Defining and Managing Project Scope

1
CHAPTER 5

• Defining and Managing Project Scope

2
Chapter 5 Objectives

• ??????? 5 ????????????????????????????????????????
  ?????? (project scope management)
  ?????????????????????????????? Project Management
  Body of Knowledge (PMBOK) ??????????????
  initiation, planning, scope definition, scope
  verification ??? scope change control.
• ??????????????????????????????????????????????
  (product scope) (??????? features ??? functions
  ??????????? IT solution) ???????????????????? (
  project scope) ( ??????? deliverables ???
  activities ??????????? IT project methodology).

3
Chapter 5 Objectives

• ????????????????????????????? (scope definition
  process) ??? ??????????????????????? (work
  breakdown structure) ??????????????? analogy,
  top-down, bottom-up, ??? mind mapping
• ???????????????????????????????????????????
  (scope verification) ??? ?????????????????????????
  ? (scope change control) ?????????????????????????
  ???????????? (scope creep) ??? information
  technology projects
• ??????????????????????????????????? project scope
  management ??????????

4
??????????????????? ??????????????????????????????
??

• ????????????????????????????????????????????????
  ? ????????????????????? (?????????????) ???
  ?????????????????????????????????????
  (???????????????????????????????)
  ??????????????????????????????????????????????????
  ???????????????????????? ???????????????????????
  ?????????????????????????????? ?
• Olde Curmudgeon, PM Network Magazine, 1994.

5
What is Project Scope Management?

• ????????????????? (Scope) ???????
  ???????????????????????????????????????????? ?
  ?????????? ??? ????????????? ? ???????????????????
  ?????????? ???????????????????????????????????????
  ????????????
• ???????????????? Scope ??? ???????????????????????
  ?? ???????????????????????????????????????????????
  ???????? ???????? ???????????????????
• ????????????????? (Deliverables) ??? ?????????? ?
  ?????????????????????????????????????????? ????
  hardware ???? software, planning documents, ????
  meeting minutes
• Project team ??? stakeholders ????????????????????
  ??????????? ?????????????????? ???????????????????
  ???????????????????????????? ??????????????????
  ???????????????????????????

6
Project Scope Management Processes defined in
PMBOK

• ?????? Project Scope Management ?? PMBOK
  ?????????????????????????????????
• Project scope initiation
• Scope Planning
• Scope definition
• Scope verification
• Scope change control

7
Project Scope Management Processes

• ???????????? (Initiation) ???????????????????????
  ? ???????????????????????????????????
  (????????????????????)
• ??????????????? (Scope planning)
  ?????????????????? ? ?????????????????????????????
  ????????????????????????????????
• ?????????????? (Scope definition)
  ???????????????????????????? ? ?????????? (major
  project deliverables) ??????????????? ?
  ??????????????????????? ? ?????????????????????
• ???????????????? (Scope verification)
  ????????????????????????????????????????
• ????????????????????????????? (Scope change
  control) ????????????????????????? ?
  ????????????????????????????????

8
Scope Management Plan
9
Project Initiation Strategic Planning and
Project Selection

• ???????? ?????????? (??????) ????
  ???????????????????
• ??????????????????????????????? (????
  ?????????????) ??? long-term business objectives
• IT projects ?????????????????????? strategic ???
  financial business objectives

10
Identifying Potential Projects

• ???? ? ???????????????????????????????????????????
  ? IT projects
• ????????????????? IT strategic plan
  ????????????????????????????????????????????
  (organizations overall strategic plan)
• ???????????????????????????????????????????????
  (business area analysis)
• ?????????????????????????????????????????
  (potential projects)
• ????????????????? IT project ???
  ????????????????? ? ?????????????

11
Information Technology Planning Process
12
Methods for Selecting Projects

• ????????????? ??????????????? ? ???????????
  ???????????????????????????????????????????????
  ??????????????????????????????????????????????????
  ???????????? ??????????????????????? IT ????
• ????????????????????
• ???????????????????????????????????? (broad need)
• ????????????????????????????? (categorizing
  projects)
• ?????????????????????????? (performing financial
  analyses)
• ??????????????????????????????????????? (weighted
  scoring model)
• ????? balanced scorecard ?????????????

13
Focusing on Broad Organizational Needs

• ??????????????????????????????????????????????????
  ????????????? IT ???? ? ???????
  ??????????????????????????? ?????????????????
  (high value)
• ??????????????????????????????????????? goal
  ?????????? ? ??????????????????????????? ?
  ??????
• ??????????????????????????????????
• ??????????? ? ??????????????????
• ?????????????????????????????
• ??????????????????????????????????????????????????
  ??????????

14
Categorizing IT Projects

• ???????????????????? (categorization) ????
  ??????????????????????????????????????
  (????????????????????????? ? ?????)
• ????????????????
• ??????????????
• ??????????????????????
• ??????????????????????????????????????? ?
  ???????????????? ??? ???? (???????????????????????
  ??????????)??????? (??????????????????????????????
  ?)
• ???????????????? ?????????????????????????????????
  ????????? (???????????????????????????????????????
  ?????????????)

15
Financial Analysis of Projects

• ??????????????????????????????????????????????????
  ?????????????????????????????????? ?
• ?????????????? ? ?????????????????????????????????
  ????
• Net present value (NPV) analysis
• ?????????????????? (Return on investment (ROI))
• ????????????????????? (Payback analysis)
• Payback Analysis
• ????????????????????????????????????????????????
  ?????????????? (payback period) ?????????
  ???????????????????????????????????????????????
• ???? ? ????????????? IT projects
  ????????????????????????????

16
Weighted Scoring Model

• Weighted scoring model ??? ???????????????????????
  ?????????????? ( systematic process)
  ????????????????????? ? ??????????????????????
• ???????? ????????????? (criteria important)
  ???????????????????????????
• ?????????????????????? (????????????????)
  ???????? criterion ????????????????????????????
  100
• ????????????????????????? criterion
  ??????????????
• ??????????????????????????????????????????????????
  ????????????????????????????????
• ??????????????????????????????????????
  ????????????????

17
Weighted Scoring Model for Project Selection
?????? 25 ??? 90

18
Implementing a Balanced Scorecard

• Dr. Robert Kaplan ??? David Norton ????????
  Balanced scorecard ?????? ????????????????????????
  ???????????????????????????????????? align
  ??????? business strategy
• Balanced scorecard ???????????????????????????????
  ??????? ???? ??????????????? ????????
  ????????????????????? ??? ????????????????????????
  ??????????????????????????????? ?
• See www.balancedscorecard.org for more
  information

19
Project Charters

• ???????????????????????????????????
  ??????????????????????????????????????????????????
  ??????? (formalize projects) ??????? Project
  Charter
• Project charter ??????????????????????????????????
  ???????????????????????????? ? ???????????????????
  ???????????????????????????????????????? ?
• ????????????????????????????????????? (Key
  project stakeholders) ????????????? Project
  charter ??????????????????????????????????????????
  ???????????????? ??????????????

20
Scope Planning and the Scope Statement

• Scope statement ??????????????????????????????????
  ????????????????????????????? project scope
• ?????????????
• ???????????????????????? (project justification)
• ????????? ? ???????????????????????????????
  (projects products)
• ?????????? project deliverable ???????
• ????????????????????????? ????????????????????????
  ?????????????????????

21
Scope Planning and the Work Breakdown Structure

• ?????????????????? scope planning ????
  ??????????????????????????????????????????????????
  ????????? ? ??????????????????????
• Good scope definition
• ???????????????????? accuracy of time, cost, ???
  resource estimates
• ????? baseline ??? performance measurement ???
  project control
• ?????????????????????? clear work responsibilities

22
Scope Boundary
23
Sample Scope Statement Whats within the scope
boundary

• Develop a proactive electronic commerce strategy
  that identifies the processes, products, and
  services to be delivered through the World Wide
  Web.
• Develop an application system that supports all
  of the processes, products, and services
  identified in the electronic commerce strategy.
• Integrate the application system with the banks
  existing enterprise resource planning system.

24
Sample Scope Statement Work outside the scope
boundary

• Technology and organizational assessment of the
  current environment
• Customer resource management and data mining
  components

25
Project Scope Definition

• Project-Oriented Scope
• Project-Oriented Scope Definition Tools
• Deliverable Definition Table (DDT)
• Deliverable Structure Chart (DSC)

26
Deliverable Definition Table
Deliverable Structure Standards Approval Needed By Resources Required
Business Case Document As defined in project methodology Project Sponsor Business Case team OA tools
Project charter project plan Document As defined in project methodology Project Sponsor Project manager, sponsor, OA tools
Technology Org. assessment Document As defined in project methodology Project manager Sponsor Banks syst. analyst, OA case tools
Require- ments definition Document As defined in project methodology Project manager Syst. analyst programmer Case OA
27
Deliverable Structure Chart
28
Project Scope Definition

• Product-Oriented Scope
• Product-Oriented Scope Definition Tools
• Data Flow Diagrams (DFD)
• Use Case Diagram
• Joint Application development (JAD)

29
Context Level Data Flow Diagram
30
Use Case Diagram
31
Project Scope Verification Check List

• MOV
• Deliverables
• Quality standards
• Milestones
• Review and acceptance

32
Scope Verification and Scope Change Control

• 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
• Many IT projects suffer from scope creep and poor
  scope verification
• FoxMeyer Drug filed for bankruptcy after scope
  creep on a robotic warehouse
• Engineers at Grumman called a system Naziware
  and refused to use it
• 21st Century Insurance Group wasted a lot of time
  and money on a project that could have used
  off-the-shelf components

33
Factors Causing IT Project Problems
34
Scope Change Control

• Concerns
• Scope grope
• Scope creep
• Scope leap

35
Scope Change Control

• Myths of Scope Management
• User involvement will result in an IS project
  grounded in the realities of business needs.
• A scope statement will clearly define what a
  project will do.
• Once the scope of the project is defined, hold
  firm because any deviation from the original plan
  is a sign that the project is out of control.
• A function of a scope change committee is to
  arbitrate user requests for additional features
  or functionality beyond the original project
  charter.
• Regular and frequent meetings with senior
  management will ensure they are kept up to date
  and will result in goodwill and support.
• You can always make up schedules and budgets
  later on if they slip a little bit.

36
Scope Change Control ProceduresScope Change
Request Form
37
Scope Change Control ProceduresScope Change
Request Log
38
Benefits of Scope Control

• Keep project manager in control of project
• Allow project manager to control projects
  schedule and budget
• Allow project team to stay focused and on track 

39
Scope Management Process
40
Suggestions for Improving User Input

• Develop a good project selection process and
  insist that sponsors are from the user
  organization
• Have users on the project team in important roles
• Have regular meetings
• Deliver something to users and sponsors on a
  regular basis
• Co-locate users with developers

41
Suggestions for Reducing Incomplete and Changing
Requirements

• Develop and follow a requirements management
  process
• Use prototyping, use case modeling, and JAD to
  get users involved
• Document requirements and keep them current
• Provide adequate testing and conduct testing
  throughout the project life cycle
• Review changes from a systems perspective
• Emphasize completion dates to help focus on
  whats most important
• Allocate resources specifically for handling
  change requests/enhancements

42
???????? 5

• ????? ..