Project Management Chapter 6: Scoping Techniques
48 Questions
2 Views

Choose a study mode

Play Quiz
Study Flashcards
Spaced Repetition
Chat to Lesson

Podcast

Play an AI-generated podcast conversation about this lesson

Questions and Answers

What is the primary risk of using untrained facilitators in a TPM project?

Untrained facilitators can lead to negative responses from stakeholders.

List one strength and one risk of the interview method in scoping a TPM project.

Strength: End-user participation; Risk: Descriptions may differ from actual detailed activities.

What is a potential risk when using prototyping in a project?

A potential risk is that the client may want to implement the prototype prematurely.

Why might a requirements workshop be overwhelming for a customer?

<p>A requirements workshop may overwhelm the customer due to the volume of information and the variety of stakeholder inputs.</p> Signup and view all the answers

Provide an example of a functional requirement.

<p>An example of a functional requirement is 'The system must allow users to log in using their email and password.'</p> Signup and view all the answers

Give an example of a non-functional requirement.

<p>An example of a non-functional requirement is 'The system should load within 2 seconds under normal operating conditions.'</p> Signup and view all the answers

What characterizes a global requirement in a project?

<p>Global requirements describe the highest level of requirements within a system or product.</p> Signup and view all the answers

What is an example of a product/project constraint?

<p>An example of a product/project constraint is 'The application must be developed within a budget of $50,000.'</p> Signup and view all the answers

What is the overarching goal of the cost containment program?

<p>To keep office supply expenses within budget by the end of the next fiscal year.</p> Signup and view all the answers

Identify one objective related to office supply management from the content provided.

<p>Establish a departmental office supply budgeting and control system.</p> Signup and view all the answers

How much should the total project cost be relative to the current office supply budget?

<p>Less than 4% of the current year office supply budget.</p> Signup and view all the answers

What is the expected outcome regarding office supply requests?

<p>At least 98% of office supply requests are filled on demand.</p> Signup and view all the answers

Mention one assumption made about the central stores operation.

<p>Central stores can be operated at or below the breakeven point.</p> Signup and view all the answers

What is the significance of having management support for the cost containment program?

<p>It ensures that the initiatives are consistently enforced and that resources are allocated appropriately.</p> Signup and view all the answers

How should employee awareness be addressed according to the objectives?

<p>By increasing awareness of copying practices that can reduce costs.</p> Signup and view all the answers

What does the term 'POS Project Goal' refer to in the provided content?

<p>It refers to a statement on how to address the identified problem or opportunity.</p> Signup and view all the answers

What does RBS stand for in the context of TPM projects?

<p>RBS stands for Requirements Breakdown Structure.</p> Signup and view all the answers

How does the RBS approach benefit clients during project planning?

<p>The RBS allows clients to stay within their comfort zone and work collaboratively with the project team.</p> Signup and view all the answers

What is a key characteristic of the RBS related to its structure?

<p>The RBS is a deliverables-based approach that remains client-facing.</p> Signup and view all the answers

Why is the completeness of the RBS considered important when choosing a PMLC model?

<p>The degree of completeness of the RBS determines the suitability of different PMLC models.</p> Signup and view all the answers

What challenges might arise in the management of project requirements?

<p>Conflicting requirements from different parties and the evolving nature of business conditions can pose challenges.</p> Signup and view all the answers

What advantage does the RBS offer in terms of facilitator requirements?

<p>The RBS does not require a trained facilitator for its implementation.</p> Signup and view all the answers

In what way does the RBS present an intuitive approach to requirements gathering?

<p>The RBS presents an intuitive method that is familiar to clients, simplifying the requirements gathering process.</p> Signup and view all the answers

How can the RBS help in visualizing a project's defined solution?

<p>The RBS paints a clear picture of how well-defined the solution is based on the requirements collected.</p> Signup and view all the answers

What are the conditions under which high-level requirements can serve as project objectives?

<p>High-level requirements can be used as project objectives when they align with the project's success criteria and provide measurable outcomes that address specific problems or opportunities.</p> Signup and view all the answers

List the three components of the IRACIS project success criteria.

<p>The three components are Increasing Revenue (IR), Avoiding Cost (AC), and Improving Service (IS).</p> Signup and view all the answers

Why is it important to use quantitative metrics for project objectives?

<p>Quantitative metrics are important because they provide clear, measurable targets that enable evaluation of project success and accountability.</p> Signup and view all the answers

Identify two types of obstacles that can affect a project's success.

<p>Technological obstacles, such as obsolescence, and interpersonal obstacles, including working relationships, can significantly affect project success.</p> Signup and view all the answers

What role do management review questions play in the project approval process?

<p>Management review questions help evaluate the project's alignment with organizational goals, clarify objectives, and assess feasibility and value.</p> Signup and view all the answers

Who are the key participants typically involved in the project approval process?

<p>Key participants include the core project team, project manager, resource managers, function/process managers, client, and senior management.</p> Signup and view all the answers

Describe how risks are related to project objectives and success criteria.

<p>Risks must be evaluated against project objectives and success criteria to determine if the potential benefits outweigh the negative impacts on project viability.</p> Signup and view all the answers

What is the purpose of conducting financial analyses such as cost/benefit analysis in project planning?

<p>Financial analyses provide insights into the feasibility of the project and help determine whether the expected benefits justify the costs.</p> Signup and view all the answers

What is the primary goal of involving the client during the scoping process?

<p>To ensure that the client's wants align with their actual needs and to keep them informed.</p> Signup and view all the answers

What document is created to outline the project's overall scope during the scoping meeting?

<p>The Project Overview Statement (POS).</p> Signup and view all the answers

List two key roles that should attend a project scoping meeting.

<p>The Project Manager and the Client Group.</p> Signup and view all the answers

What does RBS stand for in the context of project scoping deliverables?

<p>Requirements Breakdown Structure.</p> Signup and view all the answers

Why is it important to clarify the Conditions of Satisfaction (COS) during scoping?

<p>It ensures all parties agree on what constitutes success for the project.</p> Signup and view all the answers

What should be discussed to identify the gap between the current state and end state?

<p>The description of the current state and the problem or business opportunity.</p> Signup and view all the answers

What is a requirement in the context of project management?

<p>A requirement is a specific function or quality that the product or project must fulfill.</p> Signup and view all the answers

How can a project manager effectively manage client expectations?

<p>By actively communicating with the client and ensuring they understand project progress and limitations.</p> Signup and view all the answers

What defines a requirement in the context of a project?

<p>A requirement is a desired end-state that, when integrated into the solution, meets specific needs and delivers measurable business value.</p> Signup and view all the answers

How do high-level requirements contribute to business value?

<p>High-level requirements form a necessary and sufficient set to attain expected incremental business value.</p> Signup and view all the answers

What is the main goal of the Requirements Breakdown Structure (RBS)?

<p>The RBS aims to provide a structured framework that categorizes project requirements into manageable components.</p> Signup and view all the answers

Name two strengths of brainstorming as a requirements gathering technique.

<p>It reduces social inhibitions and stimulates idea generation among participants.</p> Signup and view all the answers

What is a significant risk associated with brainstorming sessions?

<p>A strong individual may dominate the session, stifling contributions from others.</p> Signup and view all the answers

List one approach to requirements gathering mentioned in the text.

<p>Interviews.</p> Signup and view all the answers

Why is it important that the RBS is client-facing?

<p>Being client-facing ensures that the RBS aligns with the client's perspective and needs.</p> Signup and view all the answers

What advantage does the Facilitated Group Session Method provide?

<p>It is excellent for managing cross-functional processes, enabling diverse input and collaboration.</p> Signup and view all the answers

Flashcards

Functional Requirement

Specifies what a product or service must do.

Non-Functional Requirement

Describes the qualities a product or service should have.

Global Requirement

Broad requirements for the entire system or product.

Product/Project Constraint

Requirements that are like design or project limits.

Signup and view all the flashcards

Interview Method (Strength)

End-users participate, providing high-level function and process descriptions.

Signup and view all the flashcards

Interview Method (Risk)

Descriptions might not match real activities, lack structure, or analyst bias.

Signup and view all the flashcards

Prototyping (Strength)

Innovative ideas, users clarify needs, required skills, and early proof of concept.

Signup and view all the flashcards

Prototyping (Risk)

Clients might want to implement, difficult to stop, and lacks documentation.

Signup and view all the flashcards

Office Supply Cost Containment Program Goal

To keep office supply expenses within budget for the next fiscal year.

Signup and view all the flashcards

Project Objective 1

Establish a system for departmental office supply budgeting and control.

Signup and view all the flashcards

Project Objective 2

Implement a central store for office and copying supplies.

Signup and view all the flashcards

Project Objective 3

Standardize office supplies (types and brands).

Signup and view all the flashcards

Project Objective 4

Train employees on reducing copying costs.

Signup and view all the flashcards

POS Problem/Opportunity

A statement of a problem needing a solution or a business opportunity needing to be realized.

Signup and view all the flashcards

POS Project Goal

A concise statement of how a problem or opportunity will be addressed.

Signup and view all the flashcards

POS Project Objectives

Specific, brief statements clarifying the project goal, often listing deliverables.

Signup and view all the flashcards

RBS (Requirement Breakdown Structure)

A hierarchical structure used to define project requirements, starting with the project goal and breaking down into progressively more detailed functions and sub-functions (e.g., Requirements 1, 1.1, 1.2).

Signup and view all the flashcards

RBS characteristics

Intuitive for clients, deliverables-based, consistent with project management methodologies (PMBOK), and remains client-focused during planning.

Signup and view all the flashcards

RBS Advantages

Intuitive approach to gathering requirements, doesn't require specialized facilitators, allows clients to work in familiar environments. It paints a clear picture of project scope and provides input needed for choosing a project management model.

Signup and view all the flashcards

Requirements Management Challenges

Managing many requirements at various levels, potential conflicts between requirements, multiple stakeholders with different needs, changes in business conditions, time sensitivity, and coordinating various parties.

Signup and view all the flashcards

PMLC Model Selection

The choice of which project management lifecycle model to use is heavily influenced by the thoroughness of the RBS.

Signup and view all the flashcards

Requirement Decomposition

Breaking down broad project requirements into more detailed and specific requirements, down to features and sub-functions.

Signup and view all the flashcards

Requirement Dependencies

Requirements are not isolated; they often impact each other, potentially creating conflicts.

Signup and view all the flashcards

Stakeholder Management

Managing diverse groups of stakeholders with various needs is a critical aspect of requirements management.

Signup and view all the flashcards

Success Criteria (IRACIS)

Quantitative metrics used to measure project success; focusing on increasing revenue, avoiding costs, and improving service.

Signup and view all the flashcards

Project Risks

Potential problems that could hinder project success.

Signup and view all the flashcards

Management Approval Questions

Important questions from management to evaluate project value and feasibility; considering problem/opportunity importance, alignment with CSFs, clarity of goals, objectives, and value.

Signup and view all the flashcards

Project Approval Process

Steps and individuals involved in gaining organizational approval for a project plan.

Signup and view all the flashcards

Technological Risks

Potential problems related to the project's technology, such as newness to the company or obsolescence.

Signup and view all the flashcards

Financial Analysis

Methodologies used to assess the financial feasibility of a project, including feasibility studies, cost-benefit analysis, breakeven analysis, and ROI.

Signup and view all the flashcards

Project Success Criteria (POS)

Quantitative metrics for success focusing on increasing revenue, avoiding cost, improving service to establish project outcomes.

Signup and view all the flashcards

Conditions of Satisfaction (COS)

A clear understanding of what needs to be achieved to satisfy both the client and the project team.

Signup and view all the flashcards

Project Overview Statement (POS)

A document that summarizes the project's scope, objectives, and key deliverables. It's a baseline for the project.

Signup and view all the flashcards

What is the purpose of a scoping meeting?

To capture the requirements for the project and establish a clear understanding of what needs to be done, including the project's scope and objectives.

Signup and view all the flashcards

Who are the key attendees in a scoping meeting?

Typically includes the project manager, client representatives, core team members, a facilitator, and a technographer.

Signup and view all the flashcards

What are the typical agenda items in a scoping meeting?

It includes introductions, outlining the meeting's purpose, defining the project's requirements, reaching agreement on the project's scope, and drafting the Project Overview Statement (POS).

Signup and view all the flashcards

List some key deliverables of a scoping meeting.

These include creating the RBS (Responsibility Breakdown Structure), assessing the RBS's completeness, classifying the project, determining the appropriate project management lifecycle model, and finalizing the Project Overview Statement (POS).

Signup and view all the flashcards

What is a requirement?

A statement describing something the product or project must do, produce, or possess to fulfill its purpose.

Signup and view all the flashcards

How does Project Management support Requirements in a project?

Project Management provides structure and tools to capture, prioritize, and manage requirements, ensuring the project delivers precisely what is needed.

Signup and view all the flashcards

Requirement

A desired end-state that fulfills needs and delivers measurable business value. A set of high-level requirements must be sufficient for achieving incremental business value.

Signup and view all the flashcards

Requirements Breakdown Structure (RBS)

A hierarchical representation of all project requirements, organized from the high-level project goal down to detailed features. Each level is a necessary and sufficient set for achieving business value.

Signup and view all the flashcards

RBS: Client-Facing

The RBS should be constructed in a way that is easily understood and relatable to the client.

Signup and view all the flashcards

Brainstorming (Strength)

Reduces social inhibitions, encourages free-flowing ideas, and boosts overall creativity within the group.

Signup and view all the flashcards

Brainstorming (Risk)

Can be dominated by a single strong personality, individuals might fear criticism, and evaluating the generated ideas can be challenging.

Signup and view all the flashcards

Facilitated Group Session (Strength)

Excellent for gathering diverse perspectives and collaborative problem-solving, leading to cross-functional solutions.

Signup and view all the flashcards

Facilitated Group Session (Risk)

Can be time-consuming, requires a facilitator to guide the process and ensure participation, and may struggle to reach consensus.

Signup and view all the flashcards

Study Notes

Effective Project Management

  • Traditional, Agile, Extreme, Hybrid
  • 8th Edition

Chapter 6: How to Scope a TPM Project

  • Using tools, templates, and processes to scope a TPM project
  • Managing client expectations
  • Project scoping process
  • Project scoping meeting & deliverables
  • Requirements breakdown structure (RBS)
  • Project classification
  • Choosing a suitable Project Life Cycle Model (PMLC)
  • Project Overview Statement

Tools, Templates & Processes used to Scope a Project

  • Conditions of Satisfaction
  • Project Scoping Meeting
  • Requirements elicitation
  • Brainstorming
  • Facilitated group sessions
  • Interviews
  • Prototyping
  • Requirements Workshops
  • Project Overview Statement
  • Approval to Plan the Project

Client Wants vs. Client Needs Dilemma

  • Client wants may not match client needs
  • Ensuring client wants align with client needs
  • Delivering what the client needs

Tips to Managing Client Expectations During Scoping

  • Understanding client wants/needs/expectations
  • Ensuring client understands project scope
  • Ensuring project scope meets client needs
  • Involving client in the scoping process
  • Considering the client's perspective
  • Keeping the client informed about project status

Project Scoping Process

  • Conduct conditions of satisfaction
  • Define requirements
  • Write and submit Project Overview Statement (POS)
  • Create Requirements Breakdown Structure (RBS)
  • Assess completeness of requirements
  • Classify project in the landscape
  • Determine the best-fit PMLC Model
  • Write POS
  • Submit POS

Establishing Conditions of Satisfaction

  • Clarify request
  • Agree on response
  • Negotiate an agreement and write Project Overview Statement

Planning and Conducting the Project Scoping Meeting

  • Purpose
    • Documenting requirements
    • Project Overview Statement
  • Attendees
    • Project Manager
    • Client Group
    • Core Team Members
    • Facilitator & Technopgrapher
  • Agenda
    • Introductions
    • Meeting Purpose (led by Facilitator)
    • Conditions of Satisfaction (COS)
    • Current State Description (led by client)
    • Problem/Opportunity Description (led by client)
    • End State Description (led by client)
    • Requirements Definition & Documentation (led by facilitator)
    • Discussion of Gap (led by project manager)
    • Choosing Project Management Approach (led by project manager)
    • Draft & Approve POS (whole scope planning group)
    • Adjourn
  • Deliverables
    • RBS creation
    • Assessment of RBS completeness
    • Project classification
    • Determination of best-fit PMLC Model
    • The POS

What Are Requirements?

  • Requirements define what a product or project should do/produce or the qualities it must possess

Requirement – A Business Value Perspective

  • Requirements result in specific measurable and incremental business value
  • High-level requirements build necessary and sufficient sets for incremental business value

Building the Requirements Breakdown Structure

  • Project goal and solution
  • Requirements form a hierarchy (e.g., Requirements 1 - n, functions, sub-functions, processes, activities, features)
  • Each subsequent level further decomposes the previous level

Stakeholder Interaction in Requirements

  • Stakeholders (sponsor, LOB Managers, Functional Managers, Resource Managers, Business Process Engineers, Business Analysts, Project Manager, Customers, Users) interact to gather and define requirements

Approaches to Requirements Gathering

  • Brainstorming
  • Facilitated Group Sessions
  • Interviews
  • Prototyping
  • Requirements Workshops

Brainstorming

  • Strengths: Reduces social inhibitions, stimulates idea generation, increases creativity
  • Risks: Dominated by strong individuals, fear of criticism, evaluation of ideas

Facilitated Group Session Method

  • Strengths: Excellent for cross-functional processes, detailed requirements documented immediately, resolves issues with impartial facilitator
  • Risks: Untrained facilitators can lead to negative responses, time and cost can be high

Interview Method

  • Strengths: End-user participation, high-level descriptions provided
  • Risks: Descriptions may differ from actual activities, stakeholders may not know what information to provide, real needs ignored if analyst is prejudiced

Prototyping

  • Strengths: Innovative ideas generated, users clarify what they want, users identify missed requirements, client-focused, early proof of concept, stimulates thought process
  • Risks: Clients may want to implement prototype, difficulty knowing when to stop, specialized skills, absence of documentation

Requirements Workshop

  • Strengths: Good for first-time use
  • Risks: May overwhelm customer

Categories of Requirements

  • Functional
  • Non-functional
  • Global
  • Product/project constraints

Definition: Functional Requirement

  • Functional requirements specify what a product or service must do

Definition: Non-Functional Requirement

  • Non-functional requirements describe properties a product or service should have to perform its function

Definition: Global Requirement

  • Global requirements are high-level requirements of a system or product

Definition: Product/Project Constraints

  • Surface-level requirements resembling design or project constraints

RBS – The Reality

  • Illustrative diagram of a requirements breakdown structure

Characteristics of the RBS

  • Intuitive and meaningful to the client
  • Deliverables-based approach
  • Consistent with PMI PMBOK
  • Remains client-facing

Advantages of using the RBS

  • Does not require a trained facilitator
  • Does not require learning other contemporary approaches
  • Intuitive approach to gathering requirements
  • Client and project team work comfortably
  • Clarifies solution degree of definition
  • Provides input to choose the best fit PMLC Model

The Challenge of Requirements Management

  • Different requirements at various levels of detail
  • Independent requirements may conflict
  • Various stakeholders with varying needs
  • Change resulting from business conditions
  • Time-sensitivity
  • Resolving disagreements

Hints in Deciding which PMLC Model to Use

  • RBS completeness guides PMLC Model choice
  • Highest level requirements often drive business value

When to use each PMLC Model

  • PMLC (Project Life Cycle) Model usage depends on solution definition, scope changes, and degree of known requirements

Purpose of the Project Overview Statement

  • One-page description of the project
  • Reference for planning team
  • Decision aid for the project
  • Getting management approval for project planning

Contents of the Project Overview Statement

  • Problem/Opportunity
  • Project Goal
  • Project Objectives
  • Success Criteria
  • Assumptions/Risks/Obstacles

Example POS

  • Example of a Project Overview Statement (POS) with specific content

POS Problem/Opportunity

  • Statement of a problem or opportunity needing resolution

POS Project Goal

  • One or two-sentence statement outlining how to address the problem or opportunity

POS Project Objectives

  • 5-6 brief statements defining project scope; clear what is in the project

POS Project Success Criteria

  • Quantitative metrics (e.g., increasing revenue, avoiding costs, improving service)

POS Assumptions, Risks and Obstacles

  • Potential technological, environmental, interpersonal, or cultural issues
  • Causal Relationships of the solution to the problem

POS Attachments

  • Risk analysis
  • Financial analysis
  • Feasibility studies
  • Cost/benefit analysis
  • Breakeven analysis
  • Return on investment

Gaining Approval to Plan the Project

  • Management review questions regarding importance, relationship with organization CSFs, direct relationship to the problem, clear objective representation, sufficient value, established relationships, risks and value consideration.

Participants in the Approval Process

  • Core project team
  • Project manager
  • Resource managers
  • Function/process managers
  • Client
  • Senior management

Studying That Suits You

Use AI to generate personalized quizzes and flashcards to suit your learning preferences.

Quiz Team

Related Documents

Description

This quiz focuses on Chapter 6 of the Effective Project Management 8th Edition, exploring essential tools and processes for scoping a project. It covers managing client expectations, the project scoping process, and various scoping techniques. Test your knowledge on effective project planning and client communication strategies.

More Like This

Project Management Fundamentals
5 questions
AI Project Cycle Overview
10 questions
AI Class X Project Cycle
10 questions
Module 3: Project Scoping
109 questions

Module 3: Project Scoping

OrganizedEmpowerment1022 avatar
OrganizedEmpowerment1022
Use Quizgecko on...
Browser
Browser