Contents
- 1 Â
- 2 What is a scope statement?
- 3 Define Agreement
- 4 Document sections
- 5 Executive Summary
- 6 Objectives
- 7 Completion Criteria
- 8 Assumptions
- 9 Dependencies (Linking factors)
- 10 Constraints
- 11 Risk
- 12 Risk
- 13 Impacts
- 14 Critical Success Factors
- 15 Measure of Success
- 16 Project Approach
- 17 Planning and Organizing
- 18 Change Management
- 19 Communication Management
- 20 Resource Management
- 21 Procurement management
- 22 Stakeholders
- 23 Estimate
- 24 Project Controls
Â
Â
What is a scope statement?
Scope statement inclass assignment
A project scope statement is a useful tool to outline the project’s deliverables and identify the constraints, assumptions and key success factors. The well-written scope statement clearly defines the boundaries of a project.
- Used to clarify objectives
- Develop a plan
- Manage risk
- Communicate
- Measure progress
- Deal with problems
- Steer project
- Defines responsibility
- Defines how project is controlled
Define Agreement
- Agreement between Project Team and project sponsors.
- A common understanding of the project
Document sections
- Executive summary
- Objectives
- Project Scope
- Completion criteria
- Assumptions
- Dependency linkages
- Constraints
- Risk
- Impacts
- Critical success factors
- Measure of success
- Project deliverables
- Materials vs actions
- Milestones
- Approach
Executive Summary
- One page
- Preview your plan of action
Objectives
SMART
- Strategic
- Measurable
- Agreed
- Realistic
- Timed
Parts of the scope section defined:
Completion Criteria
- Define deliverables
- Define milestones
- Create deadlines
Deliverables are tangible products or things that the project will produce. They describe what the business clients will get when the project is done. It is important to also state exclusions, or what will not be included in the project. Deliverables will be detailed elsewhere in the project plan.
Examples:
Deliverables for this project could include:
- A venue
- Recommendations of how venue meets needs
- A feasibility study(walk through)
- A project response system(use of wiki)
Report or item that must be completed and delivered under the terms of an agreement or contract.
Read more: http://www.businessdictionary.com/definition/deliverable.html
Milestone
List of outcomes necessary to the completion of the project. They are not defined by specific dates except for the start and end date. They are related to completion of specific tasks. (Brandt)
- a significant event
- an event that receives special attention
- end of a stage marker
- Sub-objectives or stages into which a program or project is divided for monitoring and measurement of work performance
- Milestones are measurable and observable and serve as progress markers (flags) but, by definition, are independent of time (have zero durations) therefore no work or consumption of resources is associated with them.Read more: http://www.businessdictionary.com/definition/milestone.html
Deadlines
- Task completions assigned to specific dates and times.
Assumptions
Examples:
- A person taking the responsibility of something upon oneself
- A person or equipment will be available at a certain date
Asuumptions are important show needs not addressed in the rider
- What does the rider not include that you should address?
A definition of assumption
- A thing that is accepted as true or as certain to happen, without proof.
Examples
- Venue power will be work
- Venue is safe
- Performers will arrive on time
- Crew have appropriate skills to work the show
Dependencies (Linking factors)
Task B cannot start until task A is complete.
Example
Dependency’s can be thought of steps on a ladder. You can not climb up without stepping on each wrung.
Definition
- Relationship between conditions, events, or tasks such that one cannot begin or be-completed until one or more other conditions, events, or tasks have occurred, begun, or completed.Read more: http://www.businessdictionary.com/definition/dependency.html
Constraints
- Cost
- Time
- Resources
Or
- Good
- Cheap
- Fast
One good method is to start from the end and work backward to the start date.(Do you have enough time to get the project done if you started today?)
WBS or work breakdown charts are also good tools. (A later lecture)
Constraints: a ‘chain’ of interdependent links
Read more: http://www.businessdictionary.com/definition/theory-of-constraints-TOC.html
Risk
- Generate a list of risks/problems that can impact your project
- Prioritize the risks with those most serious at the beginning of your list
- Develop strategies to minimize or eliminate the risks
Discussion
Identify risk
Estimate how important or critical the risk is.
What counter measures should be taken to deal with the risk
For each item
- Identify
- Define level
- Predict counter measure
Example:
An outdoor venue is chosen
Risk
What happens if rain is predicted in the forecast?
- Identify Rain
- Define level 3 inches for 3 hours
- Predict counter measure tent rental
Impacts
Discussion
If the risk happens what is the impact on the project, Define the impact of time, resources and money Make prediction of the impact if the risk occurs
Continued example from risk:
Risk
- What happens if rain is predicted in the forecast?
Issue
- Identify Rain
- Define level 3 inches for 3 hours
- Predict counter measure tent rental
Impact
- Time 6 hours added to scheduled load-in
- Resources 8 crew for setup
- Outcome more money spent: tent rental, crew overtime
Critical Success Factors
- Define project goals
- Develop clearly defined plans with assigned responsibilities and accountabilities
- Cultivate constant effective communications
Discussion
- Tasks that must happen for project to be completed.
- List may include goals
- List should be the top 5 tasks or completions
Limited number (usually between 3 to 8) of characteristics, conditions, or variables that have a direct and serious impact on the effectiveness, efficiency, and viability of project. Activities associated with CSF must be performed at the highest possible level of excellence to achieve the intended overall objectives.
Read more: http://www.businessdictionary.com/definition/critical-success-factors-CSF.html
Measure of Success
- Completed objects
- Deliverables complete
- Profit
Discussion
How do you measure success?
Examples:
- Time: Meet schedule
- Fulfill scope
- Stay on budget
- Deliverables are good quality of work
Project Approach
the way in which the management of a project is carried out.
- PERT
PERT stands for Project Evaluation Review Technique; it most often combined with the Critical Path Method. This project management method is a favorite of most manufacturing companies as it takes into cognizance the time it takes to complete a task. Time is an important factor in project management as it also determines the budget for the project.
- Waterfall
The Waterfall Methodology; a traditional approach to project management and more commonly used in the manufacturing or construction sectors. A lot of experts believe that it was the first model to have been adopted in software engineering. The model takes a linear approach towards project management with the project being broken down into sequences with the kickoff of a phase dependent on the completion of the preceding one.
This method primarily consists of 5 stages:
Idea Engineering – System Design – Implementation – Testing & Validation – Maintenance
- Scrum
- Scrum starts with a Product Owner. This is the person who represents the final user’s best interest, and has the authority to say what goes into the final product.
- That Product Owner is in charge of making the Backlog, a list of tasks and requirements the final product needs. Here’s an important part: The backlog MUST be prioritized. That’s the job of the Product Owner.
- If I were using Scrum to design a car, items like “Must have an engine” would be near the top of my prioritized list, because the car can’t work without it. “Must be painted red” would be lower on my priority list; it might still be important to me, but it’s not a requirement for the car to run.
- Next up is the Sprint. A Sprint is a predetermined timeframe within which the team completes sets of tasks from the Backlog. The length of time depends on the needs of the team, but two weeks is pretty typical.
- Teams meet every day to give progress updates in the Daily Scrum. Many people also call these “Daily Stand-Ups.”
- Each Sprint ends with a review, or Retrospective, where the team reviews their work and discusses ways to improve the next Sprint.
Planning and Organizing
- Schedule status meetings
- Scheduled status reports
Planning Approach:
- Phasing
- Outsourcing
- Hiring temporary resources
Change Management
- Changes to the scope of a project are formally introduced and approved.
Discussion
- Change management is a pre-plan of what to do if you need to change personnel or objectives during the project.
- This list only includes items you can predict, such as a change in staffing or vender.
Definition
Minimizing resistance to organizational change through involvement of key players and stakeholders.
Read more: http://www.businessdictionary.com/definition/change-management.html
Communication Management
- A Centralized information dissemination
- Create a transparent communication system.
Example
- Meetings in face vs skype
- Wiki
- Google docs
Discussion
- What information needs to flow in and out of the project?
- Who needs what information?
- When is the information needed?
- What is the format of the information?
- Will be responsible for transmitting and providing the information?
Resource Management
- Lists all major goods and services required in the project along with cost estimates and quality information.
- Indicate which goods and services will be obtained from sources outside the Organization
- Indicate who is assigned to the project and when.
Discussion
- What resources do you have?
- What resources do you need?
- The process of using your teams resources in the most efficient way possible.
- Tangible: goods and equipment, financial resources, and labor resources such as employees.
Procurement management
- How much, when and by what means each of the goods and services that this project requires will be obtained
- The types of contracts required (if any)
- How independent estimates (as evaluation criteria) will be obtained
- will actually work to procure any item or service
- Which procurement documents will be used
- How procurement will be coordinated with project schedule and budget
Discussion
Obtaining resources, time, personnel or funding
Steps
Step 1: Need Recognition Is the item from internal or external sources.
Step 2: Specific Need
Step 3: Source Options
Step 4: Price and Terms
Step 5: Purchase
Step 6: Delivery
Stakeholders
- Project Sponsor: Oversees project(budget) Brandt
- Project Owner: Creative Producer(Works for the client)
- Project client: The person or group whose needs and requirements drive the project; receives the final output(s) that the project produces; provides product requirements and funding.
- Project Manager: Manages project team
- Project Team Member: Creates the deliverables
- Functional managers: Resource managers
Estimate
- Milestones
- Resources
- costs analysis
Project Controls
Weekly Status Reports of (post to wiki)
- Cost
- Time
- Resources
Discussion
What is the project costing you and your team
How are you keeping track?