PM00.5 Project Management Preparation for Success * Manage Scope *

1. PM00.5Project Management Preparation for Success * Manage Scope *

2. Manage Scope First … Review the definition of scope

3. Manage Scope You must define scope well before you can manage it effectively

4. Manage Scope • Change is inevitable, yet it is one of the major reasons for project failure • Proactively managing change is a key to project success

5. Manage Scope Most change requests result from: • External changes • Internal project problems • Missing initial requirements • New requirements • Not understanding requirements • Technical problems

6. Manage Scope The essence of scope change management: Managing scope is all about getting the sponsor to make the decisions that will result in changes to project scope.

7. Manage Scope Changing the project scope is fine if: • The impact to the project is analyzed and understood • The sponsor makes the decision that the change is justified

8. Manage Scope Techniques • Manage scope creep • Saying 'Yes' - good customer focus? • Gain approval from sponsor, not end user • Include deferred benefits as part of the cost of a scope change • Freeze change requests • Create backlog (evolution list)

9. Manage Scope • Hold everyone accountable, including team members and clients • Seek sponsor approval prior to large investigations

10. Manage Scope Managing small change requests • Batch small scope changes • Discretion • Set a tolerance level. The project manager and client manager can (but do not need to) make a scope change decision • If the project is at risk of missing budget or deadlines, do not accept any scope changes, no matter how small, without invoking scope change procedures • Scope change contingency budget • Client still approves • Client rationalizes the budget

11. Manage Scope Document all change requests - even small ones

12. Manage Scope If a project is at risk of missing its end date or exceeding its budget, what should the sponsor say to scope change requests?

13. Manage Scope Sponsor No Way !!

14. Manage Scope Scope change procedures • Create procedure ahead of time • Make sure everyone knows the procedures • Enforce procedures from the start of the project

15. Manage Scope Sample scope change procedure: • Solicit potential scope change requests (Optional Scope Change Request Form) • Enter the request into the Scope ChangeLog • For large change, determine if sponsor approval is required before an investigation is started • Assign the scope change to a project team member for investigation • For small change, determine if project manager and client manager have discretion to approve change

16. Manage Scope • Take the scope change request, alternatives and impact to the project sponsor • Document the resolution or course of action on the Scope Change Request Form and Scope Change Log • Add appropriate activities to the workplan • Update Project Definition if necessary • Communicate status to stakeholders through Project Status Report

17. Manage Scope Deliverables: • Scope Change Request Form • Scope Change Log • Updated Project Definition • Update project workplan • Updated Status Report

18. Case Study #8 – Manage Scope • Break into teams • Review the project scenarios • Discuss whether scope change management should be initiated for each scenario • Report your conclusions and findings to the group

19. Manage the Project • Manage workplan • Manage issues • Manage scope • Manage communication • Manage risk • Manage documentation • Manage quality • Manage metrics

20. Learning Objectives By the end of class, each participant should be able to: • Understand the value of project management processes • Review the various aspects of defining a project • Build and maintain an appropriate project workplan • Identify and manage issues, scope and communication • Identify and manage project risks • Determine methods to manage project documentation • Identify and manage to the appropriate level of quality • Identify metrics to improve processes and declare success

21. Questions??