Project Management Professional

PMP Exam Preparation Course

Prepared By: Eng. Ahmed El Antary, PPM, MSPM
Engineering & Management Technologies LLC
Delaware, USA
[email protected]

Project Scope Management

PMBOK 4th Ed

Ahmed El Antary: [email protected]

 The Course Leader

Ahmed El Antary, PPM, MSPM

Engineering and Management Consultant

Certified Professional Project Manager (PPM), WCU, USA

PhD Learner with concentration on Project Management - PhD-
BA program. NorthCenteral University, AZ, USA

Master of Science in Project Management, Colorado Technical
University, Colorado Springs, CO, USA

B. Sc. Civil Engineering, Al Azhar University, Cairo, Egypt

Project Management Certificate & PMP Preparation Course, WCU,
USA

Business Management Certificate GL, CTU, CO, USA

Change Management Certificate GL, CTU, CO, USA

Project Management Certificate GL, CTU, CO, USA

Team Member of the Construction Extension Project for the
PMBOK 3rd Ed. By (PMI) and (ANSI)
 Project Scope Management

It is the processes required to ensure that the project

includes all the work required, and only the work required
to complete the project successfully

It is primarily concerned with defining and controlling what
is and is not included in the project

Deliverables are products produced as part of a project,
such as hardware or software, planning documents, or
meeting minutes

The project team and stakeholders must have the same
understanding of what products will be produced as a
result of a project and how they’ll be produced
 Project Scope Management Processes

Collect Requirements: The process of defining and
documenting stakeholder’s needs to meet the project
objectives

Define Scope: The process of developing a detailed
description of the project and product

Create WBS: The process of subdividing project
deliverables and project work into smaller, more
manageable components

Verify Scope: The process of formalizing acceptance for the
completed project deliverables

Control Scope: The process of monitoring the status of the
project and product scope and managing changes to the
scope baseline
 Collect Requirements

Inputs Tools & Techniques Outputs

• Project Charter • Interviews • Requirements
documentations
• Stakeholder Register • Focus groups
• Requirements
• Facilitated workshops
management plan
• Group creativity
• Requirements
techniques:
Brainstorming – Nominal traceability matrix
group technique – The Delphi
technique – Idea/mind
mapping – Affinity diagram

• Group decision
making techniques
• Questionnaires and
surveys
• Observations
• Prototypes
 Project Charter

After deciding what project to work on, it is

important to formalize projects

A project charter is a document that
formally recognizes the existence of a
project and provides direction on the
project’s objectives and management

Key project stakeholders should sign a
project charter to acknowledge agreement
on the need and intent of the project
 Sample Project Charter

Project Title: IT Upgrade Project for the MOT

Project Start Date: Jan.,10, 2006
Projected Finish Date: Nov., 15, 2006
Project Manager: Ehab Kamel, [email protected]
Project Objectives: Upgrade hardware and software for all MOT
employees (approximately 3,000) within 11 months based on new
corporate standards. See attached sheet describing the new standards.
Upgrades may affect servers and midrange computers as well as network
hardware and software. Budgeted SR 1,500,000 for hardware and
software costs and SR 750,000 for labor costs.
Approach:
• Update the IT inventory database to determine upgrade needs
• Develop detailed cost estimate for project and report to CIO
• Issue a request for quotes to obtain hardware and software
• Use internal staff as much as possible to do the planning, analysis, and
installation
 Sample Project Charter “Cont.”

Roles and Responsibilities:
Name Role Responsibility
Walter Schmidt, CEO Project Sponsor Monitor project
Mike Zwack CIO Monitor project, provide staff
Ehab Kamel Project Manager Plan and execute project
Jeff Johnson Director of IT Operations Mentor Ehab
Nancy Reynolds VP, Human Resources Provide staff, issue memo to all
employees about project
Steve McCann Director of Purchasing Assist in purchasing hardware and
software
Sign-off: (Signatures of all above stakeholders)

Comments: (Handwritten comments from above stakeholders, if applicable)

This project must be done within ten months at the absolute latest. Mike Zwack,
CIO
We are assuming that adequate staff will be available and committed to supporting
this project. Some work must be done after hours to avoid work disruptions, and
overtime will be provided. Jeff Johnson and Ehab Kamel, Information
Technology Department
 Define Scope

Inputs Tools & Techniques Outputs

• Expert Judgment • Project Scope Statement:
Project objectives, product
• Project Charter • Product Analysis: scope description, project
Product breakdown, requirements, project
• Requirements systems analysis,
boundaries, project
deliverables, product
Documentation systems engineering, acceptance criteria, project
value engineering, value constraints, project
• Organizational Process analysis and functional assumptions, initial project
Assets analysis organization, initial defined
risks, schedule milestones, fund
• Alternatives limitation, cost estimate, project
configuration management
Identification: requirements, project
Brainstorming and lateral specifications and approval
thinking requirements

• Facilitated workshops • Requested Changes

• Project document updates
Importance of Good Scope Definition

It helps improve the accuracy of time,

cost, and resource estimates

It defines a baseline for performance
measurement and project control

It aids in communicating clear work
responsibilities

It is the basic step of further define the
work by breaking it into manageable
pieces
 Project Scope Statement

A project scope statement is a

document used to develop and confirm
a common understanding of the project
scope. It includes:

Project justification

Brief description of the project’s
products

Summary of all project deliverables

Statement of what determines project
success
 Create WBS

Inputs Tools & Techniques Outputs

• Project Scope • Decomposition • WBS
Statement
• WBS Dictionary
• Requirements
• Scope Baseline
documentation
• Project document
• Organizational Process
updates
Assets
 The Work Breakdown Structure

A work breakdown structure (WBS) is a

deliverable-oriented grouping of the
work involved in a project that defines
the total scope of the project

It is a foundation document in project
management because it provides the
basis for planning and managing project
schedules, costs, and changes
Sample Intranet WBS Organized by Product
Sample Intranet WBS Organized
by Phase
 Sample Intranet WBS Organized
in Tabular Form

1.0 Concept

1.1 Evaluate current systems

1.2 Define Requirements

1.2.1 Define user requirements

1.2.2 Define content requirements

1.2.3 Define system requirements

1.2.4 Define server owner requirements

1.3 Define specific functionality

1.4 Define risks and risk management approach

1.5 Develop project plan

1.6 Brief web development team

2.0 Web Site Design

3.0 Web Site Development

4.0 Roll Out

5.0 Support
 Intranet WBS and Gant Chart
in MS Project
WBS Gantt Chart
 Approaches for WBS Development

Top-Down approach: Start with the largest

items and keep breaking them down

Bottom-Up approach: Start with the detailed
tasks and roll them up

The analogy approach: Review WBS in
similar projects

Using guidelines: Some organizations
provide guidelines for preparing WBS
 Verify Scope

Inputs Tools & Techniques Outputs

• Project management • Inspection • Accepted deliverables
plan
• Change requests
• Requirements
• Project document
documentation
updates
• Requirements
traceability matrix
• Validated deliverables
 How to Improve Acceptance of
Deliverables

Insist that all projects have a sponsor

from the user organization

Have users on the project team

Have regular meetings

Deliver something to project users and
sponsor on a regular basis

Co-locate users with the developers
 Control Scope

Inputs Tools & Techniques Outputs

• Project management • Variance Analysis • Work performance
plan measurements
• Work performance • Organizational Process
information Assets updates
• Requirements • Change requests
documentation
• Project Management
• Requirements Plan updates
traceability matrix
• Project document
• Organizational Process updates
Assets
 How to reduce incomplete and changing
requirements

Put requirements in writing 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 what’s
most important

Allocate resources specifically for handling change
requests/enhancements

Develop and follow a requirements management
process

Use techniques like prototyping, use case modeling,
and Joint Application Development (JAD) to get more
user involvement
 Resources

Project Management Institute. (2008). A guide to the project management
body of knowledge (4th ed.). Newtown Square, PA: Project Management
Institute.
QUESTIONS
ANSWERS