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Computing 3 Management
Lecture 2
Managing IT Project: requirements and scope
Semester 1, 2021 Dr Rabiul Hasan
The University of Sydney
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Source:
Schwalbe, K, Information Technology Project Management (9th Edition). Cengage Learning, 2019
Recapture From Lecture 1
It was an overview of PM in IT:
Attributes of a Project
Why Project or Project Management? IT Project Management
IT Project Manager
PMBOK Knowledge Areas Project Life Cycle
PM Methodologies
The University of Sydney
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Learning Objectives
Understand project goal, objectives, deliverables, and scope
Describe and understand the processes of project scope
management
Discuss methods of investigating and collecting requirements to meet stakeholder needs and expectations
Discuss the process for creating a work breakdown structure
Discuss and understand the importance and method of validating
and controlling project scope
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Project Goal, Objectives, Deliverable, and Scope
Project Goal: Long-term
Objectives: Short-term and practical
A deliverable is a product produced as part of a project, such as hardware or software, planning documents, or meeting minutes
Scope refers to all the work involved in creating the products of the project and the processes used to create them.
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Project Scope Management Overview
Source: A Guide to the Project Management Body of
The University of Sydney Knowledge (PMBOK® Guide) – Fifth Edition Page 5
Project Scope Management Processes:
(1) Plan Scope Management
Plan Scope Management is the process of creating a scope management plan that documents how the project scope will be defined, validated, and controlled
The University of Sydney Source: A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition Page 6
Scope Management Plan Contents
How to prepare a detailed project scope statement
How to create a WBS
How to maintain and approve the WBS
How to obtain formal acceptance of the completed project
deliverables
How to control requests for changes to the project scope
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Project Scope Management Processes:
(2) Collect Requirements
Collect Requirements is the process of determining, documenting, and managing stakeholder needs and requirements to meet project objectives.
The University of Sydney Source: A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition Page 8
Requirements Management Plan
The PMBOK describes requirements as “conditions or capabilities that must be met by the project or present in the product, service, or result to satisfy an agreement or other formally imposed specification”
The requirements management plan documents how project requirements will be analyzed, documented, and managed
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Collect Requirements
For some IT projects, it is helpful to divide requirements development into categories called elicitation, analysis, specification, and validation
It is important to use an iterative approach to defining requirements since they are often unclear early in a project
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Relative Cost to Correct a Software Requirement Defect
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Methods for Collecting Requirements
Interviewing
Focus groups and facilitated workshops
Using group creativity and decision-making techniques
Questionnaires/surveys
Observation
Prototyping
Benchmarking, or generating ideas by comparing specific project practices or product characteristics to those of other projects or products inside or outside the performing organization, can also be used to collect requirements
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Requirements Traceability Matrix
A requirements traceability matrix (RTM) is a table that lists requirements, various attributes of each requirement, and the status of the requirements to ensure that all requirements are addressed
Sample entry in an RTM
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Project Scope Management Processes
(3) Define Scope
Define Scope is the process of developing a detailed description of the project and product.
The University of Sydney Source: A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition Page 14
Define Scope
Input:
Project Charter
Output:
Scope Statement
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Source: A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition
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Sample Project Charter (partial)
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Scope Statement
Project scope statements should include at least a product scope description, product user acceptance criteria, and detailed information on all project deliverables.
As time progresses, the scope of a project should become more clear and specific
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Project Scope Management Processes:
(4) Create WBS
Create WBS is the process of subdividing project deliverables and project work into smaller, more manageable components.
The University of Sydney Source: A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition Page 18
Creating the Work Breakdown Structure (WBS)
A WBS is a deliverable-oriented grouping of the work involved in a project that defines the total scope of the project
WBS is a foundation document that provides the basis for planning and managing project schedules, costs, resources, and changes
Decomposition is subdividing project deliverables into smaller pieces
A work package is a task at the lowest level of the WBS
The scope baseline includes the approved project scope
statement and its associated WBS and WBS dictionary
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WBS Organized by Product
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WBS Organized by Phase
Level 0
Level 1
Level 2
Level 3
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WBS Organized in Tabular Form
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Intranet WBS and Gantt Chart in Microsoft Project
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Intranet Gantt Chart Organized by Project Management Process Groups
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Detailed WBS for Executing Section (Process)
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Approaches to Developing WBSs
Using guidelines: Some organizations, like the Department of Defense (DOD), provide guidelines for preparing WBSs
The analogy approach: Review WBSs of similar projects and tailor to your project
The top-down approach: Start with the largest items of the project and break them down
The bottom-up approach: Start with the specific tasks and roll them up
Mind-mapping approach: Mind mapping is a technique that uses branches radiating out from a core idea to structure thoughts and ideas
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Mind-Mapping Approach for Creating a WBS
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The WBS Dictionary
Many WBS tasks are vague and must be explained more so people know what to do and can estimate how long it will take and what it will cost to do the work
A WBS dictionary is a document that describes detailed information about each WBS item
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WBS Dictionary
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Things to Remember for Creating a WBS
A unit of work should appear at only one place in the WBS.
The work content of a WBS item is the sum of the WBS items
below it
A WBS item is the responsibility of only one individual, even though many people may be working on it
The WBS must be consistent with the way in which work is actually going to be performed; it should serve the project team first, and other purposes only if practical
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Things to Remember for Creating a WBS (cont’d)
Project team members should be involved in developing the WBS to ensure consistency and buy-in
Each WBS item must be documented in a WBS dictionary to ensure accurate understanding of the scope of work included and not included in that item
The WBS must be a flexible tool to accommodate inevitable changes while properly maintaining control of the work content in the project according to the scope statement
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Project Scope Management Processes:
(5) Validate Scope
Validate Scope is the process of formalizing acceptance of the completed project deliverables.
The University of Sydney Source: A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition Page 32
Validating Scope
It is very difficult to create a good scope statement and WBS for a project
It is even more difficult to verify project scope and minimize scope changes
Scope validation involves formal acceptance of the completed project deliverables
Acceptance is often achieved by a customer inspection and then sign-off on key deliverables
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Scope Management Issues
Many countries have had difficulties controlling the scope of large projects, especially those that involve advanced technologies and many different users
For example, the state government of Victoria, Australia, has a Web site for its public transportation smart card at https://www.ptv.vic.gov.au/
There were many problems in developing and implementing the smart card
How about Opal Card? Or any other projects?
Did you experience any issues on user requirements?
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Project Scope Management Processes:
(6) Control Scope
Control Scope is the process of monitoring the status of the project and product scope and managing changes to the scope baseline.
The University of Sydney Source: A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition Page 35
Controlling Scope
Scope control involves controlling changes to the project scope
Goals of scope control are to
– controlthefactorsthatcausescopechanges
– assurechangesareprocessedaccordingtoproceduresdevelopedas part of integrated change control, and
– managechangeswhentheyoccur
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Lecture Summary
Project scope management includes the processes required to ensure that the project addresses all the mandatory work, to complete the project successfully
Scope Management processes include – Planscopemanagement
– Collect requirements
– Definescope
– CreateWBS
– Validate scope – Controlscope
The University of Sydney
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