scope tests

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The process of subdividing project deliverables and project work into smaller, more manageable components Decomposition: This technique involves breaking down the deliverables into smaller, more manageable components of work The idea here is to break down the deliverables to a point where you can easily plan, execute, monitor and control, and close out the project deliverables 17 5.4 Create WBS www.testudaan.com Pmp online tests and scope tests

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18 5.4 Plan Scope Management -> Data flow diagram 5.1 Plan Management Scope management plan 7.3 Determine Budget 5.2 Collect Requirements OPA Enterprise / Organization Requirements documents 5.3 Define Scope Project Scope statements Project documents 5.4 Create WBS Scope Baseline Project document updates 5.5 Validate Scope 11.2 Identify Risks 11.3 Perform quantities risk analysis 7.2 Estimate Cost 6.2 Define Activities 4.2 Develop www.testudaan.com Pmp online tests and scope tests

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The Scope Baseline is a component of the project management plan and includes the following: Project Scope Statement Work Breakdown Structure (WBS) WBS Dictionary 19 Scope Baseline www.testudaan.com Pmp online tests and scope tests

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WBS is the hierarchical decomposition of the total scope of work to be carried out by the project The top most level of each WBS is the total project itself Work that doesn’t fit into the WBS does not fit within the project WBS represents all product and project work including project management work Each level of WBS is a more detailed definition of the level above it Beware of excessive decomposition can lead to non-productive management effort and inefficient use of resources (performing work) 20 What is Work Breakdown Structure (WBS ) ? www.testudaan.com Pmp online tests and scope tests

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21 Work Package : It is the lowest in the WBS and is the level at which schedule and cost can be estimated easily and managed A work package can be used to group the activities where work is estimated, scheduled, monitored and controlled comfortably If the lowest levels are rolled up to the higher levels, the total must represents the total work of the project. This is called 100% rule. WBS Structure can be organized by - Phases - Major deliverables - Subprojects e.g. contracted work Providing extra functionalities which are not requested by customer is called ‘ Gold plating’, this is not recommended by PMI Characteristics of WBS www.testudaan.com Pmp online tests and scope tests

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22 Create WBS: New Car 1.0 Entertain & G uidance 2.0 Engine, Transmission and Suspension 3.0 Body 2.1 Gearbox Acquired 2.2 Engine 2.3 Suspension 2.4 Differentials 3.1 Paintwork 3.2 Body Shell 2.2.1 Engine Block 2.2.2 Gearbox 2.2.3 Computer 2.3.1 Active Suspension 2.3.2 Driveshaft 2.3.3 Wheel, Hubs & Tires 3.2.2 Doors(gull, hood & trunk) 3.2.1 Monocoque Shell 3.2.3 Seats & Interior Trim 3.2.4 Exterior Trim & Glass Planning Packages Control Accounts Project Work Packages www.testudaan.com Pmp online tests and scope tests

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23 WBS for a Bicycle www.testudaan.com Pmp online tests and scope tests

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Dashboard Steering Wheel Doors Upholstery Mud Guards 1 2 3 4 5 Procure Material Prepare Design Construct Dashboard Testing 1.1 1.2 1.3 1.4 320 h 2 00 h 100 h 120 h Identify Sellers RFP Shortlist Sellers Finalize Sellers 80 h 40 h 80 h 120 h Work Packages Evaluate Sellers Award Contract 80 h 40 h Final Deliverable Intermediate Deliverables 1.1.1 1.1.2 1.1.3 1.1.4 1.1.4.1 1.1.4.2 Example : Car Case Study : WBS www.testudaan.com 24 Pmp online tests and scope tests

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WBS dictionary should include the following elements for each component of the WBS: Code of accounts identifier Description of the work Assumption and constraints Responsible organization Schedule milestones Associated schedule activities Resources required Cost estimates Quality requirements Acceptance criteria Technical references Agreement information 25 WBS Dictionary www.testudaan.com Pmp online tests and scope tests

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WBS dictionary is the document that provides detailed deliverable, activity, scheduling information about each component in WBS. 26 Sample WBS Dictionary Level WBS Codes Element Name Definition Cost Control No. Responsible Organization 1 1 Bicycle WBS All components and subassemblies required to specify design, assembly and testing of a custom bicycle. Customer Sales and support 2 1.1 Frame Set The individual components that together constitute the frame once assembled Customer Sales and support 3 1.1.1 Frame The unit tabular steel structure to which other components are attached .Provides basic design and strength. Customer Sales and support 3 1.1.2 Handlebar Used by rider to steer bicycle. Also serves as point of attachment for hand brakes, lights, and other accessories. Style to be selected by customer. Customer Sales and support www.testudaan.com Pmp online tests and scope tests

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It is the process of formalizing the acceptance of the project deliverables 27 5.5 Validate Scope www.testudaan.com Pmp online tests and scope tests

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28 5.5 Plan Scope Management -> Data flow diagram 5.2 Collect Requirements Requirements documents Requirements Traceability matrix PM plan 4.2 Develop PM plan 5.5 validate Scope Accepted Deliverables 4.4 Monitor & Control Project work 4.3 Direct and Manage project work Work performance Date 8.3 Control Quality Verified Deliverables Change Requests Work Performance information Project documents updates 4.5 Perform integrated change control 4.5 Close Project or phase Organization Project documents www.testudaan.com Pmp online tests and scope tests

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The verified deliverables obtained from quality control process are reviewed with the customer or sponsor to ensure that they are completed satisfactorily and receive the formal acceptance Validate scope process differs from control quality process that Validate scope process is primarily concerned with acceptance of deliverables, while Control quality is concerned with the correctness of the deliverables 29 Validate Scope www.testudaan.com Pmp online tests and scope tests

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The process of monitoring the status of the project and product scope and managing changes to the scope baseline. 30 5.6 Control Scope www.testudaan.com Pmp online tests and scope tests

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31 5.5 Plan Scope Management -> Data flow diagram 5.2 Collect Requirements Requirements documents Requirements Traceability matrix PM plan 4.2 Develop PM plan 5.6 validate Scope Accepted Deliverables 4.4 Monitor & Control Project work 4.3 Direct and Manage project work Work performance Date 8.3 Control Quality Verified Deliverables Change Requests Work Performance information Project documents updates 4.5 Perform integrated change control 4.5 Close Project or phase Organization Project documents www.testudaan.com Pmp online tests and scope tests

Slide 32:

It allows scope baseline to be maintained throughout the project It ensures that all requested changes and recommended corrective and preventive actions are processed through PICC process Uncontrolled expansion to product or project scope without adjustments to time, cost and resources is called Scope Creep 32 Control Scope www.testudaan.com Pmp online tests and scope tests

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www.testudaan.com 33 Thank you Saraca Solutions Pvt. Ltd. Pmp online tests and scope tests