Project Scope Management

Ir. AGUNG NUGROHO, M.Kom

Teknik Elektro FT UNDIP

Project Characteristics

Temporary
Unique product/service/result
Progressive elaboration
Constrained by limited resources

Project Management

The application of knowledge,

skills, tools, and techniques to
project activities to meet project
requirements based on
stakeholder needs & expectations

How to meet
Project Requirements ?
By balancing competing demands among:
quality

cost

time
scope
4

PM Knowledge Areas

Project Scope Management

Project Time Management
Project Cost Management
Project Quality Management
Project Human Resource Management
Project Communication Management
Project Risk Management
Project Procurement Management
Project Integration Management
5

Areas of Expertise
Needed by the Project Team
PM Body of
Knowledge
(PMBOK)
PMBOK
guide
Application area
knowledge,
standards &
regulations

Interpersonal skills

Understanding
the project
environment

General
management
knowledge &
skills
6

Generic Project Life Cycle

Total project life cycle
Cost &
staffing
level

Initial
phase

Intermediate
phases
plan

accomplish
time
7

Final
phase

Adding Value vs
Cost to Change
high

Total project life cycle

Opportunity
to add value

Cost to changes
low

Project time
8

Risk vs Amount at Stake

high

Total project life cycle

Uncertainty &
risk

Amount at stake
low

Project time
9

Project Stakeholders

Individuals and organizations that are

actively involved in the project, or
whose their interests may be
positively or negatively affected as a
result of project execution or project
completion

10

Relation between
Stakeholders & Project
project
Project
sponsor

PM
PM team
Project team
Project stakeholder
11

Stakeholders Influence
over Time
Influence of stake holders
high

Cost of changes
low
Project time
12

Typical Sequence of Phases

in a Project Life Cycle
idea

Inputs

Phases

PM outputs

PM team

Intermediate

Initial
charter

plan

Scope statement

Final

acceptance

baseline
progress

Project
deliverables
13

approval
handover

Product &
Project Life Cycles

Operation

upgrade

Product
life cycle Business
plan

Project
Life Cycle

idea

Initial

product

Intermediate

14

Final

Divestment

Organizational structure

PM authority

% staff
assigned
fulltime to
project
PMs role

Functional

Matrix

Projectized

little

moderate

high

Almost none

0-95%

85-100%

Part time

Full time

Full time

15

Project Management
Processes
Monitoring
& control
Plan

planning

Do

initiating

Act

closing

Check

executing

16

Project Boundaries

Project
deliverables

Monitoring
& control

End
users

planning

Project
initiator/
sponsor

Project
inputs

initiating

closing

executing

Project
records

Project boundaries
17

Process
assets

Process Groups Interact

in a Project
Monitoring
& Control

Level of
process
interaction

Executing

Planning

Initiating
Closing

time
18

PM Process Group
Triangle
Monitoring
& control

Project
process
groups

initiating

closing

executing

Life cycle

phase
Monitoring
& control
planning

initiating

phase
Monitoring
& control
planning

closing initiating
executing

phase
Monitoring
& control
planning

closing

closing initiating
executing

executing

19

PM Process Groups vs
PM Knowledge Areas
process Initia
knowledge

ting

Plan
ning

Executing

Scope
Time
Cost
Quality
Human Resource
Communication
Risk
Procurement
Integration
20

Monitoring
& Control

Closing

21

Project Scope
Management
Includes the processes required to ensure that the project
includes all the work and only the work required to
complete the project successfully.
Project Scope Management is primarily concerned with
controlling what is and what is not in the project
Remember, Scope Management include:
1. Constantly checking to make sure you are completing
all the work
2. Saying no to additional work not included in the project
or not part of the project charter
3. Preventing extra work or gold plating
22

Failure to Satisfy
Customer needs

AGUNG NUGROHO

23

TEKNIK ELEKTRO UNDIP

Develop
Project
Charter

Develop
Preliminary
Project Scope
Statement

Project Charter

Preliminary Project
Scope Statement

Develop
Project
Management
Project Scope
Plan
Management Plan
Approved Change Requests
Approved Corrective Actions
Approved
Change
Requests
Scope

Scope
Planning

Definition

Project Management Plan

Requested Changes

Project Scope Statement

Project Scope Management Plan (Updates)

Enterprise
Environmental
Factor

Requested Changes
Create WBS

Organizational
Process
Asset

Project Scope Statement Updates

Work Breakdown Structure
WBS Dictionary
Project Scope Management Plan (Updates)
Scope Baseline

Direct &
Manage
Project
Execution

Deliverables

Performance
Report

Performance
Reports

Close
Project

Scope
Verification
Work Performance Information

Organizational process
assets (updates)

Recommended Corrective Actions

Requested Changes

Accepted Deliverables

Scope
Control
24

Requested Changes
Recommended Corrective Actions
Project Management Plan (Updates)
Project Scope Statement (Updates)
WBS (Updates)
WBS Dictionary (Updates)
Scope Baseline (Updates)

Integration
Change
Control

1. Scope Planning
Creating a project scope management plan that documents how
the project scope will be defined, verified, controlled, and how the
WBS will be created and defined

25

Scope Planning
Definition
The process of progressively elaborating
and documenting the project work (project
scope) that produces the product of the
project

26

Scope Statement
Identify the key deliverables of the project
Identify what to be done to deliver the
project
Output from Scope Planning
A basis to keep your project on track

27

Scope Misinterpretation

Good,
Lets get started
Im in a hurry.

A whole year to
build a house
here?
No problem.

28

Project Scope
Statement
Provides a basis for common understanding of the
project scope among all project stakeholders and
describes the projects major objectives.
Detailed project scope statement include:
Project objective
Product scope description
Project requirements
Project boundaries
Project deliverables
Product acceptance criteria
Project Constraint
Project assumptions
Approval requirement
29

Project Scope
Management Plan
The project scope management plan
provides guidance on how project
scope will be defined, documented,
verified, managed and controlled by
management team.

30

Scope
Management Plan

A document to describe how scope and

scope changes will be managed
When we can decided that the scope still the
same or change: % of deviation, classification

31

Project Charter
The project charter is the document that formally authorizes a project.
The project charter should address the following information:
1.
Requirement s that satisfy customer, sponsor, and other stakeholder needs,
wants and expectations
2.
Business needs, high level project description, or product requirements that the
project is undertaken to address
3.
Project Purpose or justification
4.
Assigned Project Manager and authority level
5.
Summary milestone schedule
6.
Stakeholder influences
7.
Functional organizations and their participation
8.
Organizational, environmental and external assumptions
9.
Organizational, environmental and external constraints
10. Business case justifying the project, including return of investment
11.
Summary Budget
32

2. Scope Definition
The process of developing a detailed project scope statement
as the basis for future project decisions

33

Scope Definition
A process to subdivide the major project
deliverables (as identified in the scope
statement) into smaller, more manageable
components in order to:
Improve accuracy of cost, duration and
resource estimates
Define a baseline for performance
measurement and control
Facilitate clear responsibility assignment
Proper scope definition is critical to Project
Success
34

3. Create WBS
Subdividing the major project deliverables and project
work into smaller, more manageable components.

35

Work Breakdown Structure

The WBS is a deliverable-oriented grouping of project
components that organizes and defines the total scope.
It breaks the project into smaller and more
manageable pieces.
Work not in the WBS is not scope of the project
Normally presented in a chart form
The items at the lowest level of the WBS may be
referred to as work packages
It is communication tools among the project team and
stakeholders
WBS is used for staffing, estimating, risk, network
diagramming (schedule).
36

Sample of WBS
LNG Project
1. Jetty & Harbor

1.1 Design

2. Road & Community Facilities

2.1 Design

3. Process Plant

4. Utility Plant

3.1 Design

4.1 Design

1.2 Procurement

2.2 Procurement

3.2 Procurement

4.2 Procurement

1.3 Construction

2.3 Construction

3.3 Construction

4.3 Construction

3.4 Precom. &

Commissioning

4.4 Precom. &

Commissioning

37

4. Scope Verification
Formalizing acceptance of the completed project deliverables

38

Scope Verification Vs
Quality Control
Scope Verification
Verification is primarily concerned with
acceptance of the work result
Formal acceptance: a documentation of client
approval for the deliverable (main), product of
each phase
Quality Control
Quality control is primarily concern with
correctness of the work result
Scope verification and QC process are generally
performed in parallel
39

Scope Verification
Include:
Reviewing work products and results to ensure
that all are completed correctly and
satisfactory
Conducting inspections, reviews, audits
Determining whether results conform to
requirements
Gaining formal sign-off
Documenting completion of deliverables
40

Inspection
Activities such as measuring,
examining, and verifying to
determine whether deliverables
conform to requirement

41

5. Scope Control
Controlling changes to the project scope

42

Scope Change
Control System
1.Is a system or mechanism that defines the
procedures by which the project scope may
be changed.
2.It includes: the documentation, tracking
systems, and approval levels necessary for
authorizing changes.
3.Any changes needs to be assessed whether
they have impact to cost, time, quality, etc.
4.Right changes are mostly value added
issues
43

WBS Dictionary
Is designed to control what work is done and
when, to prevent scope creep and to increase
understanding of the effort for each task

Ir. AGUNG NUGROIHO, M.Kom

44

Teknik Elektro UNDIP

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