Southwest Missouri State University
11 February
2003
Project Management:
Scope and Work Breakdown
Thomas L. Warren
Technical Writing Program
Oklahoma State University
Stillwater, OK 74078-4069
http://www.okstate.edu/artsci/t
echwr
Southwest Missouri State University
11 February
2003
Overview of Talk
• Definition and uses of project
management
• Project Scope
• Work Breakdown Structure
• Conclusion
• Questions/Discussion
Southwest Missouri State University
11 February
2003
Definition
• Management
Applying knowledge, skills, tools, and
techniques to meet or exceed stake
holder's needs and expectations
• Project
“A temporary endeavor undertaken to
create a unique product or service”
Definite beginning and ending (temporary)
Different from all other products or services
in some way (unique)
Southwest Missouri State University
11 February
2003
Key Issues and Topics
 Integration (project plan
development and execution, change
management)
• Collaborative project
management and development
(team dynamics)
Scope—limitations (planning,
defining, verifying, change control)
Southwest Missouri State University
11 February
2003
Topics, cont.
• Time (activity definition, sequencing,
duration, scheduling, controlling)
• Cost (resources planning, estimating,
budgeting, controlling)
• Quality (quality planning and assurance,
quality control)
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11 February
2003
Topics, cont.
• Human Resources (organizational planning
[job descriptions, roles, responsibilities],
hiring/firing, team development)
• Communications (planning, information
distribution, performance reporting, closure)
Southwest Missouri State University
11 February
2003
Topics, cont.
• Risk (identification, quantification,
response development and control)
• Management of legal issues and
proprietary information
(intellectual property)
• Procurement (planning, solicitation,
source, contract administration,
contract close-out)
Southwest Missouri State University
11 February
2003
Sample Projects
• Develop new product or service
• Change structure, style, or staffing of
an organization
• Develop/acquire new or modified
information system
• Develop appropriate format for
conveying needed information
• Develop a five-year plan
Southwest Missouri State University
11 February
2003
Parts of Plan
•
•
•
•
•
•
•
What will be done and for whom?
Who will do what?
When must it all be done?
When must the pieces be done?
How much will it cost?
What are the deliverables?
What happens if . . . ?
Southwest Missouri State University
11 February
2003
Focus of Talk
• Project Scope
Listing of all deliverables
Tells what the project will and will not
cover
• Work Breakdown Structure
Identify specific tasks
Estimate time required
Southwest Missouri State University
11 February
2003
Scope: Inputs
Constraints
Assumptions
Scope Statement: Written
statement that is basis for
future project decisions
Expert
Input
Southwest Missouri State University
11 February
2003
Scope: Constraints
• Project limits
Time?
Money/budget?
Staff?
Customer requirements (contractual
provisions)?
Environment?
Southwest Missouri State University
11 February
2003
Scope: Assumptions
•
•
•
•
•
•
Organization goals and objectives
Product goals and objectives
Customer needs
Product complexity
Project authorization (charter)
Key personnel availability
Southwest Missouri State University
11 February
2003
Scope: Expert Input
• Managers from similar projects
• Other organizational personnel
(purchasing, human resources, e.g.)
• Consultants
• Stakeholders
• Professional and technical associations
• Industry groups
Southwest Missouri State University
11 February
2003
Scope Control
• Key element to prevent Scope creep
• Establish specific procedure for
changing scope
Changes submitted by whom?
Changes approved by whom?
Areas that cannot be changed?
Scope change notification
Southwest Missouri State University
11 February
2003
Work
Breakdown
Structure (WBS)
• Could use previous, similar WBS as template
(MIL-HDBK-881 military WBS template for
defense materials items)
• Sub-divide project deliverables into smaller
and smaller activities
 Identify major deliverables (from Scope
statement)
 Use as criteria for subdividing adequate cost and
duration
 Identify how work will be defined, organized,
and accomplished
• Activity list is deliverable
11 February
2003
Southwest Missouri State University
Southwest Missouri State University
11 February
2003
Sample Activities List for
FORUM 2003
•
•
•
•
Call for papers
Poster
Delegate folder
Preliminary
Programme
• PreSeedings
• Supplemental
PreSeedings
• Final Programme
• Planning Guide for
delegates
• Supplemental Final
Programme
• PostHarvest
Southwest Missouri State University
11 February
2003
Call for papers Activities List
•
•
•
•
Logo and art
Author Instructions
Produce copy
Design and layout
cover and pages
• Format files
• Send for proofing
• Proof files
• Return for
correcting
• Correct files
• Send to vendor
• Print
• Distribute
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11 February
2003
Screen shot of Word WBS for three publications.
Southwest Missouri State University
11 February
2003
Network Precedence Diagrams
• Each small step could be dependent
on another small step and in tern be
the prerequisite for yet another one
• Types of diagrams
Precedence Diagramming Method
(PDM)—Used by project management
software such as MS Project
Arrow Diagramming Method (ADM)
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A
B
C
START
FINISH
D
E
F
Precedence Diagramming Method
11 February
2003
Southwest Missouri State University
Note Precedence
Screen shot of MS Project for one part of Final Programme
11 February
2003
Southwest Missouri State University
B
A
Start
O
O
O
D
F
O
E
O
Arrow Diagramming Method
11 February
2003
C
O
Finish
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What you get when you
click on Network Diagram
11 February
2003
Southwest Missouri State University
11 February
2003
Types of Dependencies
• 4 kinds of dependencies
Finish-to-start: Complete previous before
beginning new. Most common.
Finish-to-finish: Complete new depends
on completing previous
Start-to-start: Start new depends on start
of previous
Start-to-finish: Complete new depends on
start previous. Rarely used
Southwest Missouri State University
11 February
2003
Estimating Time
• Past experience
• Should include a range
2 weeks 2 days
Time = 8-12 working days
• Could indicate probability
15% probability finish in 3 weeks
85% probability finish within 3 weeks
Southwest Missouri State University
11 February
2003
Estimating Time, cont.
• Calendars
Periods when work is allowed
Different types of calendars
Normal business hours (1 shift/day)
2-3 shifts per day
Consider when planning calendars
Vacations
National, state, etc. holidays
Southwest Missouri State University
11 February
2003
Estimating Time, cont.
• Reserve Time (contingency)
 Extra time frame—types
 Reserve
 Contingency
 Buffer
 Acknowledge schedule risk
 Could be
 Percent of estimated duration
 Fixed number of work period
 Can reduce/eliminate as get more precise data
 Document reserve time as done for other
data/assumptions
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Sample: Paper Due
• Select topic
• Narrow topic
• Determine research
plan
• Collect data
• Analyze data
•
•
•
•
•
•
Organize data
Write draft
Edit/Proofread
Revise
Proofread
Hand-in
How long has it taken you to do each activity in the past?
11 February
2003
Southwest Missouri State University
11 February
2003
Conclusion
• Project management is an important part of
any technical communicator’s job
• Project management allows you to control
your project
 Projects have beginnings and endings
 Management means handling the middle part
• You don’t need to be a manager to need to
know project management (you manage your
own projects in school and on-the-job
• Good scheduling the key to successful
management)
11 February
2003
Southwest Missouri State University
Questions
Southwest Missouri State University
11 February
2003
Thank You
Please feel free to contact me at
twarren@okstate.edu
Or see our web page
www.okstate.edu/artsci/techwr
Southwest Missouri State University
11 February
2003
www.okstate.edu/artsci/techwr