ALLANA WARD – SN 20053308

BSBPMG511 MANAGE PROJECT SCOPE

Assessment Part B Short Answer Questions
1.How would you complete project authorisation activities?
The project charter document is the main document with regards to project authorisation
activities. The document formally authorises a project to start and delegates the
authority to the project manage to effectively manage the project and resources within it.
It is important to complete the document in a timely manner and ensure that a signed
copy is distributed to all relevant stakeholders.

2.How would you collaborate with stakeholders to produce a scope-

management plan?
All stakeholders must first be identified and categorised in to the stakeholder register.
This register will specify how relevant the stakeholder is to the project’s outcomes and
deliverables. Regular communication is needed with the stakeholders to refine and
determine the overall scope of the project, spending time to ensure that stakeholders
are involved in all planning and initiation phases of the project and scope.

3.How would you implement scope-management plan according to

procedures?
It is important for the project manager to monitor, review and update as necessary the
project’s activities within the times frames and costings specified in the scope
management plan. To do this, certain levels of ongoing reviews need to be undertaken.
Team meetings, update meetings on the projects with key resources and stakeholders
are important and good tools to be able to measure performance against the scope.

4.How would you review and document scope-management

implementation and recommend improvements?
Regular communication with stakeholders is important with regards to the ongoing
reviews of the scope implementation. To do this, formal points of review should be set
as milestones in the project and schedules in to the project plan at the planning phase.
Ways to document and communicate this can vary between projects, however
conducting meetings, catch up calls and updates and circulation of documents if
required.

5.Identify components of a project scope-management plan

The project management plan typically includes; the process to be applied for change
requests, the process for scope verification, the process for deliverable acceptance and
how lessons learned will be captured and applied within the project. It pertains to
managing the scope of the project only (and ensuring to define exactly what is in and
out of scope) and doesn’t really perform any other functions as other documents see to
them.
ALLANA WARD – SN 20053308

6.Describe factors likely to impact the project scope

The project scope will often be impacted by stakeholders requesting that certain things
be included and excluded in the scope at the planning phase. The more stakeholders,
the bigger the risk of scope impacts. Scope creep is a big risk in all projects when the
scope is changed but the budget and timeline for the project is not and if not managed
properly.

7.Explain formal change-control processes

Each project will have a different extent of scope change reporting, however the main
procedure for such is as follows; determining the scope change has occurred or is
imminent, seeking authorisation from the appropriate stakeholder, implementing the
agreed changes with regards to resourcing and document requirements, monitoring the
effects on other areas of the project and maintain the scope plan where need be.
Communication with stakeholders is important in that they understand the changes and
the effects of them.

8.Describe methods for measuring work outcomes and progress

against plans
The work breakdown structure is the main document used to be able to measure work
outcomes against the project plans. By creating an effective work breakdown structure,
it is easy to create and view the project as a hierarchical structure that shows what
tasks need to be completed and when an d more importantly, which tasks rely on others
to begin work on. By identifying issues or breakdowns in the work structure, you can
effectively measure work outcomes.

9.Describe methods for segmenting and documenting a work

breakdown structure
Decomposition is the main method used to effectively segment and document the
project deliverables to be able to create the work breakdown structure. This involves
dividing and often subdividing the measurable project work into smaller components so
that they are easier to plan for budget and time wise.

10.Identify and describe problem areas likely to be encountered in

scope management
In managing scope, you’re managing the time, costs and quality of the project (or
product). When one area of the project changes (mainly the scope), then naturally the
other 2 areas will have changes as well. This can lead to a lower quality
outcome/product, a blown out timeline or needing to request further budget to finish the
project as expected. Compromises may need to be made in one or more of the areas to
complete the project in time or on budget for example.

11.Explain procedures for reporting scope change

All relevant documents pertaining to the scope need to be updated and redistributed to
the stakeholders and sponsors upon a scope change being confirmed and
implemented. Reported variants include changes ot the scope, cost, whether the
integrity of the scope has changed, any changes to the work breakdown structure and
any lessons that may need to be fed in to the lessons learned register.
ALLANA WARD – SN 20053308

12.Explain project life cycle and the significance of scope

management
Project lifecycles differ between industries however the most generically used lifecycle
is that of PMBOK, which includes 4 main phases; Initiation, planning, execution and
closing. Managing scope during the lifecycle is important as throughout different phases
of the project, different levels of resources are used and the risk of scope creep and
thus the timeline and phases ‘creeping out’ and suffering is increased.

13.Identify project management tools used for managing scope

Various documents can be used to help project managers manage scope as well as
scope changes and possible scope creep. These documents include the scope
management plan and the work breakdown structure, to name a few. Communication is
a key tool to being able to adequately manage scope and any issues that arise as well.
Engaging with stakeholders using strong communication skills for example.

14.Outline roles and responsibilities of project manager in relation to

project planning
It is the responsibility of the project manager to ensure that adequate scope inputs,
defining and management is done at the planning phase of the project. Project
managers also need to ensure they create and circulate the required documents,
including the scope management plan, the stakeholder register and the work
breakdown structure documents.

15.Identify types of project initiation documentation.

The project charter is one of the most important project initiation documents. Followed
closely by the initial scope document which can later be extended into the full scope
document. Other documents in the initiation phase include the stakeholder register and
the project management plan.