Project Scope Is One Of The Most Important Aspects Of Projec

Project Scope is One Of The Most Important Aspects Of Pro

Project Scope is one of the most important aspects of project planning and control. In order to be successful with managing scope, project managers create a Work Breakdown Structure (WBS) to detail out deliverables and work packages. They also develop a responsibility matrix to associate tasks with team members. This assignment involves constructing a three-level WBS graphic, creating task description forms for selected work packages, and developing a responsibility matrix considering team member skills and qualifications.

Paper For Above instruction

Effective project scope management is pivotal to ensuring successful project delivery. It involves clearly delineating the work involved and assigning responsibilities appropriately. This paper discusses the process of creating a structured Work Breakdown Structure (WBS), developing detailed task descriptions for selected work packages, and constructing a Responsibility Assignment Matrix (RAM) to map project tasks to team members. The scenario involves organizing a banquet, which encompasses various interconnected tasks requiring careful planning and responsibility allocation.

Work Breakdown Structure (WBS)

The WBS is a hierarchical decomposition of the project into manageable sections, beginning with the overall project and breaking down into increasingly detailed work packages. For the banquet project, a three-level WBS has been constructed, resembling Figure 5.3 from the referenced text, with each level providing a finer granularity of the work involved.

At the top level, the project is identified as "Provide a Banquet." The second level divides the project into six main categories: Plan and Supervise, Dinner, Room and Equipment, Guests, Staff, and Speakers. Each of these categories further decomposes into specific work packages, as follows:

• 1.1 Plan and Supervise:
  • 1.1.1 Create Plan
  • 1.1.2 Make Budget
  • 1.1.3 Prepare Disbursements/Reconciliation
  • 1.1.4 Coordinate Activities
• 1.2 Dinner:
  • 1.2.1 Make Menu
  • 1.2.2 Create Shopping List
  • 1.2.3 Shop
  • 1.2.4 Cook
  • 1.2.5 Serve Dinner
• 1.3 Room and Equipment:
  • 1.3.1 Identify Site/Room
  • 1.3.2 Setup Tables/Chairs
  • 1.3.3 Layout Settings/Utensils
  • 1.3.4 Decorate
  • 1.3.5 Prepare Equipment, Pots, etc.
• 1.4 Guests:
  • 1.4.1 Make Guest List
  • 1.4.2 Receive RSVPs
  • 1.4.3 Create Name Tags
  • 1.4.4 Make Guest List
• 1.5 Staff:
  • 1.5.1 Hire Shoppers
  • 1.5.2 Hire Cooks
  • 1.5.3 Hire Servers
  • 1.5.4 Hire Hosts
  • 1.5.5 Hire Cleanup
• 1.6 Speakers:
  • 1.6.1 Invite
  • 1.6.2 Transport
  • 1.6.3 Coordinate Topics
  • 1.6.4 Backup for No-shows
  • 1.6.5 Send Thank You Notes

Task Description Forms

For selected work packages—namely, 1.2.1 Make Menu, 1.2.2 Create Shopping List, and 1.2.3 Shop—a detailed task description form has been developed. This includes defining the objectives, scope, inputs, outputs, resources, and constraints, along with assumptions made to flesh out each task. The forms provide clarity to team members regarding expectations and deliverables.

• Task: 1.2.1 Make Menu

  Description: Design a diverse and suitable menu for the banquet, considering dietary restrictions, guest preferences, and available resources. The menu includes appetizers, main courses, sides, and desserts.

  Objectives: To create an appealing menu that caters to a variety of tastes, fits within budget constraints, and complements the banquet theme.

  Inputs: Guest dietary preferences, cultural considerations, budget guidelines, existing inventory of ingredients.

  Outputs: A finalized menu document approved by the project manager.

  Resources: Catering chef, dietitian, purchasing manager, culinary staff.

  Assumptions: Ingredients will be available in sufficient quantities; menu can be finalized within two days.

• Task: 1.2.2 Create Shopping List

  Description: Develop a comprehensive shopping list based on the finalized menu, listing all ingredients, beverages, and other supplies needed for the dinner preparation.

  Objectives: To ensure all ingredients are procured efficiently to cover the menu requirements, minimizing waste and cost.

  Inputs: Final menu, inventory reports, supplier catalogs.

  Outputs: Complete shopping list document, ready for procurement.

  Resources: Culinary lead, inventory manager, procurement officer.

  Assumptions: Suppliers can deliver all required items within the timeframe; no significant shortages are anticipated.

• Task: 1.2.3 Shop

  Description: Purchase all goods listed in the shopping list from selected vendors, ensuring quality and cost-effectiveness.

  Objectives: To procure fresh, quality ingredients and supplies needed for the dinner, within the allocated budget.

  Inputs: Shopping list, vendor contracts, purchase requisitions.

  Outputs: Delivery of all required ingredients and supplies to the kitchen or storage area.

  Resources: Procurement staff, transportation vehicles, vendor contacts.

  Assumptions: Vendors will fulfill orders on time; substitutes are available if some items are unavailable.

Responsibility Assignment Matrix (RAM)

To effectively assign roles in the banquet project, a Responsibility Assignment Matrix (RAM) has been created considering four fictitious team members—Alex, Jamie, Morgan, and Taylor—each with unique strengths and limitations. The RAM assigns each work package relevant to the speakers (1.6.1-1.6.5) to team members best suited based on their skills, experience, and availability.

Legend: R = Responsible, A = Accountable, C = Consulted, I = Informed. In this matrix, each task is assigned to the team member best suited based on their abilities to ensure effective execution of the project components related to speakers.

Conclusion

Creating a detailed WBS, comprehensive task descriptions, and a clear responsibility matrix are foundational elements in successful project scope management. For the banquet project, these tools facilitate organized planning, resource allocation, and accountability. The hierarchical structure of the WBS ensures all aspects of the event are captured and manageable. Detailed task descriptions clarify expectations, constraints, and resources needed, reducing ambiguity. The Responsibility Assignment Matrix aligns team members with their strengths, fostering efficiency and accountability. Collectively, these strategies support effective scope control, timeline adherence, and overall project success.

References

• Project Management Institute. (2017). A Guide to the Project Management Body of Knowledge (PMBOK® Guide) (6th ed.). PMI.
• Project Management. Gower Publishing, Ltd.
Advanced Project Management: A Structured Approach. Gower Publishing. Harvard Business Review. https://hbr.org/2015/12/the-agile-project-management-approach International Journal of Project Management. https://doi.org/10.1016/j.ijproman.2019.01.003 Rapid Development: Taming Wild Software Schedules. Microsoft Press. Project Management: Achieving Competitive Advantage. Pearson. Information Technology Project Management. Cengage Learning. Journal of Project Innovation. https://doi.org/10.1002/pmj
• Dainty, A., et al. (2015). Improving project scope management. Construction Management & Economics. https://doi.org/10.1080/01446193.2015.1030827