BSBPMG530 Manage Project Scope
Table of Contents
The objectives and goals for identifying and setting the project scope. The project team responsibilities and roles are included in the task list. The process of communication is established for the approval of the project deliverable.
1) Direct Non-monetary benefits – The incentives provided in the non-monetary terms from the employers to the organization employees.
2) Direct Monetary benefits – when the bonus and the incentives are provided in monetary terms to the employees.
3) Indirect benefits – These benefits cannot be directly observed or returned.
The six steps that are included in the change control process –
1) Gain acceptance
3) Build and test
Five factors that have an impact on the project scope are –
1) Regulatory constraints
2) Variable resource level
3) Managerial constraints
4) Legal constraints
5) Changing requirements of stakeholders (Fageha& Aibinu.,2013).
1) Complete units – The task is tracked repeatedly and the units themselves are completed and there is the measurement of interaction.
2) Cost ratio – On the projects, the method of cost ratio is implemented and its task occurs for the long period. The project progress can be determined by the percentage.
1) Describe and determine the project statement.
2) The project’s necessary phases should be highlighted.
3) List and create deliverables.
4) Deliverables should be divided into managing tasks.
5) Ensure every section is assigned to empower the delivery.
Dealing with the challenges of scope management are –
1) Increasing cost, not meeting the savings target.
2) Moral wanes of staff
3) Missing the critical deadlines.
4) Complaining end users for service when the commitments are not able to meet.
5) Wastage of time on revisiting and conflict decision.
6) For adding great innovation or value the opportunities are lost.
7) Quality suffers (Derenska, 2018).
1) Enter – The log of scope change is requested for tracking purposes.
2) Smaller – The scope change can be documented in the projects in the form of e-mail. For large projects, the request of scope change is documented formally by using the form of a change request.
3) Solicit – Potential request of scope change from the project stakeholders, by including the sponsors, clients, and project team.
The project life cycle stages and their scope management relationship are –
1) Initiation – The business problem, need, brainstorming and opportunity can be identified. The need of the team is met by problem-solving and opportunity seizing.
2) Planning – When the approval of the project is there then move forward with the work statement, business case, Initiation document of the project, and move towards the planning phase.
3) Execution – After planning the execution is done of the project.
4) Closure – When the project is completed then there is the closure of the project.
1) Project documentation
2) Work breakdown structure
3) Review technique and project evaluation
4) Gantt Charts
5) Critical path method
6) Network diagrams
In the process of project closing, controlling, monitoring, executing, and planning there is the important role of the project managers. The project delivery is expected on time, and within budget, the technical understanding is used by the project managers to win the respect of team members.
1) Cost estimate – Project cost estimation is predicted while planning.
2) Business justification –
3) Customer requirements
4) Impact analysis
5) Organizational chart (Meng & Boyd.,2017).
A meeting will be conducted with Senior Management
Project Manager – Good Morning Sir!
Senior Manager – Good Morning!
Project Manager – It’s nice to meet you, sir, what we are going to discuss today?
Senior Manager – Today, your project sponsor has asked me to conduct a meeting with you regarding the planned infrastructure upgrade by the DOSCLOUD.
Project Manager – Okay sir. So, I need to confirm the procedures for the project authorization, I have decided the procedures that it is a formal process that will be initiated for the project on the particular part, and I need all the documents that are required will be authorized from you, that you approve them and ensure that all the documents are completed and can be proceeded.
Senior Manager – Yes, you can proceed as I have reviewed all the documents.
Project Manager – Okay sir, next I want to ask if I want authorization to use the financial and human resources of the project.
Senior Manager –Yes, you can use the resources and ensure that there is proper utilization of resources.
Project Manager – I make sure that resources will not be wasted and I want that project delegation will be done and authorities are required for the project governance and its arrangements.
Senior Manager – Yes, other human resources will be given to you in your team so that proper project will be conducted and you can delegate the project, as there are several team members such as quality manager, communications manager, operations manager, project sponsor so you can lead the team.
Project Manager – Okay sir, and last, I want to discuss is regarding the project boundaries with the relevant stakeholders.
Senior Manager – Yes, you can set the boundaries of the project and conduct a meeting with the stakeholders and ensure that the meeting will be recorded and all the project boundaries will be communicated on time.
Email to the Project Stakeholders
Subject – Attaching the Project outcomes, benefits, and project deliverables
I am attaching the project outcomes, project benefits, and project deliverables, so you all review them and please review them. Project outcomes and project benefits are that it gives the monetary benefit to all the stakeholders, and it leads to ensure that you all will be beneficial from the project and your career growth.
|Document Owner||Project Manager|
|Last Saved Date||20-02-2022|
|File Name||Project Scope|
|[1.0]||12-02-2022||Changes will be made in the document|
|[2.0]||12-02-2022||Changes will be communicated|
|John Thomas||John Thomas||12-02-2022|
|Project Review Group
|Kevin Peterson||Kevin Peterson||12-02-2022|
|Joe David||Joe David||12-02-2022|
|Project Office Manager
|Jack Harry||Jack Harry||12-02-2022|
Project Scope Definition states that the project is focusing on undertaking a significant IT Project so that infrastructure will be moved to the Cloud Computing and it helps the organization to save the costs of the project, as well as disruptions of the project, will be minimized, and overall reduce the carbon footprints (Ajmal, et al., 2019).
|Deliverable title and description||Assumptions and constraints||Exclusions||Acceptance criteria|
|Deliverable of the project is to set the cloud computing services||Assumptions are that cloud computing will be set and the fixed cost and variable cost will be incurred.
Limiting factors are that resources will be allocated properly.
Employees will be hired for completing the project (Ajmal, et al., 2019).
Communication errors can also come in the project
|Exclusions are such as deliverables and characteristics of the project must be communicated properly.||Conditions will be set so that deliverables can be achieved and accepted.|
|Designing of the infrastructure and the cloud computing service||Assumptions are such as that designing will be done by the architecture.
Project serve late while delivering the project.
Funding is required to complete the project (Severa, et al., 2019).
|Exclusions are that funding cannot be provided completely to the project.||Conditions are made that project will be accurate, and ensure that work will be completed on time of the project.|
|Designing of the documents is also considered as the project deliverables and includes the project description which will explain that what are the objectives that help to achieve in the project.||Assumptions made in the project are that designing can be made and errors can also be present in the project.
Devices are required to design the documents.
|Exclusions are that errors can be irreplaceable in the project which leads to completing the tasks on time of the project (Severa, et al., 2019).||Conditions are made in the project that work will be completed on time and ensure that proper work will be completed on time for achieving the objectives of the project.|
Acceptance criteria of the project are that it must be completed by the project members within the given time and ensure that project is completed by using the resources and there will be optimum utilization of resources.
Project assumptions and constraints are such as –
- Allocation of resources is not done completely.
- Turnover of employees has been increased which leads to not completing the project on time.
- Few resources of completing the project of shifting the infrastructure can be delayed and it is considered as the limitation or challenge.
Exclusions of the project state that results can be varied and there can be differences in completing the project which leads to requirements that cannot be implemented in the project.
Time constraints –
1) While looking at the changes of the scope impact and by considering time constraints.
2) The requirement of project scope change is done in the extra time regardless of the more time is not given.
3) In some cases, for completing the project there is not enough time.
4) This leads the workload overloading and tasks overlapping.
Cost constraints –
1) There is the extra work in scope changes which means the cost added.
2) There is a budget effect on the project scope changes.
3) On the tasks the money is spent and the starting is there.
4) Established budget should be kept in mind.
5) How much the scope change will cost on the projects?
Quality constraints –
1) The greater risk is imposed on the project regarding scope changes as quick fixes are used.
2) The project quality can be reduced of the project.
3) The delivery aim should be there and outline the desired outcomes with the plans.
4) The expectations in the project should meet the requirements of the customer and client.
5) consider that the quality of the project is meeting the required standards.
The steps that are included in the procedures of change control are –
1) Gain acceptance
3) Test and build
6) Record Beheshti (Fakher, et al.,2017).
To – Manger
There are the project boundaries that ensure the project scope and details, there should be measurable boundaries, and the project deliverables, service specification, and constraints are included in the project boundaries. Some negotiation boundaries consist of project courses, and some issues are factored and it is challenging the project boundaries. By the process of communication, specifying expectations and overestimating the negotiation boundaries can be achieved. The project outputs, outcomes, and benefits should be established measurable.
The management of the project scope can be done by scope planning, the management of scope plan includes information on the unforeseen circumstances handling the whole project, how the acceptance on the deliverables will be done, and how the work breakdown structure and deliverables can be accepted and how they will come up with some scope statements will be done in planning. The project managing will be done by managing the boundaries that are mentioned above.
The need for communication will be understood, the change will be documented, change evaluation and impact understanding in budget, schedule, and scope.
The process of reviewing the project is done by the team members of the project and the project manager. The review scheduling is important so that the project can be conducted in the perfect manner that should not be disruptive. The areas that require attention in the project are identified in the process of project review to make successful the project, the project team, and the project manager. By the use of three-phase, the conducting of the project review will be done and they are mentioned below –
1) Initiation phase – The Entry packet is compiled by the team of project review, for understanding the process of project review the materials are contained to help PM. In the initiation phase the questions, checklist, and document overview will be done to start the project planning. The documents for initiating the project will be required. The roles of the project participants will be identified by the project manager.
2) Research phase – In the research phase, the two activities are there that are: Interviews and documentation review. At the time of reviewing the document, the analysis is done for ensuring the requirements of the project. The project is evaluated in this phase. For implementing the project, research is important for the project to provide success to the employee, organization, and project manager.
3) Report phase – The project manager will provide the review report. To ensure the review team and project manager miscommunication the briefing is there so that it could not happen. In the existing opinions, there can be differences, the final decision will be made by the PRL and it include the review report of the project. The collected information will be formalized by the review team during the findings of the post-review, review, and analysis of the pre-review. Schedule the review of follow-up if there is any determined risk in the project. The report of the project review will be provided to the project manager to review the outcomes of the report (Alsudiri, et al.,2013).
1) Sharing a big idea.
2) Benefits defining.
3) Roadmap creating.
4) Pitch making.
5) Keep the simple presentation.
Four groups that are considered as appropriate authorities are –
For convincing the intended business case the decision-makers of the particular merits provide the action course. It is the part of documenting the project: if the description of the project brief is there then the explanation of the project plan is there, and the business case is set.
The planning of the resources should be done in advance and know about the requirement regarding the work in the organization. Confirm the availability of resources and the skills that should be checked by the project planning team so that there should be the perfect project.
Authorization for expending resources
the proposal needs to be present and business case reviewing is important for taking an authorization on expending of resources.
Authorization from organization
The project manager provides the approval on the project expenses and the authority is provided to them.
Under the governance framework, the project details are provided, and it consists of procedures, processes, and standards that should be followed in the project. Within the arrangements of project governance, the project authorities and delegation need to be confirmed (Too & Weaver.,2014).
1) Task identification
2) Choose who will delegate a task
3) Confirm interest level
4) Define task clearly
5) The accountability, authority, and responsibility level clarifying
6) Establish completion dates and timeframes
Without authorities, organizations can’t survive. Accountability, authority, and responsibility are the main elements in the organization and inter-related with each other.
Help in defining the project scope is done by work breakdown structure and by subdividing the project deliverables and scope statement taking into manageable, smaller activity packages.
Defining the boundaries is done as auditable and measurable characteristics and the project objectives are linked closely. The holistic perception of the project is created, determine exclusions and limits of a project, and the project scope content forming in expected terms.
1) Site visits and vendor surveillance
2) Job requirements
3) Planning human resources
1) Project goals – for completing the project the planning is done. The goals of the project will identify the project extent and the duration.
2) Group accountability – The responsibilities and roles of the project participants will be defined in the chart of project governance and by that the accountability of the group can be formed.
3) Product scope – In the statement of project scope the key characteristics are defined and the production of the product in the project is defined (Ferraro & O’Mahony.,2012).
Objectives of the project are identified by determining the purpose of the project for which it has been identified and examining the project goals, and they are considered as the long-term results of the project.
SMART goals stand for
- S means the goals must be specific.
- M means the goals must be measurable (Kononova, et al., 2019).
- A means the goals must be achievable.
- R means the goals must be realistic.
- T means the goals must be achieved in time (Kononova, et al., 2019).
6 examples of project deliverables are such as –
- Proposals that will be prepared are considered as an example of project deliverables.
- Proposals are an example of project deliverables.
- Building permits
- Designing documents.
- Site Investigation reports are examples of project deliverables.
- Design review.
WBS means the work breakdown structure which defines what all the activities will be done in what period, also which activities will be done initially, and then what are the secondary activities.
Change Management means the management of change and development in the organization, it means defining the methods and processes that are implemented in the organization that will be changed in the internal and external processes (Galli, et al., 2018).
Role of project authority in the project means that the project manager has the power or authority to act in the ability of the project on the behalf of the organization.
To communicate with the project stakeholders of the project, it ensures that methods used are such as conducting meetings and sending emails to communicate the objectives of the project.
Common risks in the project are such as delays in the project, costs overrun in the project, also other examples are scarcity of resources and employee turnover increases.
Steps involved in preparing the project scope management areas firstly collect the required inputs of the project, and then the work breakdown structure need to be prepared, and then the WBS will be translated into the discrete tasks, project requirements will be identified, project scope management will be prepared and then the process will be identified.
Project report issues will be identified and communicated to the management are when any issue incurred or it will be communicated via email or conduct meeting or we can directly report to the manager that issues are incurred.
Six steps in change control of project are such as –
- the First step is to plan and process.
- the Second step is analyzing the scope of the project.
- Then third step is to review the process and analyze the proposal of the project.
- Build a test of the project proposal.
- Implement the project proposal.
- Close the control of the project.
It is important to measure the performance of the project scope management plan because it helps to identify what are the issues in the project scope management and the need to address those issues.
If non-compliances are seen in the project, then there are several steps such as –
Firstly, identify what compliance is not followed,
Then the second step is to report what is not followed.
The next step is to take action so that compliances will be followed in the organization.
Controls will be taken to address non-compliance in the project are such as firstly maintaining the rationality, responsibility will be placed where it belongs, and then explain the directive, and then set reasonable limits, to enforce the limits is the control method, and stress the negative.
3 techniques that are used to measure the project progress are such as –
- Units Completed Ratio – Units completed will track the tasks that are already done, and each iteration can be measured.
- Incremental Milestones – Incremental milestones are anothermethod used for achieving the project progress such as identifying whether the milestone has been achieved or not.
- Cost Ratio –The cost Ratio is used to determine the costs and its benefits of the project which helps to determine whether the cost has been covered or not and it’s generating the benefits equal to the costs.
To report the scope change in the project, I will report to the project manager and identify the changes and objectives of the project (Chipulu, et al., 2019).
PIR is a Passive infrared sensor it leads to detecting the energy in the surrounding environment, and it is an electronic sensor that measures light radiating from the objects. PIR sensors are commonly known as security alarms as well as known as automatic lighting applications.
To review the project outcomes, it is necessary to do that identify whether the objectives are achieved or not, and consider the areas of improvement. Identify what are the areas of improvement so that actions can be taken to improve the areas (Chipulu, et al., 2019).
An effective method of communicating the changes to the stakeholders is to conduct meetings with the stakeholders and state to them what changes are required in the documents and the objectives of the project.
To store the project documents in google drive and Microsoft One Drive are some of the best methods considered for storing the project documents, and it will ensure that they are secured safely in the organization and can use again when it is required.
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