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Webucator's Free Managing Web Design Projects Tutorial

Lesson: Project Scope

Welcome to our free Managing Web Design Projects tutorial. This tutorial is based on Webucator's Managing Web Design Projects course.

Managing the project scope is important to a successful project. The time we put into the planning and creation of the scope statement allows for the full process to be thought through and documented. During this process, new ideas and concepts may be explored and planned for.

Lesson Goals

  • To prepare a scope statement.
  • To break down a scope statement.
  • To build proper expectations.
  • To use the iteration process.

Preparing a Scope Statement

Every project can benefit from a scope statement. A scope statement outlines a project's needs and expectations. This may be a brief paragraph and a few sketches or a full detailed outline. Scope Statement

The scope statement for Lovely Lace clothing store:

Needs are as follows: share basic content as well as an active list of inventory that remains up to date for the e-commerce store front. Individual physical store will have a separate system for inventory. Online store will have specials that should be posted on the home page at all times. Search features will help shoppers find what they need in a quick manner.

Create a Scope Statement

Duration: 15 to 25 minutes.

In this exercise, you will create a scope statement for ABC Childcare. Here is what we know about the clients and their needs.

Plan for the creation a static site. There is no need to update data through admin panels. The site should be easy to use as the client will be using Dreamweaver to download pages and change the content. A template should be used for ease of new page creation. The purpose of the site is to share details about the services and qualification the childcare facility. Hours and locations will also be shared on the site. Parents with young children who need daycare are the target audience. The site should convey trust and a safe, fun learning environment.

  1. Open the empty form in Word (or use any approach you choose to document the known details).
  2. Read the notes above to fill out the form.
  3. Save the form for later use in the project.

Solution:

  1. Open the empty form in Word project-scope/Exercises/ProjectScope_FORM.docx.Empty Form in Word
  2. Read the notes above to fill out the form.Form Filled Out
  3. Save the form for later use in the project.

Breaking Down a Scope Statement

Ineffective scope statements can be too broad and not detailed enough. If the statement is broken down into consumable tasks and organized in a tool such as Microsoft Project, it becomes a good road map for the project. Using Microsoft Project enables extra options such as resource and budget tracking.

Scope Statement Converted to a Project FileScope statement converted to a Microsoft Project file.

The reports and status update feature of Project make it a good tool for communication and future analysis of how a project was processed.

NOTE: If you do not have Microsoft Project, you may use a spreadsheet program, like Microsoft Excel, to enter in the task items.

Demo - Building a Microsoft Project File:

  1. Open Microsoft Project. Create a new file. File > New > Blank Project.New File in Microsoft Project
  2. Begin to enter the following list of tasks, durations, and predecessors (see table below).
  3. Save the file.
Possible tasks for the project.
Task Name Duration Predecessors
Client Needs Meeting 1 day
Create Scope Statement 3 days 1
Create the list of team assets 2 days 2
Design Research 3 days 3
Create a set of design Mock-ups 2 wks 4
Start Client Iteration Process 3 wks 5
Slice the design 3 days 6
Functionality Research 3 days 7
Build the Data Map 2 days 8
Send the data map to database Developer for Database creation 2 wks 9
Send Data Map and expectations to .net programmers 1 day 10
Combine the layout and functionality 1 wk 11
Research the host environment 1 day 12
Establish the host environment 2 days 13
Upload and test the site 2 days 14
Confirm Functionality with client 1 day 15
Alter any issues 1 wk 16
Go Live! 1 day 17

Building Proper Expectations

Build Phases

The project as a whole can be overwhelming if it is not broken down into proper phases. Phases offer an opportunity to control and measure the progress of a project. They also offer an opportunity to assign the set of tasks to a particular skill set.

NOTE: If you do not have Microsoft Project, you may use a spreadsheet program, like Microsoft Excel, to create groups, or skip this portion..

Demo - Using Phases to Organize a Project File

  1. Open Microsoft Project. Open the file if it is closed.
  2. Select Task #1, Click on Task > Insert > Summary.Insert Summary
  3. Using the steps above, edit the following list of tasks, durations, and predecessors per list below.
    Possible tasks for the project.
    Task Name Duration Predecessors
    Pre-Project Phase
    Client Needs Meeting 1 day
    Create Scope Statement 3 days 2
    Create the list of team assets 2 days 3
    Design Production
    Design Research 3 days 4
    Create a set of design Mock-ups 2 wks 6
    Start Client Iteration Process 3 wks 7
    Slice the design 3 days 8
    Functionality Production
    Functionality Research 3 days 9
    Build the Data Map 2 days 11
    Send the data map to database Developer for Database creation 2 wks 12
    Send Data Map and expectations to .net programmers 1 day 13
    Combine the layout and functionality 1 wk 14
    Host Environment
    Research the host environment 1 day 15
    Establish the host environment 2 days 17
    Upload and test the site 2 days 18
    Confirm Functionality with client 1 day 19
    Alter any issues 1 wk 20
    Go Live! 0 days 21
  4. Save and close the file.

Iteration Process

Working through the Phases

The project design and functionality will need to be approved by the client. As progress is made, and the client is shown, the design may need to be altered. This process of involving the client at key points in the process and addressing the issues is considered the iterative process.

The goal of the process is to work in stages and perfect as we go along and avoid delay of the deadline as well as scope creep. Scope creep is defined as the initial set of goals being extended beyond the original intent. It is best to avoid this by setting an expectation that a certain number of designs that shall be created for review. The process to handle any design beyond that point would need to be accounted for in the original agreement.

Be aware that this back and forth, give and take iterative process only works well when both client and designer are responsible and provide feedback and changes in a timely manner. That is the only way to stay on track.

Break Down a Scope Statement

Duration: 15 to 25 minutes.

In this exercise, you will break the scope statement down into individual tasks and phases for ABC Childcare.

NOTE: If you do not have Microsoft Project, you may use a spreadsheet program, like Microsoft Excel, to enter in the task items.

  1. Open project-scope/Exercises/ProjectScope_ABC.docx.
  2. Using Microsoft Project or a free online service such as www.FreedCamp.com, create a plan of action based on the scope statement (see table of possible tasks below).
  3. Save the new file and close.
Possible tasks for project.
Task Name Duration Predecessors
Preproject Phase
Client Needs Meeting 1 day
Create Scope Statement 3 days 2
Create the list of team assets 2 days 3
Design Production
Design Research 3 days 4
Create a set of design Mock-ups 2 wks 6
Start Client Iteration Process 3 wks 7
Slice the design 3 days 8
Use CSS to build a page template   2 days 9
Host Environment
Research the host environment 1 day 10
Establish the host environment 2 days 12
Upload and test the site 2 days 13
Confirm Functionality with client 1 day 14
Alter any issues 1 wk 15
Go Live! 0 days 16

Solution:

  1. Open Microsoft Project. Create a new file. File > New > Blank Project.New Project File
  2. Begin to enter the following list of tasks, durations, and predecessors (see table below).
  3. Save the file.Task Table
Task List
Task Name Duration Predecessors
Pre-Project Phase
Client Needs Meeting 1 day
Create Scope Statement 3 days 2
Create the list of team assets 2 days 3
Design Production
Design Research 3 days 4
Create a set of design Mock-ups 2 wks 6
Start Client Iteration Process 3 wks 7
Slice the design 3 days 8
Use CSS to build a page template   2 days 9
Host Environment
Research the host environment 1 day 10
Establish the host environment 2 days 12
Upload and test the site 2 days 13
Confirm Functionality with client 1 day 14
Alter any issues 1 wk 15
Go Live! 0 days 16