Session 4 gdas pmp study group presentation

© 2005 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice

GDAS PM Professions:PMP Study Group

Monique HowardSeptember 25, 2008

Session #4: Scope Management

Agenda

• Scope Management• Open Forum: Participant Questions• Study Group Questions• Wrap Up

Scope Management• Means constantly checking to make sure

you are completing all the work• Means not letting people randomly add to

the scope of the project without a structured change control system

• Means making sure all changes fit within the project charter

• Means defining and controlling what is and is not included in the project

• Means preventing extra work or gold plating

Scope Management• Know the difference between product and project scope

− Product Scope: requirements that relate to the product of the project− Project Scope: the work you need to do to deliver the product of the project

• Scope Planning− Scope Management Plan: how scope will be planned, executed and controlled

• Scope Definition: primary concerned with what is and not included in the project− Output: Project Scope Statement (living document throughout the life of the project)

• Create WBS− The WBS is deliverable oriented and breaks the project into smaller more manageable

pieces− Decomposition: The work is decomposed into smaller pieces called work packages. Work

packages are divided further into schedule activities. Work packages are assigned to individuals or parts of the performing organization.

− The level higher than a work package is called the control account. This is the level where cost can be estimated

− Output: WBS, WBS Dictionary, Scope Baseline• Scope Verification

− the act of checking the work against the project management plan, WBS and WBS dictionary, and meeting with the customers to gain formal acceptance of deliverables

− Can be done at the end of each project phase and during monitoring and controlling− Scope Verification and Quality Control can overlap− Both are similar in that both involve checking for the correctness of work− However, the primary focus of scope verification is customer acceptance of the

deliverables while quality control involves meeting the quality requirements specified for the deliverables Performed whenever a project is terminated to verify the level of completion

• Scope Control

Open Forum: Participant Questions

If you have a question, raise your hand

1. When you started creating a Work Breakdown Structure for your project, you soon realized that it was too complicated to be done on a single piece of paper. You then started using a Work Breakdown Structure numbering system to

A. Determine the complexity of the projectB. Determine the level at which individual WBS elements are foundC. Help in automating the WBS using appropriate softwareD. Present justification for the project

1. When you started creating a Work Breakdown Structure for your project, you soon realized that it was too complicated to be done on a single piece of paper. You then started using a Work Breakdown Structure numbering system to

A. Determine the complexity of the projectB. Determine the level at which individual WBS elements are foundC. Help in automating the WBS using appropriate softwareD. Present justification for the project

Correct Choice: BJustification: Each WBS component, including work packages and control accounts within a WBS, is generally assigned a unique identifier from a code of accounts. These identifiers provide a structure for hierarchical summation of costs, schedule and resource information.

Reference: PMBOK Third Edition, Page Number: 117

pmstudy.com comments: The items at the lowest level of the WBS may be referred to as work packages, especially in organizations that follow earned value management practices. These work packages may, in turn, be further decomposed in a subproject work breakdown structure. WBS numbering system determines the level at which individual WBS elements are found

2. Your project involves manufacturing high-precision engine subassemblies for the shipping industry. You have to perform several activities such as measuring, examining, and verifying to determine whether work and deliverables meet requirements and product acceptance criteria. You would have to do several reviews, product reviews, audits and walkthroughs. These activities are carried out in which process?

A. Scope VerificationB. Quality InspectionC. Scope PlanningD. Change Control Process



Correct Choice: AJustification: Inspection(which is a Tool for Scope Verification) includes activities such as measuring, examining and testing undertaken to determine whether results conform to requirements. Inspections are variously called reviews, product reviews, audits and walk-throughs.






Correct Choice: A Justification: Inspection(which is a Tool for Scope Verification) includes activities such as measuring, examining and testing undertaken to determine whether results conform to requirements. Inspections are variously called reviews, product reviews, audits and walk-throughs.


4. As a project manager, you are responsible for managing changes to the project scope. If during the end of the project, a customer wants to make a major change to the scope of work, you should:

A. Reject the changeB. Make the required changeC. Escalate to senior managementD. Let the customer know about the impact of the change

4. As a project manager, you are responsible for managing changes to the project scope. If during the end of the project, a customer wants to make a major change to the scope of work, you should:

A. Reject the changeB. Make the required changeC. Escalate to senior managementD. Let the customer know about the impact of the change

Correct Choice: D Justification: If there is a major change to the project, the Project Manager should try to influence the change to minimize the impact on the project. Usually the project manager is advised to do the following:

1. Evaluate the impact of the change within the team2. Let the customer(or person requesting the change) know about the impact of the change3. If changes are required, then open a change control and get it approved - definitely inform the management and the change control board about the impact of the changes4. If changes are approved by the change control board, then make the appropriate changes in the project plan

Reference: pmstudy.com notes as mentioned above

5. In your project, you use product analysis to translate project objectives into tangible deliverables and requirements. All the following tools are used for product analysis EXCEPT:

A. Value EngineeringB. Value AnalysisC. Product BreakdownD. Benefit/Cost Analysis

5. In your project, you use product analysis to translate project objectives into tangible deliverables and requirements. All the following tools are used for product analysis EXCEPT:

A. Value EngineeringB. Value AnalysisC. Product BreakdownD. Benefit/Cost Analysis

Correct Choice: D Justification: Product analysis includes techniques such as product breakdown, systems analysis, systems engineering, value engineering, value analysis and functional analysis.

Reference: PMBOK Third Edition , Page Number: 110

6. You recently joined as the project manager of ABC Company. The outgoing project manager mentioned that of late, she had been facing several issues with new change requests. The customers were located in the same office and they interacted directly with the project team and, at times, informally asked for some changes in the project`s product. If the changes were small, the project team members usually agreed to do the changes. The project manager found it difficult to prioritize activities and ensure that tasks are done as per schedule. The project had 50 team members and there was some discontent amongst them about the work they were supposed to do.

What should be your first priority in this project?

A. Create a detailed project scope statementB. Align the project objectives with the organizational goalsC. Ensure proper project scope controlD. Call a meeting of all the project stakeholders to determine and resolve any

outstanding issues

6. You recently joined as the project manager of ABC Company. The outgoing project manager mentioned that of late, she had been facing several issues with new change requests. The customers were located in the same office and they interacted directly with the project team and, at times, informally asked for some changes in the project`s product. If the changes were small, the project team members usually agreed to do the changes. The project manager found it difficult to prioritize activities and ensure that tasks are done as per schedule. The project had 50 team members and there was some discontent amongst them about the work they were supposed to do.

What should be your first priority in this project?

A. Create a detailed project scope statementB. Align the project objectives with the organizational goalsC. Ensure proper project scope controlD. Call a meeting of all the project stakeholders to determine and resolve any

outstanding issuesCorrect Choice: C Justification: Project scope control is concerned with influencing the factors that create project scope changes and controlling the impact of those changes. Scope control assures that all requested changes and recommended corrective actions are processed through the project integrated change control process. Project scope control is also used to manage the actual changes when they occur and is integrated with the other control processes. Uncontrolled changes are often referred to as project scope creep.

Reference: PMBOK Third Edition Page 119

pmstudy notes: Option 1: The project scope statement should already be prepared since the project is in execution stage. Option 2: Aligning the project objectives with the organizational goals happens in initial stages of the project i.e. when the project charter is being created. Option 3: This is the correct answer. Usually, if there is no proper project scope control, there might be scope creep, reprioritization of activities and discontent among team members who do not know what each person is supposed to do. Option 4: Calling a meeting will not resolve the outstanding issues related to scope creep and not having proper project scope control

7. A project was terminated early because of funding related issues. The project manager met the customer to establish and document the level and extent of project completion. What tool should be used for the purpose?

A. Performance MeasurementB. Scope Change Control SystemC. InspectionD. Earned Value

7. A project was terminated early because of funding related issues. The project manager met the customer to establish and document the level and extent of project completion. What tool should be used for the purpose?

A. Performance MeasurementB. Scope Change Control SystemC. InspectionD. Earned Value

Correct Choice: C Justification: Scope Verification:... If the project is terminated early, the project scope verification process should establish and document the level and extent of completion. A tool used for project scope verification is "Inspection". Also, please refer to Figure 5-9


8. As a project manager, you are creating a document that describes the conditions or capabilities that must be possessed by the deliverables of the project to satisfy a contract, standard, specification, or other formally imposed documents. This document will also be referred to as:

A. Product scope descriptionB. Project requirementsC. Product acceptance criteriaD. Project objectives

8. As a project manager, you are creating a document that describes the conditions or capabilities that must be possessed by the deliverables of the project to satisfy a contract, standard, specification, or other formally imposed documents. This document will also be referred to as:

A. Product scope descriptionB. Project requirementsC. Product acceptance criteriaD. Project objectives

Correct Choice: B Justification: Project Requirements: Describes the conditions or capabilities that must be met or possessed by the deliverables of the project to satisfy a contract, standard, specification, or other formally imposed documents.


9. Your management is evaluating a project which requires an investment of $ 500,000. The expected inflow is $ 100,000 for the first year, and $ 300,000 for every year after that. What is the payback period?

A. 2 yearsB. 2 years, 4 monthsC. 3 yearsD. Cannot be determined because discount rate is not specified

9. Your management is evaluating a project which requires an investment of $ 500,000. The expected inflow is $ 100,000 for the first year, and $ 300,000 for every year after that. What is the payback period?

A. 2 yearsB. 2 years, 4 monthsC. 3 yearsD. Cannot be determined because discount rate is not specified

Correct Choice: B Justification: Payback Period = Number of years required for an organization to recapture an initial investment

=$ 100,000 (1 year) + $ 300,000(2nd year) + $ 100,000(4 months, 3rd year)=$500,000So, payback period = 2 years, 4 months


10. You are the project manager for an initiative aimed at releasing a new product in the market. But because of government regulations, you will have to make some changes to the project scope and the WBS. Any approved modifications to the contents of the scope statement should be done through:

A. Scope Management Plan UpdatesB. Work Breakdown StructureC. Project PlanD. Project Charter

10. You are the project manager for an initiative aimed at releasing a new product in the market. But because of government regulations, you will have to make some changes to the project scope and the WBS. Any approved modifications to the contents of the scope statement should be done through:

A. Scope Management Plan UpdatesB. Work Breakdown StructureC. Project PlanD. Project Charter

Correct Choice: A Justification: Project Scope Management Plan (updates) : If approved change requests result from the Create WBS process, then the project scope management plan may need to be updated to include approved changes.


11. Your project is very critical for the company and must be completed within six months. The project charter has been signed, but the scope statement is not yet prepared. The management asks you to go ahead with the project without the scope statement being approved. What should you do? (SELECT THE BEST ANSWER)

A. Refuse to work on the project because the management is not following standard project management practices

B. Since time is of essence, you should start the project with inputs from the project charter

C. Meet the management and mention the problems you will face without a scope statement

D. Escalate the issue to the project sponsor and issue a risk memo

11. Your project is very critical for the company and must be completed within six months. The project charter has been signed, but the scope statement is not yet prepared. The management asks you to go ahead with the project without the scope statement being approved. What should you do? (SELECT THE BEST ANSWER)

A. Refuse to work on the project because the management is not following standard project management practices

B. Since time is of essence, you should start the project with inputs from the project charter

C. Meet the management and mention the problems you will face without a scope statement

D. Escalate the issue to the project sponsor and issue a risk memo

Correct Choice: C Justification: Without the scope statement, you do not have a good understanding of the project justification, product, project deliverables and project objectives. Without completing the scope statement, you do not have all the inputs for the scope definition and for the creation of Work Breakdown Structure. So, the best option is to talk to the management about the problems faced if there is no scope statement. So, Choice 3 is the "BEST AVAILABLE ALTERNATIVE"

* Choice 1 is an extreme step and is not recommended* Choice 2 will cause problems e.g. you will not be able to create a WBS without a list of deliverables which is available in the scope statement.* Choice 4 is an extreme measure and is not recommended


12. In your project, you are now interested in determining the cause of variance relative to the scope baseline and deciding whether corrective action is required. You should use:

A. Configuration Management SystemB. Variance AnalysisC. ReplanningD. Earned Value Spreadsheets

12. In your project, you are now interested in determining the cause of variance relative to the scope baseline and deciding whether corrective action is required. You should use:

A. Configuration Management SystemB. Variance AnalysisC. ReplanningD. Earned Value Spreadsheets

Correct Choice: B Justification: Variance Analysis: Project performance measurements are used to assess the magnitude of variation. Important aspects of project scope control include determining the cause of variance relative to the scope baseline and deciding whether corrective action is required.


13. Your company is going through a financial crisis and has set a pre-defined budget to work with. For your project, a pre-defined budget will become a:

A. RiskB. AssumptionC. ConstraintD. Stage point

13. Your company is going through a financial crisis and has set a pre-defined budget to work with. For your project, a pre-defined budget will become a:

A. RiskB. AssumptionC. ConstraintD. Stage point

Correct Choice: C Justification: Project Constraints: ... a predefined budget or any imposed dates (schedule milestones) that are issued by the customer or performing organization


14. You are explaining the importance of Work Breakdown Structure (WBS) to your project team members. In this context, all the following statements about Work Breakdown Structure(WBS) are correct EXCEPT:

A. It is a hierarchical decomposition of workB. Planned work contained in the lowest level WBS components are also

called WBS dictionariesC. WBS subdivides the project work into smaller, more manageable pieces of

workD. WBS organizes and defines the total scope of work of the project

14. You are explaining the importance of Work Breakdown Structure (WBS) to your project team members. In this context, all the following statements about Work Breakdown Structure(WBS) are correct EXCEPT:

A. It is a hierarchical decomposition of workB. Planned work contained in the lowest level WBS components are also

called WBS dictionariesC. WBS subdivides the project work into smaller, more manageable pieces of

workD. WBS organizes and defines the total scope of work of the project

Correct Choice: B Justification: The planned work contained within the lowest-level WBS components, which are also called work packages, can be scheduled, cost-estimated, monitored and controlled.


15. Scope Verification is the process of obtaining stakeholder`s formal acceptance of the completed project scope and associated deliverables. In this context, which statement related to Scope Verification is correct?

A. Scope Verification is similar to Quality Control.B. Quality Control is generally performed before Scope Verification, but

these two processes may also be done in parallel.C. Scope Verification indicates the end of a project.D. Scope Verification is the final sign-off from the sponsor and customer.

15. Scope Verification is the process of obtaining stakeholder`s formal acceptance of the completed project scope and associated deliverables. In this context, which statement related to Scope Verification is correct?

A. Scope Verification is similar to Quality Control.B. Quality Control is generally performed before Scope Verification, but

these two processes may also be done in parallel.C. Scope Verification indicates the end of a project.D. Scope Verification is the final sign-off from the sponsor and customer.

Correct Choice: B Justification: Quality Control is generally performed before Scope Verification, but these two processes can be performed in parallel


16. One of your tasks as a project manager is to prepare a Scope Statement for your project. The scope statement provides:

A. Authorization to the project manager for using organizational resources for project activities.

B. Documentation of how the project scope will be managed and how scope changes will be integrated into the project.

C. Definition for Work Breakdown structureD. A documented basis for making future project decisions and for

confirming or developing a common understanding of the project scope among the stakeholders.

16. One of your tasks as a project manager is to prepare a Scope Statement for your project. The scope statement provides:

A. Authorization to the project manager for using organizational resources for project activities.

B. Documentation of how the project scope will be managed and how scope changes will be integrated into the project.

C. Definition for Work Breakdown structureD. A documented basis for making future project decisions and for

confirming or developing a common understanding of the project scope among the stakeholders.

Correct Choice: D Justification: Project Scope Statement: ... provides a documented basis for making future decisions or developing a common understanding of the project scope among the stakeholders.


17. Your company is constructing a dam and your project (which is being performed under a contract) mandates that you should be paying compensation to any person displaced because of the project. What kind of constraint is this?

A. SocialB. LegalC. EnvironmentalD. Humanitarian

17. Your company is constructing a dam and your project (which is being performed under a contract) mandates that you should be paying compensation to any person displaced because of the project. What kind of constraint is this?

A. SocialB. LegalC. EnvironmentalD. Humanitarian

Correct Choice: B Justification: When a project is performed under a contract, contractual provisions will generally be constraints.


pmstudy.com comments: Anything done under a contract becomes a legal constraint

18. Generally accepted methods for translating project objectives into tangible deliverables and requirements are also referred to as:

A. Product AnalysisB. Risk MeasurementC. Alternatives IdentificationD. Benefit/Cost Analysis

18. Generally accepted methods for translating project objectives into tangible deliverables and requirements are also referred to as:

A. Product AnalysisB. Risk MeasurementC. Alternatives IdentificationD. Benefit/Cost Analysis

Correct Choice: A Justification: Product Analysis: Each application area has one or more generally accepted methods for translating project objectives into tangible deliverables and requirements.


19. You have created a WBS Dictionary which you can use to:

A. Verify that the deliverables being produced and accepted are included in the approved project scope

B. Determine whether work and deliverables meet requirements and product acceptance criteria

C. Influence the factors that create project scope changes and control the impact of those changes

D. Get acceptance of the project scope from the customer

19. You have created a WBS Dictionary which you can use to:

A. Verify that the deliverables being produced and accepted are included in the approved project scope

B. Determine whether work and deliverables meet requirements and product acceptance criteria

C. Influence the factors that create project scope changes and control the impact of those changes

D. Get acceptance of the project scope from the customer

Correct Choice: A Justification: The WBS Dictionary is a component of the detailed project scope definition, and is used to verify that the deliverables being produced and accepted are included in the approved project scope.


20. Decomposition is the subdivision of project deliverables into smaller, more manageable components until the work and deliverables are defined at the work package level. This is a valuable tool for Scope Definition. However, decomposition may not be possible for a deliverable or subproject if:

A. The deliverable or subproject is very complicatedB. The deliverable or subproject is already being producedC. The deliverable or subproject will be accomplished after a very long

time (i.e. far into the future)D. None of the above : Decomposition of deliverables is always possible

20. Decomposition is the subdivision of project deliverables into smaller, more manageable components until the work and deliverables are defined at the work package level. This is a valuable tool for Scope Definition. However, decomposition may not be possible for a deliverable or subproject if:

A. The deliverable or subproject is very complicatedB. The deliverable or subproject is already being producedC. The deliverable or subproject will be accomplished after a very long

time (i.e. far into the future)D. None of the above : Decomposition of deliverables is always possible

Correct Choice: C Justification: Decomposition may not be possible for a deliverable or subproject that will be accomplished far into the future.


21. As a project manager, you must formalize acceptance of the project scope and keep the project focused on the business need that it was undertaken to address. This should be done:

A. At the beginning of the projectB. At the end of the projectC. When required by the business sponsorD. After each phase of the project

21. As a project manager, you must formalize acceptance of the project scope and keep the project focused on the business need that it was undertaken to address. This should be done:

A. At the beginning of the projectB. At the end of the projectC. When required by the business sponsorD. After each phase of the project

Correct Choice: D Justification: Scope verification deals with formalizing acceptance of the project scope. This should be done at the end of each phase


22. You are the project manager for a software project responsible for creating a software tool for your finance department. Once the project is completed, maintenance of the product:

A. Will not be part of the project life cycleB. Will be included in project life cycle because the same resources will be

used for maintaining the product as those who developed the product.C. May be included in the project life cycle if determined by the

managementD. Will become another project

22. You are the project manager for a software project responsible for creating a software tool for your finance department. Once the project is completed, maintenance of the product:

A. Will not be part of the project life cycleB. Will be included in project life cycle because the same resources will be

used for maintaining the product as those who developed the product.C. May be included in the project life cycle if determined by the

managementD. Will become another project

Correct Choice: A Justification: Projects and operations differ primarily in that operations are ongoing and repetitive, while projects are temporary and unique


pmstudy.com comments: Maintenance is an ongoing activity and should never be part of any project

Wrap Up

Conference Number: 547-941-6414 or 866-547-8978Passcode: Leader – 844306338, Participant – 370670831

5 Time Management(PMBOK Chapters 6)

October 9 2:00pm EST Presenter: https://www.rooms.hp.com/attend/default.aspx?key=EHHS4NQJHR

Participant: https://www.rooms.hp.com/attend/default.aspx?key=EP44BUX8KS

Session 4 gdas pmp study group presentation

Documents

project project scope

project scope product

project scope statement

scope verificationb

scope planningd

project means

work packages

project output