Project Scope and Schedule Management in Projects
- 1. PM5114 Project Scope and Schedule Management Lecture- 3 (Collect requirements) Facilitator: Bilal Ahmad Program: Masters of Project Management
- 3. INPUTS • Stakeholder engagement plan
- 4. INPUTS • Stakeholder Register. – Identify stakeholders who can provide information on the requirements. – Captures requirements and expectations that stakeholders have.
- 5. INPUTS • BUSINESS DOCUMENTS – Business case, which can describe required, desired, and optional criteria for meeting the business needs. • AGREEMENTS – Agreements can contain project and product requirements.
- 6. Tools and Techniques • DATA GATHERING – Brainstorming – Interviews – Focus groups – Questionnaires and – Surveys – Benchmarking
- 7. Tools and Techniques • Brainstorming. – To generate and collect multiple ideas related to project and product requirements. – Does not include voting or prioritization, it is often used with other group creativity techniques that do. • Reverse Brainstorming – Works by identifying ways you could cause or worsen a problem.
- 8. Tools and Techniques • Focus Groups – Brings together prequalified stakeholders and subject matter experts to learn about their expectations and attitudes about a proposed product, service, or result. – A trained moderator: guides the group through an interactive discussion, designed to be more conversational than a one-on-one interview.
- 9. Tools and Techniques • Benchmarking – Comparing actual or planned practices – Provides a basis for measuring performance – Benchmarking can be internal or external
- 10. Document Analysis-Examples • Examples of documents that may be analyzed include, but are not limited to: – Business plans, – Marketing literature, – Agreements, – Requests for proposal, – Current process flows, – Logical data models, – Business rules repositories
- 11. Document Analysis-Examples – Application software documentation – Business process or interface documentation – Use cases – Other requirements documentation – Problem/issue logs – Policies – Procedures – Regulatory documentation such as laws, codes, or ordinances, etc
- 12. Group Decision-Making Techniques • Unanimity. • Majority • Plurality • Dictatorship
- 13. DATA REPRESENTATION • Can be used for this process include but are not limited to: – Affinity diagrams. Allow large numbers of ideas to be classified into groups for review and analysis.
- 15. DATA REPRESENTATION • Mind mapping. – Consolidates ideas created through individual brainstorming sessions – Into a single map to reflect commonality and differences in understanding – To generate new ideas.
- 18. Tools and Techniques INTERPERSONAL AND TEAM SKILLS
- 19. Tools and Techniques • Observations – Observations provide a direct way of viewing individuals in their environment – How they perform their jobs or tasks and carry out processes.
- 20. • Nominal group technique. – Ranking of most workable ideas (brainstorming) by voting. • Facilitation – Focused sessions that bring key stakeholders – Together to define product requirements. – To define cross-functional requirements and reconcile stakeholder differences. Group Creativity Techniques
- 21. Facilitated Workshops example • Joint application design/development (JAD) – JAD sessions are used in the software development industry. • Quality function deployment (QFD). – Manufacturing industry, QFD is another facilitation technique that helps determine critical characteristics for new product development. – QFD starts by collecting customer needs, also known as voice of the customer (VOC).
- 22. Facilitated Workshops • User stories: which are short, textual descriptions of required functionality, are often developed during a requirements workshop. • User stories describe – the stakeholder who benefits from the feature (role) – what the stakeholder needs to accomplish (goal) – the benefit to the stakeholder (motivation) • User stories are widely used with agile methods
- 24. Tools and Techniques Context Diagrams – The context diagram is an example of a scope model. – Context diagrams visually depict the product scope by • showing a business system (process, equipment, computer system, etc.), and • how people and other systems (actors) interact with it – Context diagrams show • inputs to the business system, • the actor(s) providing the input, • the outputs from the business system, and • the actor(s) receiving the output.
- 26. Tools and Techniques Prototypes – By providing a working model of the expected product before actually building it – A prototype can be tangible – It allows stakeholders to experiment with a model of the final product rather than being limited to discussing abstract representations of their requirements
- 27. Collect Requirements: Outputs • Requirements Documentation – Business requirements. Higher-level needs of the organization as a whole. – Stakeholder requirements. These describe needs of a stakeholder or stakeholder group. – Solution requirements. Features, functions, and characteristics of the product, service, or result.
- 28. Outputs • Requirements Documentation – Transition and readiness requirements. Temporary capabilities, such as data conversion and training requirements, needed to transition from the current as-is state to the desired future state. – Project requirements. Actions, processes, or other conditions the project needs to meet. Examples include milestone dates, contractual obligations, constraints, etc. – Quality requirements. Any condition or criteria needed to validate the successful completion of a project deliverable. Examples include tests, certifications , validations, etc.
- 29. Collect Requirements: Outputs Requirements Traceability Matrix – A grid that links product requirements from their origin to the deliverables that satisfy them – Helps to ensure that each requirement adds business value by linking it to the business and project objectives.
- 31. Thank You for your time and attention