PM
UNIT 3Project Scope, Time and Cost ManagementQ1) Define Requirement collectionA1) Compile requirements are the process of deciding to meet the objectives of a project management task, in addition to documenting and managing the needs and requirements of stakeholders.The requirements collection document contains details of the objectives needed to meet stakeholder requirements and ensure project satisfaction. Collection requirements act as a framework that provides a baseline for project budgets, schedules, quality specifications, risks, and resource planning.Project Management-Requirement Collection ProcessThe requirements collection process, which is an important aspect of a project, helps define project scope during scope management. It is the project manager's responsibility to ensure that all requirements are obtained using a set of tools and techniques for collecting requirements from the project. It is imperative that project managers be very agile in collecting requirements and also need to use appropriate requirements collection tools throughout the project life cycle. The project manager is responsible for the success of the project so as not to overlook the requirements of the project results.This article also details requirements collection techniques)Project Requirements: Project requirements are the expectations of project stakeholders regarding the outcome. Gathering requirements processes-the basis of project scopeStep 1: Identify the needs of "stakeholders".Step 2: Document your needs and requirements.Step 3: Address them throughout the project to achieve the project objectives. ""Most of these projects met schedule and budget standards, but did not meet stakeholder requirements. Competition for this product was observed at the final delivery of the project or at the end of the project. This process negatively impacts the success of the project. Q2) What are the impacts the success of the project?A2) This process negatively impacts the success of the project.Gather requirements: tools and techniquesExpert judgmentThe following are topics that individuals or groups should have specialized knowledge and experience.Data collectionThe following data collection techniques can be used in the requirements collection process:BrainstormingA group thinking activity where several people from different teams get together to list the requirements of the project. Also, during a brainstorming session, new ideas are generated from existing plans to help identify new requirements.InterviewInterviews are the first requirement collection method. It can be done officially or informally. A key feature of this process is the area of expertise that helps project managers identify and define the characteristics and capabilities of participants, sponsors, stakeholders, other experienced project executives, and project deliverables. It is useful for interviewing. The desired product.Focus group Focus groups are techniques used to elicit the requirements of a particular stakeholder. For example, a project manager can first arrange a meeting with the company's CEO to learn about the requirements, and then arrange another meeting with the functional manager to understand the requirements.Questionnaires and surveysThis technique is best if you have a large number of stakeholders involved in your project. For example, if your project has 200 stakeholders associated with it, it can take a lot of time to gather information from each individual and evaluate your requirements. As a result, project managers are required to create a survey, conduct a survey, and collect a requirements list.benchmarkBenchmarks compare real or planned practices (procedures and operations) with those of comparable organizations (internal or external) to identify best practices, generate ideas for improving scope, and in fact. A process used to provide a framework for measuring the performance of. Data analysisData analysis deals primarily with processes related to document analysis. The main purpose of document analysis is to review and evaluate all relevant document information. This process is used to retrieve requirements by carefully analysing existing documents and identifying details related to the requirements Q3) What are the decision-making techniques that can assist in the requirements collection process?A3) The decision-making techniques that can assist in the requirements collection process are:VotingVoting is a collective decision-making method, an evaluation process with a variety of options with defined results. The following is an example of a voting method.Unanimity: Unanimity is a decision achieved when everyone agrees on a single course of action. One of the effective ways to reach an agreement is the Delphi method. In this approach, a group of selected experts and stakeholders answer the questionnaire and provide feedback on questions that cover all areas of the project. These responses resent decision makers until consensus is reached among stakeholders.Majority: Suggestions and ideas gathered from experts are selected based on the majority of people who support the process. This allows project managers to select and implement the best ideas to meet their requirements.Plural: Even if there is no room for a majority-based decision, the decision is finalized based on the opinions of the most important groups within the organization.Autonomous decision makingAs the title suggests, decisions are made by a single individual with the ultimate authority of the organization.Multiple-criteria decision analysisA technique that uses a decision matrix to provide a systematic and analytical approach for determining criteria such as risk level, uncertainty, and assessment, and to evaluate and rank many ideas.Data representationThe following data representation techniques can be used in the process of collecting requirements:Affinity diagramA method in which all collected or collected ideas are separated accordingly based on their similarities.Idea / Mind MappingIdeas generated through brainstorming sessions are integrated into a single map to eliminate traditional concepts and understand disagreements that help create new plans.Interpersonal skills and team skillsThe interpersonal and team skill techniques you can use in the process of collecting requirements are:Nominal group techniqueA technique that uses skills to prioritize existing ideas rather than developing new ones. In this process, plans are ranked based on their value. This allows the team to focus on key concepts for generating project requirements.ObservationObservations, also known as "job shadowing," are the process by which an observer sees a business expert performing his or her job. The main process is to closely observe the activities taking place in different areas to identify the actual requirements of consumers, stakeholders, sponsors, etc.FacilitationFacilitation is a session-focused approach that brings together key stakeholders to define product requirements. In general, each group of project stakeholders looks at the project from a unique perspective and states its requirements. Workshops are seen as the primary method for quickly defining requirements between features and adjusting for stakeholder differences.Context diagramTo get the actual knowledge to understand the scope, the context diagram provides an example of the scope model. This allows project managers to visualize how business systems (processes, equipment, and computer systems) work. This process is used to find out how the business system interacts with other users. Q4) Mention the components required for the documents.A4) The requirements document components include:Business requirements Business and project objectives for traceability Business rules of the executing organization Guidance on organizational principles. Stakeholder requirements Make a note of the potential impact of stakeholder requirements on other organizational areas Be aware of how stakeholder requirements can affect entities inside and outside the executing organization Stakeholder communication and reporting requirements. Solution requirements Providing solutions for functional and non-functional requirements Providing solutions that meet technical and standard compliance requirements Q5) What are the different types of tracing processes performed at the requirements traceability matrix stage?A5) Different types of tracing processes performed at the requirements traceability matrix stage:Business needsProject managers need to track all the business needs they need to achieve.Purpose of the projectIt is imperative that project managers track project objectives to ensure that they are achieved in a timely manner.Project scope / WBS deliverablesThe project manager should always keep track of the project scope. Deliverables may not be achieved if the scope of the project deviates.Product designTo achieve project implementation efficiently, project managers need to track product design paths that have been completed and approved by all key stakeholders involved in the project.Product developmentAt every stage of the project life cycle, track development to ensure that the project achieves its intended scope.Test strategy and test scenarioYou need to develop appropriate steps to test your product after it has been run. The project manager also needs to run test scenarios that require the product to be tested correctly in order to create the required artifacts.High level requirements for more detailed requirementsThe project manager cannot consider all requirements to have the same scope. There will be a high level of requirement to gain more scope. Therefore, to meet these requirements, project managers need to assign more requirements to such components.The role of the project manager in collecting requirementsAs a project manager, make sure you are familiar with the following requirements management process:The plan describes how each phase of the requirements collection process takes place. The best recommendation for project managers is to create and share a planning document to minimize confusion and ensure that all stakeholders are on the same page.Identification in this process begins with identifying all stakeholders and understanding the needs of the organization. Project managers need to leverage their skills and decisions to determine the most appropriate way to obtain this information, such as one-on-one interviews, focus groups, surveys, and “use cases”.Documenting – If business requirements and their approvals are not documented in sufficient detail, project managers should rely on recollections and project insights. This can be dangerous. It is imperative to document all requirements and apply a unique ID number to each requirement for easy reference and tracking throughout the process. Demonstrating different "use cases" using process flowcharts or diagrams can be very helpful in reviewing a process and planning how users will interact with the new process. It also helps to show the "advantages" of the new process / system.Analysis – Stakeholders may have unrealistic expectations for the new system. Due to budget and other constraints on every project, careful analysis should be performed to determine the costs, relevance, dependencies, and resources required to achieve each requirement.Prioritization – The data generated from the analysis phase helps you prioritize your requirements. Project managers should always ensure that requirement prioritization and linked approvals are documented. One step that is often overlooked during this phase is communicating with stakeholders and setting expectations. Therefore, prioritize the requirements that need to be implemented in your project.Management – Some requirements may need to be modified if the requirements have been identified and appear to have been approved. How does the project manager handle or control change requirements when there are budget or time constraints?Approval – The role of the project manager is to know who has the final say on all project requirements and to document all approvals in writing. Experienced project managers can overcome the obstacles associated with requirements collection and act as a link between end users and teams developing new systems, products, or databases. Q6) What is involved in collecting project requirements?A6) Gathering requirements involves defining and documenting product features that are initiated and delivered during the project process used to create the product. The project team also produces a requirements document and a requirements traceability matrix as output for the requirements collection process. Gathering project requirements also includes stakeholder interviews, surveys, and surveys.For IT-related projects, it's useful to divide requirements development into categories called draws, analytics, specifications, and validation. Requirements are often unclear early in the project, so it is essential to use an iterative approach to define requirements.Why is it often difficult to collect requirements?Gathering requirements is easier than it looks. However, most project failures can be traced back to defective requirements. The project involves collecting requirements, but there are several reasons why collecting requirements is difficult.Underestimation of work Unknown requirement Depends on the user Analytical paralysis Inadequate requirements SummaryGathering requirements is an essential process because if requirements from stakeholders are not properly collected, the scope of the project may be incorrect. For successful scope management, the project manager must select and implement the appropriate method for collecting requirements. All details are considered important in determining and finalizing the main requirements. Therefore, you can use all the features / components mentioned in the article to collect the requirements to meet the purpose of your project Q7) What is a project scope?A7) A scope is a detailed set of project artifacts or features. These deliverables are derived from the requirements of the project. The three processes of project scope management are:PlanThe planning process is when you try to capture and define the work that needs to be done.ControlThe control and monitoring process focuses on tracking, scope creep, tracking, and documenting disapproval / approval of project changes.ClosedIn the final process, closing involves auditing the project deliverables and evaluating the results against the original plan.Project scope statementThe scope of a project is to clearly identify the work required to successfully complete or deliver a project. One of the project manager's responsibilities is to ensure that only the required work (scope) is performed and that each deliverable can be completed within the allotted time and budget.Documenting the scope of a project describes the boundaries of the project, establishes responsibilities for each member of the team, and sets the steps for how to validate and approve completed work. This document is sometimes referred to as a scope statement, work description, or reference condition.Steps involved in project scope managementThe project manager must define the scope of the project no matter which method is selected. This is an example of a systematic process for capturing, defining, and monitoring scopes. Q8) Define Work Breakdown View. Give examples.
A8) Work Breakdown View (WBS) in Project Management is a way to perform complex projects in several stages. This is a way of dividing and governing large plans, so things can be done faster and more efficiently.The goal of WBS is to form large projects that are easier to manage. Work Breakdown Structure is a hierarchical tree structure that describes a project and divides it into smaller, more manageable parts. Wrike allows you to create WBS by creating folders and subfolders. In addition, individual tasks can be subdivided into subtasks.Example of work exploded viewExploded views for each project may vary. You don't have to follow one method to create a good WBS.
Project managers may need to experiment to determine the best WBS for themselves and their team. The purpose is to show the hierarchy and scope of the project and to make progress clear to everyone involved in the project (whether team members or external stakeholders).Here are some examples of working exploded views. You can use any of these elements to write a WBS.Work exploded view worksheet. You can effectively configure the WBS in your spreadsheet to focus on different phases, tasks, or deliverables of columns and rows.Organization chart of work exploded view. You can configure WBS in a general workflow. Most of the WBS examples and templates you can find are flowcharts.A list of work exploded views. The WBS can be configured as a simple list of tasks or artifacts and subtasks. This is the easiest approach to creating a WBS.Work exploded view Gantt chart. WBS can be configured as a Gantt chart that represents both a spreadsheet and a timeline. WBS structured Gantt charts allow you to link task dependencies to view project milestones. Q9) How to create an exploded view? Explain with its features.
A9) It is imperative to discuss the scope of the project with all stakeholders and key team members involved before creating an exploded view.Project managers need to ensure that all important inputs and deliverables are seamlessly collected and prioritized. You can use Gantt charts, flowcharts, spreadsheets, or lists to give a hierarchical overview of the importance and connectivity between the tasks required to complete your project.After describing the artifacts and tasks in order of completion, you can assign each task to a member of the project team. Keep team members out of the weight of your project by using your knowledge of skills, strengths, and availability to distribute tasks and responsibilities across the team.Features of work exploded view
Each WBS level represents a new and more detailed definition of the work required to complete the project.The PMI definition adds that the WBS structure needs to be built so that each new level in the hierarchy contains all the work needed to perform the parent task. That is, each parent task item must contain multiple child tasks for the parent task item to be considered complete. Q10) How do you validate the scope of your project?
A10) The central function of the project management process is to achieve the project deliverables. The deliverables of these projects need to be formally accepted by stakeholders. To ensure that the process runs smoothly, a scope validation process is implemented to validate and guarantee the quality of the artifacts.Validation scope definition
Scope validation is the process of formalizing the approval of the finished project deliverables. The process by which stakeholders have received the agreed and formalized approval. This is primarily related to product recognition by verifying each deliverable. This particular process is required to create various documents such as project document updates, work performance information, approved deliverables, and change requests.The scope validation process is primarily focused on deliverables, so the validated deliverables are obtained from the Control Quality team. Deliverables are reviewed with the customer to ensure they are satisfactorily completed before they are officially received. The various outputs of the project management knowledge domain are treated as baselines for the final acceptance of artifacts such as scope baselines and work performance data.Features related to the scope validation process:Scope validation-inputProject management plan The project management plan contains a scope management plan that helps you specify how to obtain formal approval of the completed project artifacts. The components of the project management plan are described below.Scope management planThe scope management plan determines how to obtain formal approval of the completed project artifacts.Requirements management planA requirements management plan for the process that describes how to verify project requirements.Scope baselineThe scope baseline is compared to the actual results of the project at completion to determine if changes, corrections, or precautions need to be implemented in the project.2. Project documentThe project documentation that can be considered as input to the scope validation process is:Lessons learned registrationLessons learned in the current or previous project can be applied or implemented in later phases or stages of the project to increase the efficiency and effectiveness of validating the project deliverables.Quality reportThe quality report contains information on all quality issues related to the project and recommendations for improvements previously escalated by the project team. The quality report also includes details of the findings provided by the quality control process. This information is reviewed and checked before the product is accepted.Requirements documentation
The requirements documentation process lists all projects, products, and other types of requirements for projects and products, along with their acceptance criteria. With these important aspects in mind, project managers need to provide stakeholders with the desired objectives. Well-documented requirements make it easy to detect deviations from the agreed range for a project or product.Requirements Traceability MatrixThe Requirements Traceability Matrix links requirements to their origin and tracks them throughout the project life cycle. It also compares project performance to project management plans, links requirements to all goals, and adds business value to deliverables.3. Verified artifactsA validated deliverable is the process by which the deliverable is completed and internally checked for accuracy and quality through a quality control process.Work performance dataWork performance data includes the degree of compliance with the requirements, the number and severity of nonconformities.Scope Verification-Tools and TechniquesInspectionInspection is the process of inspecting work products to determine if they comply with documented standards. The results of the test usually include measurements and can be performed at any level. Inspections are also known as reviews, product reviews, audits, and walkthroughs.Group decision-making methodGroup decision-making methods evaluate alternatives to group settings and reach consensus that leads to final decisions. This will help you reach your goals.Scope validation-outputAccepted deliverablesApproved deliverables are deliverables that meet the approval criteria of the project management plan and have been approved by the appropriate stakeholders. Obtaining approval is a key outcome of this process and is typically performed by project managers, customers, sponsors, and feature or operations managers.Change requestAll final deliverables are fully accepted by stakeholders and such unaccepted deliverables are guaranteed to be documented with reasons for disapproval. In such cases, the deliverable needs to be changed, when the process of requesting change is enabled to repair the defect. After the change requests are executed, they are confirmed through the execution of the-integrated change process method.Work performance informationInformation about which artifacts have been started, their progress, which artifacts have been completed, or which artifacts have been accepted. The work performance information process takes place at every specific stage of the project life cycle.Update project documentationA document that defines a product, or a document that reports the status of a product upon completion. Validated project documents may require approval from the customer or sponsor in the form of a signature or sign-off.Lessons learned registrationThe lessons learned will be updated in a timely manner with information on the challenges faced by the project team, how to avoid them, and approaches that worked well to validate the deliverables.Requirements documentationThe requirements document is updated with the actual results of the validation activity. In certain situations, the actual results obtained may exceed the requirements of the project.Requirements Traceability MatrixAll results obtained through the validation process are updated within the requirements traceability matrix. It also contains information about the various methods used and the actual results of the process.The scope validation process plays an important role because it focuses primarily on validating the deliverables that are delivered to stakeholders. Its main function is to achieve the criteria and deliverables mentioned by stakeholders in the project management plan. If you do not implement the scope validation process, the artifacts will not be accepted and you will have to go through the change request process.
0 matching results found