© Elizabeth Harrin May 2006 1 Scope Management Elizabeth Harrin PROMS-G London, 11 May 2006
Mar 26, 2015
© Elizabeth Harrin May 2006 1
Scope Management
Elizabeth Harrin
PROMS-G
London, 11 May 2006
© Elizabeth Harrin May 2006 2
Agenda
What is scope?
Why is it difficult to manage?
Improving scope management
Two items that have to be in scope
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A definition ...
Scope is the ‘what’ of your project:
a high-level statement of what you are going to do
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Scope stats
The average project:
goes through four formal versions of scope only achieves 93% of what it set out to deliver
(falling to 67% on projects that are delayed or over budget)
will evolve more through in-house changes than through the customer’s changes
Yet scope is the number one way to judge a project’s success
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Some difficulties
Assumptions
Mental model mismatch
Scope creep
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Assumptions
Statements made during a project that are not based on known or certain facts
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Assumptions
Things you have to assume because you don’t yet know
Things you are taking for granted will stay the same
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Assumptions
It lay on its side in such a way that the solid parts of the block formed a roof and a floor, both waterproof, and the hollows made two spacious rooms. Lined with bits of leaves, grass, cloth, cotton fluff, feathers and other soft things Mrs Frisby and her children had collected, the house stayed dry, warm and comfortable all winter. A tunnel to the surface-earth of the garden, dug so that it was slightly larger than a mouse and slightly smaller than a cat’s foreleg, provided access, air, and even a fair amount of light to the living room. The bedroom, formed by the second oval, was warm but dark, even at midday. A short tunnel through the earth behind the block connected the two rooms.
“
”Mrs Frisby and the Rats of NIMH, Robert C O’Brien (1971)
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Mental model
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Exercise
Pair up
Person 1 draws a house on a piece of paper
Person 1 describes their house to Person 2
Person 2 draws a house based on Person 1’s description
Compare drawings!
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Scope creep
Scope creep happens because:
it is difficult to say no
it is easier to say yes
all those little changes can’t hurt
it will be a better project if we include those changes
and so on...
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The triangle
Scope
Resources TimeScope
Resources Time
Scope
Resources Time
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Beat the issues
Involve users in scope definition
Manage risks and issues
Manage changes
Keep it small
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Using users
Be clear
Document what is not included in the project
Clarify your understanding
If we did this, what would be left out?
What would we do that is really unnecessary?
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Risks and issues
Changes result in risks/issues
Risks/issues result in changes
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Changes
Any change will:
need to be analysed for its impact on project objectives
need to be analysed for its impact on project scope
modify your existing plans
need to be recorded properly for a complete audit trail
Remember: changes are good!
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Keep it small
PilotProof of concept
PhasesShort tasks
Phased implementation approach
Extended pilot
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Two essentials
Don’t forget to include these in your scope:
Benefits plan Post-project review
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Benefits
How do you know if you have done a good job?
By tracking benefits:
Define success criteria
Establish the current baseline
Monitor ongoing achievement against targets
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PPR
analyse what went well
to review the key challenges
to bring everyone together at the end of the project to formally close it
to formalise the key lessons learnt during the project
to record this knowledge for other projects
A post-project review is a debrief at the end of the project to:
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Questions?