BSBPMG530 Manage Project Scope Part 1 Assignment Sample

This assessment task is designed to assess knowledge of the following:

• Components of a project scope-management plan
• Factors likely to impact the project scope
• Formal change-control processes
•  Methods for measuring work outcomes and progress against plans
•  Methods for segmenting and documenting a work breakdown structure
•  Problem areas likely to be encountered in scope management
•  Procedures for reporting scope change
•  Project life cycle and the significance of scope management
•  Project management tools used for managing scope
•  Roles and responsibilities of project manager in relation to project planning
• Types of project initiation documentation.

Student Instructions

This assessment task contains Short Answer Questions where you need to provide a response in your own words to demonstrate your knowledge and understanding of the unit. Carefully read through each question and reflect on your learning in this unit, including any additional research you have conducted.

Please note: Where your response does not sufficiently address all the question components, your submission will be returned to you for resubmission.

Assessment Conditions

•  This assessment is untimed.
•  You may refer to your learning materials during this assessment
•  You must read and respond to all questions
•  Answers must be typed and submitted through My eCampus for assessing
•  You must complete the task independently
•  No marks or grades are allocated for this assessment task. The outcome of the task will be Satisfactory or Not Satisfactory.

 As you complete this assessment task, you are predominately demonstrating your written skills and knowledge to your trainer/assessor.

Question 1 List the five components of a project scope management plan.

• Scope Statement which describes the deliverables, boundaries and objectives of the project. It also offers a comprehensive overview of what the entire project would or would not include.
• Scope boundaries which specifies the constraints and limits of the project.
• Work Breakdown structure which helps in dividing the work of the projects into manageable tasks.
• Scope verification process that establishes important procedures to confirm meeting of the project requirements.
• Scope change control process that describes protocols to approve, evaluate and implement changes.

Question 2 List five factors that are likely to impact the project scope.

• Expectations of the stakeholder: Changes in the scope may be necessary as a result of changing stakeholder demands and wants.
• Technological changes: A project’s scope may need to be adjusted to account for technological advancements in order to incorporate new solutions.
• Resource limitations: Reducing the scope of a project may be necessary due to insufficient resources.
• Regulatory requirements: Project scope may be expanded or modified to meet compliance requirements.
• Market Dynamics: In order to remain relevant and competitive, scope adjustments may be required in response to competitive movements.

Question 3 Identify five events in a project that are likely to trigger the need for formal change control processes.

• Scope creep: While project limits are surpassed as a result of small adjustments.
• Requirements Alteration: Material deviations from the original requirements.
• Resource shortages: Lack of resources affects the way a project is carried out.
• Technology shifts: Integration of new technology necessitates scope modifications.
• Risk response: Unexpected hazards necessitates modifying the scope of the project in order to mitigate them.

Question 4 Identify six things that are typically done in formal change-control processes and how this process is used to report change.

• Change identification: This process is used to report changes by documenting all the proposed changes.
• Impact Assessment: This process reports changes by evaluating or assessing cost, schedule and scope.
• Change approval: Here, changes are being reviewed as well as approved by important stakeholders.
• Implementation planning: This reports changes by devising strategies for change execution
• Change implementation: Accepted modifications are carried out according to schedule.
• Documentation updates: Here, updates of all the papers have been made to reflect the changes.

Question 5 Explain how work outcomes are measured in each of the areas listed below.

Areas

How are work outcomes measured in this area?

• Cost

Work outcomes are usually gauged by comparing actual costs to projected costs variations and examining cost performance reports for financial compliance.

• Schedule

Work outcomes are measured here by monitoring milestones, comparing anticipated and actual dates and employing indicators.

• Quality

Work outcomes are measured here by metrics, inspections and delivery assessments to make sure that the predetermined criteria are fulfilled.

Methods for progress against plans

Explanation

• Units completed

Provides a vivid picture of advancements by qualifying completed activities or components to measure progress.

• Incremental milestones

Tracks project progress by crossing off predetermined checkpoints, guaranteeing consistent growth and target completion.

• Start/finish

Compares the actual start and finish dates to anticipated dates to measure project schedule.

Question 7 Answer the following questions about decomposition as a method for segmenting the work breakdown structure (WBS).

• What is decomposition as a method for segmenting the work breakdown structure (WBS)?

• In WBS, decomposition entails dividing project deliverables into more manageable, smaller tasks. Throughout the project lifetime, it helps with organisation and understanding by methodically breaking down difficult tasks into simpler components.

•  How do you determine and estimate cost and duration in decomposition?

• Decomposition involves dividing jobs into smaller components, determining the resource requirements for each and averaging these estimates to produce overall projection of duration and cost of project.

• What determines the level of decomposition? List two.

• The decomposition level is usually influenced by management requirements and project complexity. Here, the factors involve desired control granularity and scope intricacy.

• Identify five activities that are involved in decomposition.

• Define task dependencies.

•  Establishing hierarchical project structure.

•  Allocating responsibilities and resources.

• Estimating costs and task durations.

•  Breakdown deliverables.

Question 8 Identify three ways you can document the Work Breakdown Structure (WBS).

• Visual Diagrams: To see the linkages and levels between tasks use diagrams or flowcharts.

• Hierarchical list: Here, present WBS in the form of an organised outline that lists tasks and subtasks in a more logical order.

• Tabular format: Tables should be used to display WBS items such as titles, descriptions and associated information.

Question 9 Listed below are areas in which problems and challenges can arise and affect scope management. Provide one example of problems or challenges that may arise from each area listed

Areas

Problem or challenge that may arise from this area

• Compliance

Deliverables may need to change as a result of regulatory changes that need project scope adjustments.

• Environment

Due to regulatory changes that necessitate project scope adjustments, deliverables might change.

• Health and safety

Timelines for projects could be affected by strict safety regulations by extending them.

• Human resources and project stakeholders

High staff turnover could cause scope continuity to break down, forcing rework.

Question 10 Complete the diagram below by identifying the rest of the stages of the project life cycle, and in your own words, explain each stage of the project life cycle.

Stage

Explanation

• Scoping

Describing the constraints and goals of the project.

• Planning

Outlining all the resources, activities, budgets and schedules.

• Execution

Incorporating managing resources and planned tasks.

• Monitoring and Control

This includes making adjustments and tracking progress.

• Closing

This indicates finalising the work, formally finishing the project and reviewing all the deliverables.

Question 11 Explain the significance of scope management in the project life cycle.

The management of the project’s scope establishes limitations and provides direction for the effort. It avoids scope creep, upholds target alignment and improves project control, enabling effective completion within specified boundaries.

Question 12 Listed below are different tools used in the different stages of scope management. Explain the use of each tool in relation to the scope management process specified below.

PROCESS: Scope management planning

Tool

Explanation

• Meeting minutes template

Keeps tracks of agreements and choices made during planning sessions by recording their discussions and conclusions.

PROCESS: Collection of requirements

Tool

Explanation

• Questionnaires and surveys

Assembles expectations and needs of the stakeholders and demands to accurately define project scope.

• Prototypes

Creates virtual representations of prospective solutions to help define the problem’s scope and evaluate the requirements.

PROCESS: Scope control

Tool

Explanation

• Variance analysis tools (e.g. spreadsheets)

Uses spreadsheets to compare the performance of the project as it is with the scope that has been planned, making it easier to spot and fix discrepancies.

Roles

Responsibilities in this role

• Plan scope management

Setting rules for managing modifications, outlining how scope will be defined and regulated and ensuring clear communication.

• Plan time management

This includes setting milestones, developing a baseline schedule and creating a timeframe.

• Plan cost management

This includes responsibilities of allocating funds from a budget and keeping track of expenditure and developing cost control strategies.

• Plan quality management

This involves defining the quality requirements and inspection techniques.

Question 14 Listed below are the different types of project initiation documentation. In your own words, explain what each document is.

Type of project initiation documentation

Explanation

• Project charter

A brief statement of the project’s goals, key players, scope, major risks, and initial needs. It also gives the project approval.

• Project scope statement

This outlines the parameters, goals, deliverables and limits of the project.

Question 15 Answer the following questions on scope change and reporting procedures.

Why is it important to have reporting procedures for scope change?

• Transparency is ensured through reporting processes, allowing prompt communication and examination of scope modifications. They also enhance decision-making and keep all the stakeholders informed.

• What is project creep and how can this be minimised by following reporting procedures for scope change?

• Scope creep is an unintended growth of a project, Reporting requirements impose an organised process that necessitates the documentation, evaluation and approval.

Question 16 Describe each of the problem areas below that are likely to be encountered in scope management.

Issue

Description

• Incompetent personnel

Team members with insufficient knowledge or expertise may define the scope inexactly leading to misunderstanding.

• Client dissatisfaction

This happens at times of unmet client expectations.

• Scope elicitation issues

This indicates difficulties in gathering requirements.

• Documentation issues

This indicates inappropriate documentation and unclear description of scope.

• Customers communicate directly with technical people

This directs proper interaction of customers with technical staff resulting into undocumented scope changes.

Submission Instructions

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BSBPMG530 Manage Project Scope – Knowledge Questions – Your Name

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