Week 4 Scope Statement Assignment.doc
Week 4 Scope Statement Assignment.doc
Week 4 Scope Statement Assignment
Referring to the material in this week’s PPT file, create a Scope Document for “___?___ Party” (Look online to get a sense of a current scope statement then create your own and cite your source).
Restrictions:
· 20 people
· Food
· Entertainment
THIS IS AN INDIVIDUAL ASSIGNMENT! Each person works independently and submits his/her Scope Statement
Scope Rubric Week 4.xlsx
Sheet1
SCOPE Assignment Rubric Week 4 Full Marks Half Marks Zero
Scope statement 4 Well written scope statement covering all aspects of the project. Well written scope statement covering most of the aspects of the project. Poorly written document, hard to follow and understand that does not cover the entire scope of the project
SCOPE Elements 6 Contains all 6 elements Contains 4 or more elements Contains less than 4 elements
Relevance of writings 3 Covers the major topics required for assignment. Writings reflect the readings. Does not cover a number of topics required for assignment. Writings reflect the readings. Does not cover the major topics required for assignment. Writings are not relevant to topic
Contains external citation 3 Source and Citation are correct and appropriate Source and Citation are incomplete No source and citation
Grammar and syntax 4 Appropriate grammar Minor grammatical errors Major grammatical errors, difficult to follow and so pporly written that it detracts from understanding.
TOTAL 20 Cite your work – uncited work will receive a zero
Sheet2
Sheet3
MGMT-6084-03-wk4.W2018.pptx
Defining the project
Module 4
MGMT-6084 WInTER 2018
When you have to manage several small projects or a large complex project, you need a formal planning process!
“We can control what we plan”
We will talk about a structured, disciplined way to collect information from different parties that will be useful through all phases of the project lifecycle
Usually 5 steps which we will talk about
The method suggested in using a technique called the work breakdown structure (or WBS)
1
Lesson Objectives
Announcements
Week 3 Refresher
5 Steps to Defining Scope
Responsibility Matrices
Project Communication Plan
Assignment 2
Lesson Recap
2
Week 3 Refresher
What do project management organizational structures help accomplish (i.e. what is their purpose)?
What factors should you consider when choosing a project management structure? Consider both organizational and project factors.
What are advantages and disadvantages of the functional unit structure?
Question 1:
Provide a framework for launching and implementing projects
Balance the needs of both the organization and the project
Help determine who has the most authority regarding the project
Question 2:
How important is the project to the organizations success
What percentage of core work involves projects
What level of resources are available to use
Should consider the project itself, including 7 different factors
Question 3:
Advantages – No structural changes, flexibility, in-depth expertise, easy post-project transition
Disadvantages – Lack of focus, poor integration, slow (longer project duration), lack of ownership (lack of team member motivation)
Question 4:
Advantages:
Efficient – can share resources across projects
Strong project focus – formally dedicated project manager to coordinate activities and decision-making
Easier Post-project transition – specialists maintains a tie to their functional group
Flexible
Disadvantages:
Dysfunctional conflict – tension b/w project managers & functional units
Infighting – b/c equipment, people, resources are scarce
Stressful – project members have TWO bosses
Slow (long project duration) – decision-making has to be made across multiple groups
Question 5:
Weak, Balanced, Strong
3
Week 3 Refresher
What are the advantages and disadvantages of the matrix structure?
What type of matrix structures exist?
How would you best describe culture?
Question 4:
Advantages:
Efficient – can share resources across projects
Strong project focus – formally dedicated project manager to coordinate activities and decision-making
Easier Post-project transition – specialists maintains a tie to their functional group
Flexible
Disadvantages:
Dysfunctional conflict – tension b/w project managers & functional units
Infighting – b/c equipment, people, resources are scarce
Stressful – project members have TWO bosses
Slow (long project duration) – decision-making has to be made across multiple groups
Question 5:
Weak, Balanced, Strong
Question 6:
– The organization’s personality
4
Week 3 Refresher
Scenario 1 – Functional Structure
Scenario 2 – Dedicated Team / Projectized
Scenario 3 – Projectized
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6
Where are we now?
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Steps to defining the project
First step for project planning is to define the project scope!
B. Choosing an Appropriate Structure
Balances the needs in terms of authority, allocation of resources and integration of project outcomes into operations
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Step 1: Define Project Scope
Project Scope
A definition of the end result or mission of the project—a product or service for the client/customer—in specific, tangible, and measurable terms
What you want to deliver to the customer/client
Purpose of the Scope Statement
To clearly define the deliverable(s) for the end user.
Deliverables are the expected output of the life of a project
To focus the project on successful completion of its goals.
To be used by the project owner and participants as a planning tool and for measuring project success.
Sets the stage for developing the project plan
It is frequently overlooked by project leaders and organizations, even in well-managed large organizations
Research shows that poorly defined scope or mission is the most frequent barrier to project success
Scope should be developed under the direction of the project manager, client/customer and other significant stakeholders
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Exercise: define the project scope (10 mins)
Your are a member of a project team that is about to begin working on a new vehicle
You are at the project kick-off meeting
The project manager explains the scope of the project (and he’s not in a good mood)
Our biggest client wants a new vehicle and he wants it NOW..!!
It had better be nice..!!
In the customer’s own words, “It has to be cool, simple, robust and flexible”
“And it had better be appropriate to my needs..!!”
Go design what the customer wants…!!! Document your design on a piece of paper (with pictures)
SO QUIT PLAYING AROUND AND GO DESIGN WHAT THE CUSTOMER WANTS…!!!!!!!
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Exercise reflection
How did you feel about what it is you were supposed to do?
Do you have any questions? If yes, what are they?
Not knowing what you’re supposed to do is one of the most de-motivating events that negatively impacts project members
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Scope disconnect!!!
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Scope management
The customer or sponsor must be able to read the scope statement and agree to what is being created
Contains project and product scope
Product scope: features, functionality
Project scope: budget, schedule
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Purpose of the scope statement
Tells you what’s in – tells you what’s out
Basis to make future decisions
Common understanding (objectives and deliverables)
Can measure performance
Evaluate change requests against
Jump off point for project plan
The scope statement (document) allows everyone to know what the project is going to do
Encourage conversation about scope – they can agree (or disagree) to it
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Who contributes towards a scope statement?
Experts
Templates
Forms
Past history
Talk to other project managers
Stakeholders
The customer..???
15
Planning Document flow
Progressive elaboration towards the scope statement
16
Creating a scope document
Collect requirements
Define scope
Create Work Breakdown Structure (WBS)
Verify scope
Control scope
17
Scope document checklist
Key Scope Element Description
Project Objective Defines the overall objective/deliverable to meet the customers needs. Objective answers the questions of what, when and how much
Major Deliverables The expected outputs over the life of the project
Milestones Significant events in the project that occur in a point of time Attach dates to milestones For example, a prototype for a new product being developed must be completed by March XX, XXXX
Technical Requirements Clarify either the major deliverables or define the performance specifications For example, a requirement for a computer might be the ability to use 120-volt current
Limits & Exclusions What is out of scope and not included in the project
Reviews with Customers Internal and external customers Main concern is the understanding and agreement of expectations
18
Why is scope definition important?
The tendency for the project scope to expand over time
Change in requirements, specifications, priorities, external pressures
Scope creep can be reduced by having a well written scope statement
SCOPE
CREEP
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Scope creep – it is nasty!
SCOPE
CREEP
Scope Creep Example
Scope creep – the tendency for the project scope to expand over time – usually by changing requirements, specifications and priorities
Can reduce scope creep by carefully writing the scope statement
A scope statement that is too broad is an invitation for scope creep
Scope creep can have positive and negative effects on the project but usually negative as it means added costs and possible delays
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Step 2: establishing project priorities
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