A20241 Project Scope and Time Management

Assessment 1
Name:
Student ID:

You are required to create a scope management plan for a project of your choice. This
template is provided for you to complete this task and you need to complete every section in
order to address the assessment criteria.
PC 2.4 Document scope management plan
PE - manage project time on at least two occasions
PE - manage project scope on at least two occasions

PROJECT SCOPE MANAGEMENT PLAN

INCREASING PRIMARY SCHOOL RECYCLING RATE

MUSA SUSTAINABILITY

25/07/2024
1. INTRODUCTION

The Increasing Primary School Recycling Rate it is a project aimed at increasing

recycling rates and reducing waste disposal costs at a primary school. By implementing
a comprehensive recycling program, the project sought to cultivate a sustainable culture
within the school community. The initiative encompassed a multifaceted approach,
including the installation of recycling infrastructure, educational campaigns, and the
establishment of a robust monitoring and evaluation framework. This case study delves
into the project's objectives, deliverables, expected outcomes, and the timeline for
implementation. By analyzing the project's design and execution, this study aims to
provide insights into the challenges and opportunities associated with promoting
sustainable waste management practices in educational institutions.

The project's primary goals were to achieve a 30% increase in the school's overall
recycling rate and a corresponding 30% reduction in waste disposal costs. To
accomplish these objectives, a series of deliverables were identified, including the
development of a recycling plan, installation of recycling infrastructure, and the creation
of educational resources. By effectively implementing these strategies and monitoring
the project's progress, the initiative sought to foster a long-term commitment to
sustainability among students, staff, and the wider school community.

2. SCOPE MANAGEMENT APPROACH

Scope Management Authority and Responsibility:

 Project Manager: Ultimately responsible for overall scope management, ensuring the
project stays within defined boundaries.
 Project Team: Shares responsibility for defining and managing scope within their
respective areas of expertise.
 Client (School Representative): Approves the project scope and any changes.

Scope Definition:
 Scope Statement: A clear and concise document outlining the project objectives,
deliverables, and boundaries.
 Work Breakdown Structure (WBS): A hierarchical breakdown of the project into
manageable work packages.
 WBS Dictionary: Detailed descriptions of each work package within the WBS.

Scope Measurement and Verification:

  Quality Checklists: Developed to ensure deliverables meet defined acceptance criteria.
 Scope Baseline: A documented version of the project scope at a specific point in time,
used for comparison and change control.
 Work Performance Measurements: Comparing actual work performed to the planned
work to identify any scope creep or gaps.

Scope Change Process:

 Change Request: Submitted by any project stakeholder, detailing the proposed change
and its impact.
 Impact Assessment: The Project Manager assesses the change request's impact on
project scope, schedule, and budget.
 Change Authorization: The Project Manager or designated authority approves or rejects
the change request.
 Change Implementation: If approved, the change is incorporated into the project plan
and communicated to the project team.

Acceptance of Final Project Deliverable:

 The Project Client (School Representative) is ultimately responsible for accepting the
final project deliverables.
 A formal acceptance process, including a sign-off document, will be used to confirm the
client's satisfaction and acceptance of the project scope.

By implementing these scope management procedures, Musa Sustainability ensures that the
project stays focused on achieving its objectives while maintaining control over the project's
boundaries and deliverables.

3. ROLES AND RESPONSIBILITIES

 Name Role Responsibilities
Amanda Toledo Project Manager - Defines project scope, develops project
plan, manages project resources, monitors
project progress, communicates with
stakeholders, manages change requests,
ensures project deliverables meet quality
standards, and oversees project closure.
Carlos Ferrarez Project Team - Completes assigned tasks, provides regular
updates, participates in project meetings,
contributes to decision-making, and
supports the Project Manager in achieving
project objectives.
Osvald Lancer Project Sponsor - Provides project funding, approves project
(School Principal) charter, provides strategic guidance, and
ultimately accepts project deliverables.
Jaime Fitz Recycling - Manages day-to-day recycling operations,
Coordinator ensures compliance with recycling plan,
collects and analyzes recycling data, and
reports to Project Manager.
Table 1.1, Scope Management Roles and Responsibilities

4. SCOPE DESCRIPTION
Scope Description: Increasing Primary School Recycling Rate
Product/Service Deliverables
The primary product of this project is a comprehensive recycling program for the target primary
school. This program encompasses a range of elements designed to increase recycling rates and
reduce waste disposal costs.
Key Deliverables:
 Recycling Infrastructure: Installation of appropriate recycling bins and signage
throughout the school to facilitate waste segregation.
 Educational Materials: Development and distribution of educational resources for
students and staff to promote recycling awareness and best practices.
 Staff Training: Implementation of training programs for school staff on recycling
procedures and waste minimization techniques.
 Data Collection System: Establishment of a system to monitor recycling rates, identify
trends, and measure the project's impact.
 Recycling Plan: A detailed document outlining recycling procedures, waste streams, and
collection points.
 Cost-Benefit Analysis: A report comparing waste disposal costs before and after the
project implementation.
Desired Project Outcome
The desired outcome of the project is to achieve a significant increase in the school's recycling
rate, leading to a substantial reduction in waste disposal costs. Additionally, the project aims to
foster a sustainable and environmentally conscious culture within the school community
through education and awareness programs. By implementing a well-structured recycling
program, the project will contribute to the school's overall sustainability goals and set a positive
example for students and staff.

5. BOUNDARIES AND EXCLUSIONS

Inclusions
 Recycling Infrastructure: Installation and maintenance of recycling bins and signage
throughout the school.
 Educational Programs: Development and implementation of recycling education
programs for students and staff.
 Data Collection and Analysis: Establishment and monitoring of a recycling data
collection system to measure project impact.
 Stakeholder Engagement: Communication and collaboration with school staff, students,
and administration throughout the project.
 Cost-Benefit Analysis: Evaluation of the financial impact of the recycling program on
waste disposal costs.
Exclusions
 Building Renovation: The project will not involve physical modifications to the school
building, such as creating new recycling rooms or waste disposal areas.
 Curriculum Integration: While the project will include educational components, it will
not involve integrating recycling concepts into the core curriculum subjects.
 Waste Reduction Beyond Recycling: While the project focuses on recycling, it will not
address other waste reduction strategies like composting or waste minimization in areas
outside of the school's direct control (e.g., food waste from student lunches).
 Funding Acquisition: The project assumes that necessary funding for recycling
infrastructure, educational materials, and staff training is secured.
Potential Scope Management Challenges:
 Scope Creep: Unmanaged expansion of project activities beyond the defined scope can
lead to increased costs, delays, and decreased project focus.
 Resource Constraints: Limited budget, personnel, or time can impact the project's
ability to achieve all planned deliverables.
 Stakeholder Expectations: Managing expectations of stakeholders to ensure they
understand the project's boundaries and deliverables can be challenging.
 Changing Environmental Regulations: Updates to recycling regulations or waste
management policies might necessitate adjustments to the project scope.
By clearly defining the project's boundaries and exclusions, we can effectively manage the
project scope and prevent unnecessary expansion or resource allocation.

6. DELIVERABLES
The project aims to produce the following deliverables:
Tangible Deliverables:
 Installed Recycling Infrastructure: A physical implementation of recycling bins and
signage throughout the school.
 Educational Materials: Printed and digital resources for students and staff on recycling
practices.
 Data Collection System: A functional system for tracking recycling rates and waste
disposal data.
 Training Materials: Developed training materials for staff on recycling procedures and
waste minimization.
Intangible Deliverables:
 Increased Recycling Rate: A measurable increase in the school's recycling rate.
 Reduced Waste Disposal Costs: A demonstrable reduction in the school's waste disposal
expenses.
 Enhanced Environmental Awareness: Increased knowledge and understanding of
recycling among students and staff.
 Sustainable Recycling Program: A well-established recycling program that can be
maintained beyond the project's end.
These deliverables represent the tangible outputs and intangible outcomes expected from the
project. They align with the project's objectives and contribute to the overall goal of increasing
the primary school's recycling rate and reducing waste disposal costs.

7. ACCEPTANCE CRITERIA

Acceptance criteria define the conditions that must be met for the project to be considered
complete and accepted by management. For this project, both quantitative and qualitative
criteria will be used to evaluate project success.

Quantitative Acceptance Criteria

 Recycling Rate: A 30% increase in the school's overall recycling rate compared to the
baseline measurement.
 Waste Disposal Costs: A 30% reduction in waste disposal costs compared to the
previous year.
 Cost-Benefit Ratio: A positive cost-benefit analysis demonstrating the financial savings
generated by the recycling program.
Qualitative Acceptance Criteria
 Stakeholder Satisfaction: Positive feedback from school administration, staff, and
students regarding the implementation and effectiveness of the recycling program.
 Sustainability: A well-established recycling program that can be maintained by the
school in the long term.
 Educational Impact: Increased knowledge and awareness of recycling among students
and staff, as demonstrated through surveys or assessments.
By meeting both quantitative and qualitative acceptance criteria, the project can be considered
a success, demonstrating a significant impact on the school's environmental sustainability and
financial performance.
8. CONSTRAINTS

The project to increase the primary school's recycling rate faces several constraints that could
impact its scope, timeline, and overall success:
Funding Constraints:
 Limited budget: The available funds may restrict the scope of the project, such as the
number of recycling bins, educational materials, or staff training hours.
 Competing priorities: The school's overall budget may have competing priorities,
potentially limiting the allocation of funds for the recycling project.
Scheduling and Time Constraints:
 Academic Year: The project must align with the school's academic calendar, avoiding
disruptions to teaching and learning activities.
 Staff Availability: Limited availability of staff for project implementation, particularly
during peak teaching periods.
 Student Engagement: Balancing the project with other school activities and events to
maintain student interest and engagement.
Resource Constraints:
 Physical Space: Limited space for recycling bins and collection areas within the school
environment.
 Personnel: Availability of staff dedicated to managing the recycling program and
educating students.
 Equipment: Access to necessary equipment for data collection and analysis.
Technological Constraints:
 Data Management: Limited access to or proficiency in using data management software
for tracking recycling rates and generating reports.
 Communication Technology: Reliance on reliable internet connectivity for data sharing
and collaboration.
These constraints will need to be carefully considered and managed throughout the project to
ensure its successful implementation and achievement of project objectives.

9. COST ESTIMATE

Expense Estimated Budget

Recycling Bins and Signage $2,500
Educational Materials (Posters, flyers, $500
brochures)
Staff Training (Trainer fees, materials) $1,000
Data Collection Equipment (Scales, data $800
loggers)
Project Management and Coordination $1,500
Contingency (10% of total budget) $650
 Total $6,950
 Recycling Bins and Signage: Cost of purchasing and installing recycling bins and signage
throughout the school.
 Educational Materials: Cost of developing and printing educational materials for students
and staff.
 Staff Training: Fees for trainers and materials required for staff training sessions.
 Data Collection Equipment: Cost of purchasing scales, data loggers, or other equipment
needed to monitor recycling rates.
 Project Management and Coordination: Costs associated with managing the project,
including labor hours for project management, coordination, and administration.
 Contingency: A buffer to account for unexpected costs or changes in project scope.

10. CHANGE CONTROL PROCESS

The change control process ensures that any modifications to the project scope are managed
effectively and with minimal disruption. The following steps outline the process:
1. Change Request:
 Any proposed changes to the project scope must be submitted as a formal change
request.
 The change request should clearly describe the proposed change, its impact on project
objectives, timeline, and budget.
2. Change Evaluation:
 The Project Manager evaluates the change request to assess its potential impact on the
project.
 This includes consulting with relevant stakeholders and experts to gather input and
expertise.
3. Change Approval:
 The change request is presented to the Change Control Board (CCB) for approval.
 The CCB, consisting of key stakeholders (e.g., project sponsor, project manager, client
representative), reviews the change request and its impact.
 The CCB approves, rejects, or defers the change request based on its evaluation.
4. Change Implementation:
 If approved, the change is incorporated into the project plan and communicated to the
project team.
 Necessary updates are made to project documentation, including the scope statement,
work breakdown structure, and project schedule.
5. Change Communication:
 All stakeholders affected by the change are informed of the decision and the
implications of the change.
 Change documentation is updated to reflect the approved changes.
6. Change Control Reporting:
 The change request, evaluation, and approval process are documented and included in
the project change log.
 Regular reports on change requests and their impact are provided to the project
sponsor and other key stakeholders.
Tools and Technology:
 A change request form can be used to standardize the process and capture relevant
information.
 Project management software can be used to track change requests, their status, and
impact on project metrics.
By following this change control process, the project team can effectively manage scope
changes, minimize their impact on the project, and maintain control over project deliverables.
11. WORK BREAKDOWN STRUCTURE

Task Project Task Description Start End Dependent Resources Cost Risk
ID Phase on Tasks
(IPEC)
1 I Project Initiation Week 1 Week 2 Project Manager $500 Risk of delayed
project start
due to
resource
constraints
2 I Project Charter Development Week 1 Week 2 1 Project Manager $300 Risk of unclear
project
objectives
3 I Stakeholder Identification and Week 1 Week 2 1 Project Manager $200 Risk of
Analysis inadequate
stakeholder
engagement
4 P Project Scope Definition Week 2 Week 4 2 Project Manager, $800 Risk of scope
Project Team creep
5 P Work Breakdown Structure Week 3 Week 4 4 Project Manager, $600 Risk of
Development Project Team inaccurate task
estimation
6 P Risk Assessment and Management Week 3 Week 4 4 Project Manager, $400 Risk of
Plan Project Team unforeseen
risks impacting
project
timeline
7 P Communication Plan Development Week 3 Week 4 4 Project Manager $300 Risk of
ineffective
communication
8 E Recycling Infrastructure Week 5 Week 8 4 Procurement $2,000 Risk of supply
Procurement and Installation Team, chain
Installation Team disruptions
9 E Educational Materials Development Week 5 Week 6 4 Project Team $500 Risk of
inadequate
 educational
content
10 E Staff Training Week 6 Week 7 9 Training $800 Risk of low
Coordinator, staff
Project Team participation
11 E Data Collection System Week 5 Week 6 4 Data Analyst, IT $700 Risk of data
Implementation Team accuracy and
reliability
issues
12 E Recycling Program Launch Week 7 Week 8 8,9,10,11 Project Team $300 Risk of low
initial recycling
participation
13 E Data Collection and Analysis Week 8 Week 12 11 Data Analyst, $1,000 Risk of
Project Team insufficient
data for
analysis
14 E Program Evaluation Week 12 Week 13 13 Project Manager, $500 Risk of
Project Team inaccurate
evaluation
findings
15 C Project Documentation Week 13 Week 14 All Project Manager, $300 Risk of
Project Team incomplete
documentation
16 C Project Closure Meeting Week 14 Week 15 15 Project Manager, $200 Risk of
Project Team unresolved
issues at
project closure
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12. MONITORING WORK BREAKDOWN STRUCTURE
Explain how you will monitor the work breakdown structure to measure, record and report
progress to stakeholders.
PC2.1 Implement mechanisms to measure, record and report progress of activities according
to agreed schedule

SPONSOR ACCEPTANCE

Approved by the Project Sponsor:

___________________________________________ Date:____________________
<Project Sponsor>
<Project Sponsor Title>

Part B
Q1 Explain which tasks are the critical path for the project.
KE - procedures for identifying critical path

Q2 Explain two estimating techniques you used to determine the task duration and the
resources required.
PE - estimation techniques to determine task duration and resource effort
KE - key tools for project scheduling

Q3 Explain the steps and processes you used to collaborate with stakeholders to develop the
scope management plan.
PE - collaborate with stakeholders to produce a scope-management plan

Q4 Explain the steps you will follow to communicate a shared understanding of the project and
obtain agreement from stakeholders for the plan.
PC 1.4 Contribute to achieving an agreed schedule baseline and communication of the
schedule to stakeholders
PC1.1 Develop and confirm procedures for project authorisation with an appropriate
authority
PC1.2 Obtain authorisation to expend resources
PC2.3 Establish a shared understanding of desired project outcomes with relevant
stakeholders