CHAPTER 3

CHAPTER 3

1. 1. Planning the Project

   • Follows the Initiation Process
   • What? When? How?
   • Scope
     • Scope Planning
       • Scope of a project refers to the boundaries within which it has to confine itself and accomplish its objectives. Scope is the first thing planned in a project, and the process of planning the scope is referred to as Scope Planning. The main objective of Scope Planning is to determine the path as well as the destination of the project. It acts as a tool, which helps measure the output of the project. Therefore, Scope Planning is the crux of a project, so it needs to be astutely planned to ensure that the project culminates in success.
     • Scope Statement
       • Scope Statement is a key constituent of Scope Planning. Scope Statement is a draft that defines the Project Scope. It gives a definite direction to the project and acts as a pivot on which all the further project processes revolve. Writing a Scope Statement calls for in-depth knowledge of the project deliverables. The process of gathering the requisite knowledge about the product is called the Product Analysis. One of the main sources of information the Product Analysis Process relies on is the Project Identification Document or Project C harter.
         • the Scope Statement plays a key role in shaping up a project. The importance of Scope Statement can be understood from the following points:
           • Components of Scope Statement:
     • Scope Management Plan
       • Project Scope Statement Approval Once the Scope Statement has been finalized, it has to be signed by the stakeholders as a formal acknowledgement and approval of the scope of the project. A signed Scope Statement becomes an authentic document, which serves as a formal agreement on the project requirements and project deliverables.
         • WBS (Work Breakdown Structure)
           • After the approval of the Scope Statement, the project moves on to the next level which entails chopping up of the project work into smaller tasks. Work Breakdown Structure or WBS is the hierarchical decomposition of the project work into tasks, of the tasks into smaller activities, and of the deliverables into sub-deliverables. WBS organizes the work and streamlines all the processes of a project. It delineates the chronological sequence of the work as well as the hierarchy of the project deliverables. WBS is usually illustrated graphically, but it can also be demonstrated in a tabular form. WBS acts as an agreement between the stakeholders with regard to the scope and deliverables of the project. Therefore, it is important that all the project deliverables and project activities are defined and specified correctly.
           • Advantages:
             • Keeps tabs on time table
             • Analyzes cost implications
           • WBS has to be astutely designed and properly structured, so that it delineates all the project activities. At the same time, it has to be kept flexible to accommodate any prospective changes. WBS must identify all the project deliverables and project activities.
             • WBS Checklist:
           • Following is an illustration of the WBS of a car manufacturer which is planning to design a new car. This WBS comprises 5 levels, work package being the 5th one.
             • This chart clearly depicts that the First Level of the WBS is the project itself followed by various other levels of deliverables. The last level consists of clearly defined activities which constitue the work packages:
       • This is yet another important aspect of the planning process. Sometimes, when the process of creating the WBS (Work Breakdown Structure) is on, it comes to light that the project scope needs a change. C hange is an inevitable part of any project. The Scope Management Plan is a document which is prepared along with the scope statement. It states how changes to the scope can be made. In short, this document defines the complete process of making changes.

2. Review Questions

   • 1. What is Scope Statement?
   • 2. How is a Scope Statement important?
   • 3. List the components of the Scope Statement.
   • 4. What is Work Breakdown Structure?
   • 5. How is a WBS created?

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