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PROJECT MANAGEMENT GUIDE PROJECT SCOPE What are they A project scope describes the objectives, deliverables and boundaries of the project you will be undertaking. The level of detail in any scope depends on the project involved. The scope description should be clear enough that everyone involved in the project understands, generally, what the whole team is studying, developing and delivering. The project scope assists everyone involved in understanding why they are doing the project and what is in / what is out. It provides the framework for project planning for the whole team and for individual thinking about how each person might contribute to this effort. The project scope also provides clarity about what will be delivered to the customer and what criteria the customer will use to judge whether or not the deliverables meet their needs and requirements. While the customer usually has clarity about many deliverables and criteria, they often learn a great deal from ideas developed by the team. Therefore, the project scope becomes clear only through an interchange of ideas between the team and the customer. The greater the clarity about what success will look like at the end of the project, the easier it will be for the team as a whole and each individual to understand what they will need to do to be successful. When to do them The project scope exercise should begin during the first weeks of a project. Clarity of project scope occurs over time. Therefore, it is not just a one meeting event. It is a process of learning that occurs over several meetings and becomes clearer as the team works through it. The project co-chairs have provided the teams with a short description of each project. Your team will present and discuss your initial thoughts about project scope with your co-chair and other faculty within the first few weeks of the project. This will begin the process of clarification of the scope. The PROJECT SCHEDULE guide provides information that can be helpful for the team to consider in developing their scope. Who is involved It is suggested that all team members participate in decision making about the final project scope recommendations. It is suggested that sub-teams may be used to develop recommendations. Since the development of the scope occurs over time, it is not anticipated that every team member will participate in every detail of project scope development. The project design co-chairs (the customers) will review the project scope with each team. Example There are many ways to develop a project scope. The following is provided as only one example of a process a team might use to develop their project scope. This example is not an ISU design project but has some similarities to previous projects. Project Name: Space Monitoring and Assistance for Disaster Management in North America. Project Description: This design project will provide recommendations for new uses of surveillance, data and analysis from existing space equipment and to recommend new space monitoring equipment for disaster management for the continental United States and Canada. The project will include an assessment of the highest disaster risks during the next 25 years and an analysis of new space surveillance and monitoring opportunities to assist disaster management agencies. While this work will be focused on the continental U.S. and Canada, its findings should be applicable in other areas of the world where similar conditions and response agencies exist. Project Scope – Analysis: The project scope describes the objectives, deliverables and boundaries of the project. The following is an analysis by a fictional design project team of potential objectives, deliverables and boundaries of the project description above. The information in this example was not provided by others. The team has placed themselves in an imaginary position as the customer and are trying to answer for themselves what they think the objectives, deliverables and boundaries will be. They will check their thoughts with the customer (the co- chair) when they meet to discuss the scope. Objectives Deliverables Boundaries 1. Problem 1a. A written review is required of 1a. The following should be Assessment major North American disasters of omitted from the assessment: the 19th and 20th century. A major Disasters associated with wars, disaster is defined as one that led plagues or any other disasters that to the death of at least 200 would likely not be relevant to people, major or wide-spread space evaluation in the future. property damage of $ 10 million dollars (present value $’s). 1b. Speculate on the most likely 1b. Continental U. S. and Canada. disasters of the next 25 years. Exclude Hawaii and the Canadian Provide reasoning and analysis arctic above 60 degrees latitude. on the top 3 most likely scenarios. 2. Current Space 2a. A summary is required of 2a. Use only publicly available Analysis current space satellites, probes information. No restricted and missions and their current information known to team capabilities to deliver disaster members should be included. management information. 3. Disaster 3a. A written analysis is required 3a. - Management of the current capacity of major Capacity disaster relief organizations in the U.S. and Canada to use available space disaster management information. 4. Disaster 4a. An assessment of future 4a. A single point of contact with Management– agencies should be established- opportunities to improve disaster Future management is required in two both on our end and on their end. Opportunities forms: Our contact should explain fully the 1. Disaster management scope of the project and that agency participation is totally agencies should be contacted to generate ideas. voluntary. Offer to provide the agencies with copies of the final 2. Team members should provide report and to review our findings their own ideas. with the agency personnel. 5. 5a. Written recommendations 5a. Recommendations should be provided as follows: 1. New uses of surveillance, data 1. It is not necessary to get or analysis from existing space approval from any space equipment should be agency or government for recommended. these recommendations. 2. The team should recommend 2. Include any equipment, new space monitoring technology or concepts that might equipment not currently be improvements even if there is available in the space no known way to achieve this. inventory. Recommendations can include any space monitoring equipment that is 3. The team should include a already developed but has not summary of all ideas been deployed into operational considered for new space space status. equipment – whether recommended or not. Draft Project Scope The following draft project scope was developed after consideration of the objectives, deliverables and boundaries review: The objectives of this project are to recommend new uses of surveillance, data or analysis from existing space equipment and to recommend new space monitoring equipment (not currently available) for disaster management for the continental United States and Canada. The project will include an assessment of the highest disaster risks during the next 25 years and an analysis of new space surveillance and monitoring opportunities to assist disaster management agencies. While this work will be focused on the U.S. and Canada, it should be applicable in other areas of the world where similar conditions and response agencies exist. The draft scope includes the objectives, deliverables and boundaries developed during our scope review process. The draft project scope similar to this will be the starting point for conversation with the project co-chair.
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