IT4306 · IT Project Management · Level II Sem 4

Topic 5: Project Scope Management

University Q&A Practice — 10 Key Questions with Diagrams

Reference: Managing IT Projects — Kathy Schwalbe, 9th Edition
PROGRESS
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How to use: Click a card to reveal its summarised answer. Diagrams are included to help visualise key concepts.
01
What is Project Scope Management? Define "scope" and "deliverable" and list all five main processes.
Core Concept
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▶ Answer

Scope — all work involved in creating the project's products and the processes used to create them.

Deliverable — any product produced as part of a project (hardware, software, documents, etc.).

Project Scope Management defines and controls what is and is not included in a project.

PROCESS 1 Scope Planning PROCESS 2 Scope Definition PROCESS 3 Create WBS PROCESS 4 Scope Verification PROCESS 5 Scope Control
Figure 5-1 · Five Project Scope Management Processes
All five processes work together to ensure the project does all required work — and only the required work.
02
What is a Scope Management Plan? What are its key inputs and typical contents?
Scope Planning
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▶ Answer

A Scope Management Plan describes how the team will prepare the scope statement, create the WBS, verify deliverables, and control scope changes. It is a subsidiary part of the Project Management Plan.

INPUTS • Project Charter • Preliminary Scope Stmt • Project Mgmt Plan SCOPE MANAGEMENT PLAN subsidiary of Project Mgmt Plan created during Scope Planning CONTENTS • How to define scope • How to get formal acceptance • How to control changes
Figure 5-2 · Scope Management Plan — Inputs & Contents
03
What is a Requirements Management Plan and an RTM? What happens when requirements are poorly managed?
Requirements
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▶ Answer

A Requirements Management Plan documents how requirements will be analyzed, tracked, prioritized, and managed. A Requirements Traceability Matrix (RTM) links each requirement from its source through design, implementation, and validation.

Requirements Traceability Matrix (RTM) — Sample Req. No. Name Category Source Status R32 Laptop memory Hardware Project charter & corporate specs Complete – laptops ordered (16 GB) R15 User login module Software Stakeholder meeting Jan 10 In Progress R07 Backup schedule Infrastructure System requirements doc Not Started RTM links: source requirement → design decision → test case → deliverable
Figure 5-3 · Sample Requirements Traceability Matrix (RTM)
Poor requirements management leads to: missing requirements · misunderstandings · uncontrolled feature creep · costly rework.
04
What is a WBS? Define decomposition and explain the two main ways a WBS can be organised.
WBS
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▶ Answer

A WBS is a deliverable-oriented grouping of project work that defines the total scope of the project. It is the foundation for planning schedules, costs, and resources. Decomposition = subdividing deliverables into smaller, manageable work packages.

WBS Organised by Product (Intranet) Intranet Web Site Design Home Page Design Marketing Pages Sales Pages Site Map Graphic Design Programs Text Images Hyperlinks (same sub-items under Marketing & Sales Pages)
Figure 5-4 · WBS Organised by Product
WBS Organised by Phase (Intranet) Level 0 – Project Level 1 – Phase Level 2 – Task Level 3 – Sub-task Intranet Project Concept Web Site Design Web Site Dev. Roll Out Support Evaluate Systems Define Requirements User Req. Content Req. ··· (further sub-tasks under each phase)
Figure 5-5 · WBS Organised by Phase
05
Describe all five approaches for developing a WBS. Which suits which situation?
WBS Approaches
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▶ Answer
Five Approaches for Developing a WBS ① TOP-DOWN Start big → break down. Best for PMs with broad technical insight. ② BOTTOM-UP Tasks first → roll up. Team-driven; can be very time-consuming. ③ ANALOGY Reuse WBSs of similar projects and tailor them. Saves time. ④ USING GUIDELINES Org. or govt templates (e.g. DOD). MS Project has built-in templates. ⑤ MIND MAPPING Visual, non-linear brainstorming. Unlocks creativity; boosts morale. Works with top-down or bottom-up.
Figure 5-6 · Five WBS Development Approaches
Mind mapping is ideal when scope is unclear or creative brainstorming is needed. It is the only approach that explicitly unlocks creativity and increases team participation and morale.
06
What is Scope Verification? How does it differ from Scope Control, and why is it difficult in IT projects?
Scope Verification
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▶ Answer
Scope Verification vs. Scope Control SCOPE VERIFICATION Formal acceptance of completed deliverables ✔ Customer inspection ✔ Sign-off on key deliverables ✔ Happens at end of each phase VS SCOPE CONTROL Managing scope changes (ongoing) ✔ Influencing change factors ✔ Processing changes formally ✔ Continuous throughout project
Figure 5-7 · Scope Verification vs. Scope Control

Why difficult in IT? Hard to write a good scope statement; IT projects commonly suffer from scope creep. Real failures: FoxMeyer Drug (bankruptcy), Grumman ("Naziware"), 21st Century Insurance (wasted cost on unnecessary custom build).

07
What is scope creep? What are the goals of Scope Control and how is "variance" defined?
Scope Control
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▶ Answer

Scope Creep — the uncontrolled, gradual expansion of project scope without authorization. One of the most common and costly problems in IT project management.

Scope Creep — Uncontrolled Scope Growth Original Scope Creep Original Scope + Feature A + Feature B + Feature C Planned Scope Scope After Creep
Figure 5-8 · Illustration of Scope Creep

Goals of Scope Control: influence factors that cause changes · ensure changes go through integrated change control · manage changes when they occur.

Variance = difference between planned and actual performance. Monitoring variance detects scope creep and cost/schedule deviations early.
08
How does scope definition evolve from Project Charter to the final Scope Statement? Give an example.
Scope Definition
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▶ Answer

Scope is progressively elaborated — it becomes clearer and more specific at each stage of the project.

Progressive Elaboration — IT Upgrade Project PROJECT CHARTER Stage 1 · Vague "Upgrades may affect servers…" Just enough detail to authorise the project PRELIM. SCOPE STMT Stage 2 · More Detail "Additional servers must be compatible. CIO must approve enhancements two weeks before install." SCOPE STATEMENT v1 Stage 3 · Fully Specific "Purchase 10 servers: 2 each for Web, network, database, app & printing. Location plan in Appendix 8."
Figure 5-9 · Progressive Elaboration: Charter → Preliminary → Final Scope Statement
Progressive elaboration ensures all stakeholders share a common understanding of what is included — reducing disputes and costly rework.
09
What are the key suggestions for improving user input? Why is user involvement critical?
User Input
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▶ Answer

Poor user involvement is one of the most common causes of IT project failure. Genuine stakeholder engagement is essential throughout the project life cycle.

Key Suggestions for Improving User Input 1 Good Project Selection Process Insist sponsors come from the user organisation 2 Users in Key Roles Requirements, UI design & release planning 3 Sign-Off on Key Deliverables Formal acceptance checkpoints at meetings 4 Regular Meetings with Agendas Keep stakeholders aligned and informed 5 Deliver Regularly Builds trust; keeps feedback flowing 6 Don't Over-Promise Never commit to what you cannot deliver
Figure 5-10 · Six Suggestions for Improving User Input
10
What considerations apply to Scope Management in Agile/Adaptive environments vs. traditional approaches?
Agile / Adaptive
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▶ Answer
Traditional vs. Agile Scope Management TRADITIONAL (Predictive) ✦ Scope fixed upfront ✦ Detailed scope statement created early ✦ Changes go through formal CCB ✦ Scope verified at phase end ✦ Variance tracked against baseline Aim: do exactly what was planned VS AGILE (Adaptive) ✦ Scope evolves each iteration ✦ Use prototyping, use cases, JAD ✦ Requirements kept current in writing ✦ Testing throughout the life cycle ✦ Dedicated resources for change requests Aim: embrace change through structured process
Figure 5-11 · Traditional vs. Agile Scope Management
Key difference: Traditional = fix scope upfront. Agile = embrace change, but still control it through a requirements management process, regular reviews, and continuous stakeholder involvement.