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Project Scope and Work Breakdown Structure

project mamangment

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0% found this document useful (0 votes)
25 views11 pages

Project Scope and Work Breakdown Structure

project mamangment

Uploaded by

landiwex23
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Project Scope and Work Breakdown Structure (WBS)

Project Scope

Project scope refers to all the work required to deliver a product, service, or result with specified
features and functions. It outlines what is included and excluded from the project.

There are two main aspects of project scope:

1. Product Scope
Focuses on the features and functions of the final product or deliverable. It defines what
the product should do and the quality it must meet.
Example: For a mobile app, the product scope might include real-time GPS tracking, a
species ID database, and a carbon calculator.
2. Project Scope
Refers to the work required to deliver the product, including planning, execution, and
management.
Example: Tasks like hiring developers, building app architecture, testing, and user
training fall under the project scope.

Importance of Clear Scope in Project Success

• Prevents scope creep by clearly defining what is in and out of scope.


• Ensures all stakeholders have a shared understanding of the project objectives.
• Supports accurate time, cost, and resource planning.
• Provides measurable criteria for project success.
• Enables effective change control and reduces unnecessary rework.
• Helps manage risks by avoiding vague or misunderstood requirements.
Scope Management Plan Overview

The scope management plan is a part of the overall project management plan. It describes how
the scope will be defined, validated, and controlled throughout the project lifecycle.

Key components:

1. Scope Definition Process


Explains how the project scope will be developed. Includes gathering requirements
through interviews, workshops, surveys, or prototyping.
2. Project Scope Statement
A detailed description of the project’s objectives, deliverables, constraints, assumptions,
and boundaries (what is not included).
3. Work Breakdown Structure (WBS)
A hierarchical decomposition of the project scope into smaller, manageable components
called work packages. It is used to assign tasks and estimate time and cost.
4. Scope Verification (Validation)
The process of reviewing deliverables with stakeholders to gain formal acceptance.
Includes user testing, inspections, and sign-offs.
5. Scope Control
Describes how scope changes will be managed. Involves a change control process to
evaluate the impact of changes before approval.
6. Roles and Responsibilities
Defines who is responsible for defining the scope, verifying deliverables, and approving
scope changes.
7. Tools and Techniques
Lists tools used to manage scope, such as requirements traceability matrices, expert
judgment, and decision-making techniques.
Project Scope

Defining the project scope involves identifying and documenting the specific goals, deliverables,
inclusions, exclusions, constraints, and assumptions associated with a project. It sets clear
boundaries on what the project will and will not do. This information is captured in the Scope
Statement, which becomes part of the overall project documentation and provides a baseline for
planning, execution, monitoring, and control.

Components of a Scope Statement

1. Project Objectives

• Project objectives define the purpose and direction of the project.


• They answer the question: “What is the project expected to achieve?”
• Well-crafted objectives guide decision-making and performance measurement.
• They should follow the SMART criteria:
• Specific: Clearly state what needs to be done.
• Measurable: Include criteria to measure success.
• Achievable: Be realistic, considering constraints and resources.
• Relevant: Align with organizational goals or stakeholder needs.
• Time-bound: Set a clear deadline for completion.

Example:
“Develop and deploy a forest inventory mobile application by December 2025 to assist forestry
students in real-time tree data collection and geo-referencing.”

2. Deliverables

• Deliverables are the concrete, tangible results produced by the project.


• They represent the output of project activities and must be completed to meet the
objectives.
• Deliverables can be:
• Physical products (e.g., buildings, equipment),
• Digital assets (e.g., software, datasets),
• Services (e.g., training, technical support),
• Documents (e.g., reports, manuals).
• Each deliverable should be clearly described and should include criteria for acceptance.

Example Deliverables:

• A functional mobile application compatible with Android and iOS.


• A comprehensive user manual for app navigation and data input.
• A training workshop for students and lecturers on app usage.

3. Boundaries

• Boundaries clarify what is inside and outside the scope of the project.
• They help define the limits of the project to avoid scope creep (uncontrolled growth of
the scope).
• In-scope elements: Activities, functions, systems, or outputs that the project will address.
• Out-of-scope elements: Aspects explicitly excluded from the project to manage
expectations.

Example:

• In scope: Design, development, testing, and training on the mobile app.


• Out of scope: Ongoing app maintenance, user technical support after launch, hardware
purchases.

4. Constraints and Assumptions

Constraints

• Constraints are external or internal limitations that impact project execution.


• They can include time limits, budgets, regulatory requirements, skill availability,
equipment, or fixed deadlines.
• Constraints must be carefully documented and considered during planning.
Example:

• Project must be completed within a budget of $20,000.


• Deadline is set for December 10, 2025, to align with academic fieldwork.

Assumptions

• Assumptions are statements accepted as true for planning purposes, though they may
not be fully validated at the time.
• Assumptions reduce uncertainty but must be monitored because if proven false, they may
affect project success.
• Should be regularly reviewed and updated as the project progresses.

Example:

• Target users (students and instructors) will have access to Android smartphones with
GPS and internet.
• Key stakeholders will be available for feedback and testing sessions during the
development phase.

Tools: Scope Statement Template

Using a standardized Scope Statement Template helps ensure consistency, completeness, and
clarity across projects. It serves as a reference throughout the project lifecycle.

Typical sections in a Scope Statement Template:

• Project Title
• Project Sponsor
• Project Manager
• Date of Scope Definition
• Project Objectives
• Key Deliverables
• In-Scope Items
• Out-of-Scope Items
• Constraints
• Assumptions
• Project Milestones (optional)
• Sign-off/Approval Section with stakeholder signatures and dates

This document is often reviewed and signed off by key stakeholders to confirm alignment and
formally authorize the scope.

Creating the Work Breakdown Structure (WBS)

Definition and Purpose of a WBS

• The Work Breakdown Structure (WBS) is a hierarchical decomposition of the total


scope of work to be carried out by the project team.
• It breaks the project into smaller, more manageable components to organize and define
the total work scope.
• Purpose:
• To provide a clear framework for planning, scheduling, budgeting, and resource
allocation.
• To improve communication and understanding of project deliverables and
activities.
• To facilitate progress tracking and performance measurement.
• To serve as a basis for assigning responsibilities.

WBS Hierarchy

The WBS is structured in multiple levels, each level providing more detail:

1. Project Level
• The top level representing the overall project.
2. Deliverables Level
• Major products, services, or results that the project will deliver.
3. Work Packages Level
• Smaller, manageable units of work that make up each deliverable.
• Work packages are the lowest level that can be assigned to a team or individual.
4. Tasks (optional)
• Further decomposition of work packages into individual tasks or activities.

Key Rules for WBS Development

1. 100% Rule
• The WBS must capture 100% of the work defined by the project scope,
including all deliverables and project management activities.
• Nothing related to the project should be left out or duplicated.
2. Mutually Exclusive Elements
• Elements at the same level in the WBS should be mutually exclusive to avoid
overlap or confusion about responsibility.
3. Level of Detail
• The WBS should be broken down to a level where work packages are manageable
in terms of scheduling, estimating costs, and assigning resources.
• Too detailed can make it complex; too high-level can be vague.
• Typically, a work package should take between a few days to a few weeks to
complete.

WBS Formats

1. Tree Diagram
• A graphical representation showing the hierarchy from the project down to
deliverables, work packages, and tasks.
• Useful for visualizing the entire scope structure clearly.
2. Outline Format
• A text-based, indented list showing the hierarchical breakdown.
• Each level is numbered or lettered (e.g., 1.0, 1.1, 1.1.1) to indicate relationships.
• Easier to create and maintain in documents or spreadsheets.
Managing Scope Creep

Definition and Examples

• Scope creep refers to the uncontrolled or unauthorized expansion or changes in a


project’s scope after the scope has been defined and approved.
• It usually happens gradually and often without corresponding adjustments to time, cost,
or resources.
• Examples:
• Adding new features to a software project without adjusting deadlines.
• Client requests for additional deliverables not in the original agreement.
• Changes in project requirements due to lack of clarity early on.

Causes of Scope Creep

1. Client or Stakeholder Changes


• New demands or requests arise during the project lifecycle.
• Often driven by evolving business needs or incomplete initial requirements.
2. Unclear or Poorly Defined Scope
• Ambiguous scope statements cause misunderstandings about what is included.
• Leads to assumptions and informal additions.
3. Poor Change Control Processes
• Lack of formal procedures to evaluate, approve, and document changes.
• Changes get implemented without proper impact analysis.

Consequences of Scope Creep

• Time Overruns
• Additional work extends project schedules beyond planned deadlines.
• Cost Overruns
• Extra tasks increase project expenses, often without additional budget.
• Quality Issues
• Rushed or unplanned work can reduce quality standards and increase defects.
• Resource Strain
• Teams become overburdened, leading to burnout and reduced productivity.
• Stakeholder Dissatisfaction
• Conflicts arise from unmet expectations or delays.

Strategies to Prevent and Control Scope Creep

1. Change Control Process


• Establish a formal process for submitting, reviewing, and approving scope
changes.
• Assess the impact of each change on cost, schedule, quality, and resources before
approval.
• Document all changes and update project baselines accordingly.
2. Clear and Detailed Scope Definition
• Invest time in thoroughly defining the project scope upfront.
• Use detailed scope statements and Work Breakdown Structures.
3. Effective Stakeholder Communication
• Maintain regular communication with all stakeholders to manage expectations.
• Clarify any ambiguities and ensure stakeholders understand the approved scope.
• Engage stakeholders in scope reviews and sign-offs.
4. Scope Monitoring
• Continuously track project progress against scope baselines.
• Identify early signs of scope creep and address them promptly.

Scope Validation and Control

Scope Validation vs. Scope Verification

• Scope Validation
• The process of formalizing acceptance of the completed project deliverables.
• Ensures the deliverables meet the defined scope and stakeholder expectations.
• Involves stakeholder inspection, review, and approval.
• Focuses on “Are we delivering what was promised?”
• Scope Verification
• Often used interchangeably with validation but can refer to the process of
checking work products against requirements during development.
• Includes quality assurance activities, testing, and internal reviews.
• Focuses on “Are the deliverables correct and complete as per specifications?”

Tools and Techniques for Scope Validation

1. Deliverable Reviews
• Structured inspections or walkthroughs where stakeholders review completed
deliverables.
• Can include demonstrations, prototypes, or document reviews.
• Identify any gaps, defects, or issues before formal acceptance.
2. Acceptance Criteria
• Predefined conditions or standards that deliverables must meet to be accepted.
• Should be clear, measurable, and agreed upon early in the project.
• Examples include performance benchmarks, functionality tests, compliance
requirements.
3. Formal Sign-Off
• Official approval or authorization from the client or key stakeholders indicating
acceptance of deliverables.
• Usually documented with signatures on acceptance forms or project documents.
• Marks the transition to subsequent project phases or closure.

Scope Control Process

• Purpose: To monitor the status of the project scope and manage changes in a controlled
manner.
• Key Activities:
1. Monitoring Scope Performance
▪ Track project progress relative to the approved scope baseline.
▪ Use tools such as status reports, performance metrics, and variance
analysis.
2. Identifying Scope Changes
▪ Detect changes or deviations from the scope baseline early.
3. Evaluating Change Requests
▪ Assess the impact of proposed changes on cost, schedule, quality, and
resources.
▪ Use formal change control board (CCB) or governance mechanisms.
4. Approving or Rejecting Changes
▪ Make decisions based on impact analysis and stakeholder input.
5. Updating Scope Documentation
▪ Revise scope statements, WBS, and baselines as needed after approval.
▪ Communicate changes to all relevant parties.

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