Project scope management is said to be a set of processes which ensures that a certain project scope is accurately mapped and defined. This enables that supervisors and project managers to allocate the right amount of work to each and every project team. On the other hand, the scope is said to be a set of features or deliverables of a certain project. According to PMBOK, the scope is that work which needs to be accomplished so as to deliver a certain result, product or services with specified functions and features.
PMBOK has gone ahead of defining three processing of scope management which is closing, planning, and controlling. Scope management has four processes which are collecting project requirements, planning the project scope, defining the project scope, and creating a WBS. (Berger, 2015). This paper will have two sections which are the know assessment tasks questions and a task; project scope management of a website upgrade.
Knowledge assessment task questions
What is an issue in scope management?
According to PMBOK an issue in scope management is a problem which needs attention by both project managers and project stakeholders. Issues can either lead to project failure or scope creep. Issues in scope management are as a result of poorly defined goals; this is resulted by starting a project without clear objectives. Issues are also as a result of unrealistic deadlines; in here project members and managers struggle to have unrealistic expectations which in turn results to slipping of project timelines.
An issue is something that has already happened. There three types of issues which can occur when carrying a certain task in project management. First is a problem; example a budget can be insufficient to buy or purchase all the required materials necessary to finish a certain task. An off-specification is the second type of issue; this is a request by one of the project stakeholders or the system users to add something to the project scope. An example is to design new packaging as part of a new software development project.
Third, is a request for change; this is a suggestion to change one of the agreed features within the scope of a certain project example is to change the design color of a smartphone development project. Issues are recorded in the issue register or issue log and should be discussed on daily basis. The issues recorded in the register are the one which requires formal action only. The major aim of keeping an issue log in a project is so as to capture only those issues which require formal actions only. A new entry is first recorded into the issue register. The issue log is then monitored and has to be updated daily by the project manager until the issue is resolved.
Deliverable in scope management
A deliverable in scope management is an intangible or tangible service or good produced as a result of the project which is intended to be delivered to a client. Some project management specialists define deliverable as an output to be delivered to a customer. According to PMBOK, a deliverable is a service or a product that is created to achieve a certain objective. An example of project deliverables is improved customer approval rates, usability study, or a software prototype.
There are an only one of attributes when it comes to project management deliverables which are the project stakeholders or the clients, there are whom a project deliverable is created. From the view of a stakeholder, a project deliverable is a path that the project management team take to achieve a certain result. Example of a project deliverable is to create a chair one of the project deliverables is to sit. From a client view, a project deliverable is a statement of work or what project managers refer to as the scope of work; actions carried out to achieve certain project objectives. Some of the tips to ensure successful project deliverables are to start early. This helps in uncovering the needs of project deliverables.
Second is to consider your objectives; this an act of decomposing one objective aiming at revealing important project deliverables. The third is breaking down aiming ate determining tasks for each and every deliverable. Lastly is tracking each and every task; this helps in sharing information about each and every project deliverable. This means from the definition; project deliverables helps in answering several questions in project management which are; what one is trying to achieve, how to achieve project objectives, the things needed to help achieve overall project objectives and what is needed to create or achieve a deliverable (Collins, 2011).
Scope creep in project management and how it happens
Scope creep is also referred to as requirement creep or what most of the project managers refer to as kitchen sink syndrome. This is the changes or uncontrolled or continuous growth in a project. Scope creep occur if a project is not properly defined or when a project is not properly documented. Project scope creeps results in poor change control, poor communication between project parties, lack of initial product versatility, and weak executive sponsor or project managers.
Project scope is a risk to a lot of projects. It usually results to cost overrun. It is additional functions or features to a new product or project requirements. PMBOK defines scope creep as added functionality and features without addressing project resources, time, and project costs. Project scope creeps occur when project sponsors or executives are not involved in every decision making of a project. There are various reasons as to why scope creep happens one of them is a lack of clarity and an in-depth understanding of the original specification document. Another cause of project creep is allowing direct contact between team and client participants.
Another cause of scope creep is when project managers or project team poorly define initial project requirements. Lack of proper planning and foresight and lack of requirements analysis and proper cost-benefit analysis (Bruce & Langdon, 2005).
PMBOK has listed five reasons as to why scope creep occurs which are unrefined scope definition, lack of requirements management or a formal scope management, the inconsistent process of collecting project requirements, lack of stakeholder involvement, and project length. Scope creep can be avoided by documenting project requirements. In here a scope creep is avoided when a project manager is able to talk to all users and project stakeholders to work exactly what is required for a project. Second is setting up change control processes (Heldman, 2018).
Task 1: Project scope management
Project authorization procedure
According to PMI, project authorization is a formal process which gives permission or authorizes to begin a certain project or a certain deliverable. Project authorization document is needed before a project gets off the ground or before a certain project deliverable is initiated. Project authorization procedure is specified in the project charter. The following are procedures for project authorization for the Australian website project
A meeting is prepared where the participants are the project manager, system analysts, project sponsor, and the organization CEO.
The project manager then clarifies the project requirements and project scope
The participants then agree on the project deadline and all the project deliverables
A project authorization is the prepared by the project manager; the form must have the project name, scope, the target beneficiaries, planned date of the project, project budget, the strategic objectives aligned with the project objectives, the required organization support, and the project budget.
The project authorization form is then signed by the project sponsor, organization CEO, and the project manager
Governance arrangements are in regards to project delegation
The management framework within which project decisions are made is what is referred to as project governance. One of the most issue in an organization is how resources are to be structured in an efficient and effective manner. Project managers are the delegators. It involves maintaining and establishing a relationship among the project team working on both non-functional and functional requirements. Governance arrangements in regards to project delegation in the website project are consists of three major steps which are
the assignment of responsibility
delegation of authority
Creation of accountability.
Critical review points during the project and is expected to be seen at the review points
Critical review points are conducted after every project phase. What is expected to be seen after every phase is a completed project review form which has to be signed by the project manager, project sponsor and one of the system users. An IT project has five critical review points. The first phase is the creating of the project charter. After the creation of the project charter, the document is reviewed, presented to the project sponsors who then approves the execution of the next phase. This process is repeated up to the last project phase.
The authorizing authority in a project and what they expect to see
The project is authorized by the project sponsor. They are the responsible officers in financing every project deliverable. In cases of project escalation, they are the authorizing officers to continue with the project. Project sponsors expect to see every project phase and deliverable to completion
Project scope statement
Background information about the project
This project is about upgrading the Australia National actives website so as to ensure the best value for money and then optimal functionality.
Scope definition
A project scope is a sum of results, services, and management. Project scope covers’ the processes and tools to be used in the website project
Project goals and objectives
A list of activities for each of the project deliverable
Project constraints
Project deliverables and assumptions
Product Acceptance criteria
Project scope does not cover the following aspects
Work breakdown structure
Project budget
The human resource plan
Stakeholder’s plan
Objectives and success criteria
Deliverables
Modern interface (Ought to be user-friendly)
The interface must meet the user needs
The site has to interact successfully with exhibition interactive through the available AP
Acceptance criteria
A sample template in the website project will use for keywords for acceptance criteria example Scenario, Given, When, and then
Acceptance criteria for the website project
|
Scenario |
API compatibility |
|
Given |
Website official records |
|
Then |
The site is able to fetch official records |
Three assumptions for this website project
Not get the required resources from the project sponsors on time
All the project stakeholders will come during critical review points meeting
The required technology is readily available
Dependencies
All the activities of a project team will start after all the design approval is complete. The preceding activity of the project team is always dependent on the customer’s activity.
Outstanding issues
The project team to carry out the website activities are geographically displaced.
Some of the activities deadlines have unrealistic deadlines
Due to the use of API the project may creep beyond
Project scope management plan
Roles and responsibilities
Roles of a Project manager
Preparing a project scope document
Project time estimation
Developing of the project budget
Creating schedules and charts
Roles of a System Analyst
Writing project deliverable reports
Upgrading the APIs
Analyzing business problems and issues
Monitoring website security and integrity
Roles of a Web designer
Preparing of questionnaires to collect user requirements
Holding workshops with users and the organization stakeholders with a website prototype to collect user requirements.
Major milestones and timelines
|
Milestone |
Responsible officer |
Timelines |
|
Planning |
The project sponsor, organization CEO, project manager, and the system analysts |
One week |
|
Preparing project authorization form |
System analysts, project manager, and Project manager |
2 days |
|
Content design |
Project manager and system analyst |
One week |
|
Project design |
Web designer, system engineer, project manager, system analyst |
Two weeks |
|
Coding/ development |
System engineer, web designer, and project manager |
Three weeks |
|
Testing |
System analyst and project manager |
One week |
|
Project closure |
Project manager, system analyst, project sponsor, and the organization CEO |
Two days |
How scope is defined and documented for this project
To define the scope of this website project; the site must be user-friendly, easy for the users to find from the Google platform. The website provides the information needed in the website. Documentation ought to show all the project deliverables, activities time frame, and budget.
Scope change control process
To validate scope for this project the following is required
Validate the scope inputs by checking the project management plan
Validating project documents: The documents required here are Quality reports, signed project authorization form, and requirements documentation
Verifiable deliverables: Deliverables which are completed and checked by all internal stakeholders
Scope Acceptance
The officers responsible for accepting the final website project deliverable are the project sponsors who approve the proposed budget. The organization CEO is the one who approves the commencement of the project
Scope Performance measure
Scope performance measure is done by the project manager and the system analyst. Some performance measurement is done during critical reviews points.
Element 3: Manage Project scope control processes
There are five elements of scope creep for this website project which are:
Poor requirements analysis
Not involving project users early enough
underestimating the complexity of a project
gold plating
Lack of change control (Deeprose, 2002).
Change request
|
Change Control Form |
|||
|
Project Name |
National archives of Australia Website |
||
|
Requested By: |
CEO National archives of Australia Website |
Requested Date: |
12/11/2018 |
|
Change Request Number: |
SC/01/2018 |
||
|
Description of the change: |
Change of email notification to both the website user and the website administrator |
||
|
Reason for the change: |
Since the website is user-centric the users must be notified via their mail of any change in the website |
||
|
Impact Assessment |
Duration of this deliverable will change |
||
|
Cost |
Positive change in cost since the software engineers and web designer will demand more money due to increased coding time |
||
|
Time |
Email notification module requires 3 days to code while that of users require 2 days meaning that deliverable of this module will escalate with 2 days |
Step by step of how I used to change control procedures to make a decision for the above change request
Project change is inevitable for some projects. This means that project managers ought to work on how one can handle project changes. Project results in modifying the existing plans and since it, inevitable one needs to consider five steps for change management.
The first step is receiving a project request form
The second step is updating change log; this a document which lists activities and changes and then making a note of the latest project change request.
The third step is assessing project request change. In here a project manager gives each project change a priority whether it is critical or even nice to have. This helps in providing a sense of urgency to a certain project. It is also used in impact analysis.
The fourth step is to assess the change; in here the project team looks at change request; in here the project team assesses all project changes against certain criteria. The main aim is to decide whether to reject or approve a change.
The last step is to consider the course of action for a certain change request
How to update the current baselines and communicate the new baselines?
This is a three steps process
Opening the initial baselined project which in this case is an email notification
Make the necessary changes to the schedule which in this case is increasing the days from three to five.
Overwriting the initial baseline to a new baseline and informing the project manager
Scope creep scenario
Methods to identify that scope creep has occurred
To identify project scope creep over the documented requirements, I had to track the duration allocated to a certain deliverable. The cost of the deliverable had also creeped. Unguided project requirements gathering and unsolicited requirements from the outsiders.
Impacts of scope creep
Increased project budget
Project resources constrain
PR implications
How to handle the situation?
Urgent change: Since change is inevitable then the project needs urgent change
Stretching the project schedule
Wishlisting
Being agile to accommodate any other change if needed
Communicating project expectations to the project team members (Gao & Rusu, 2015) .
References
Berger, K. (2015, December 17). A Primer on Project Management for Health Care. Retrieved March 15th, 2017, from Havard School of Public Health: https://www.hsph.harvard.edu/ecpe/a-primer-on-project-management-for-health-care/
Boutros. (2016). Agile project management. Routledge.
Bruce, A., & Langdon, K. (2005). Project management by Andy Bruce . London: Dorling Kindersley.
Charvat, J. (2015). Project management methodologies : selecting, implementing, and supporting methodologies and processes for projects. John Wiley & Sons.
Collins, R. J. (2011). Project management. New York: Nova Science Publishers.
Deeprose, D. (2002). Project management. Oxford: Capstone Pub.
Esposito, E. (2015, October 5th). Demystifying the 5 Phases of Project Management. Retrieved from Smartsheet: https://www.smartsheet.com/blog/demystifying-5-phases-project-management
Gao, S., & Rusu, L. (2015). Modern techniques for successful IT project management.
Heldman, K. (2018). PMP : project management professional exam study… by Kim Heldman .
PMI. (2013). Organizational project management maturity model (OPM3). Newtown Square.
PMI. (2017). A guide to the project management body of knowledge. Pennsylvania.
ProjectManagementInstitute. (2017). A guide to the project management body of knowledge… by Project Management Institute, . Newtown Squar.
Rupen Sharma, P. (2013). Accurate estimation with Delphi Method. Retrieved December 8th, 2016, from Bright Hub project management: https://www.brighthubpm.com/project-planning/51681-accurate-estimations-with-the-dephi-method/
VanDerSchouw, M. (2018). Project Management Professional (PMP) exam prep by Martin VanDerSchouw .
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