Page 49 - DCAP304_DCAP515_SOFTWARE_PROJECT_MANAGEMENT

Unit 2: Step Wise Project Planning

2.1.2 Scope Definition Notes

Scope explanation often account for a paragraph or two in a Business Case or Project Charter.
Regularly, they are qualitative and/or focus on general statements. “We will develop service by
providing an information system to answer to customer inquiries.” Is it a real time system? Is it
all screen-based? What reports can be produced? Where does the knowledge come from? What
management is required for the data? Is all the data compatible? Do you want to generate
standard letters? How many letters? How customizable are the letters? Do you want to store the
questions? Do you want to store the answers? In order to define the scope, there will be
supposition that need to be made. There is no point in waiting until everything is clear to define
scope. By that time, the project will possibly be finished. Each of these assumptions should be
documented and followed up at a later date to validate the scope. If the supposition is false, it
may have an impact on the scope.
There are plentiful ways to define. Ideally several ways should be used. Each looks at the
situation from a different perception and will elicit different information. We look at three main
ways in this paper. They are:

 Define Deliverables
 Define Functionality and Data

 Define Technical Structure
Define Deliverables

One method to focus people on the scope is to describe the internal and external deliverables:

 External deliverables are things the project delivers to the users, e.g., screens and reports.
Users usually think of a system in these terms. It also comprises any hardware or software
required by the users or the project team.
 Internal deliverables are things the project makes internally, e.g., Project Charter, Business
Requirement Specification, etc.
It is likely that the users will not be completely clear on all the deliverables. In this situation you
can make generic assumptions. For example, you might not know precisely what reports are
required but you allow for 12 unspecified reports.

Once the external deliverables are described, the Project Manager can define the internal
deliverables.

Example External Deliverables

Name Description
License Detail Screen. Screen to enter and view license details
Company Summary Screen to view all licenses issued by a particular company. Facility to drill
Screen down to License Detail Screen.
License Due Report Report listing all licenses due in the next period. Facility to select a period e.g.
1 week, 4 weeks, quarter
5 Reports Allow for 5 unspecified reports
Server Server to run the application
Etc.

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