Three methods for determining project outcomes, based on the PMBOK suggestions, include:

Reviewing project initiation documentation: Project initiation documentation, such as Project Charters and Business Cases, outline project objectives, requirements, and deliverables. By referring to this documentation, it's possible to determine whether sufficient information was initially provided to establish the project scope and identify its intended outcomes.

Observing actual timeframes against a baseline schedule: By comparing the actual time it takes to complete tasks and achieve milestones against the initially planned schedule, one can gauge the project's progress and identify any potential delays or deviations from the intended outcomes. This comparison helps to determine if the project is on track to achieve its stated goals within the allocated timeframes.

Analysing issues and noncompliance: During a project, various issues and noncompliance can arise, impacting its scope and outcomes. Analysing these challenges, identifying their root causes, and developing recommendations for improvement provides valuable insights for determining project success and effectiveness. Through this analysis, it's possible to learn from past mistakes and implement corrective measures for future projects.

Generally used there are three methods for documenting a Work Breakdown Structure (WBS):

Noun-orientated WBS: This method defines the project deliverables based on the actions required to produce the project outcomes. For example, if the project is to build a house, the noun-oriented WBS would break down the project into phases like "foundation," "framing," "roofing," and "finishing," representing the tangible components of the house.

Task-orientated WBS: Also referred to as a product breakdown structure, this method focuses on the deliverables and sub-systems related to the project's product. For instance, in building a car, the task-oriented WBS would list components like the "engine," "transmission," "chassis," and "body," representing the functional elements of the car.

Time-phased WBS: This method is ideal for projects spanning a long duration. It outlines the major phases of the project, with detailed planning focusing only on the immediate phase. This approach allows for flexibility and adaptation as the project progresses, ensuring that each phase is thoroughly planned and managed before moving on to the next.

When informing the Project Manager of non-compliance, a Project Officer should follow these steps:

Identify the Non-Compliance: Clearly identify the specific instance where a team member or activity has deviated from the agreed-upon project scope or procedures. 

In our conversation history, the example involved the Administration Officer not submitting the final files for the promotional materials to the printer on time. This contravened the Project Manager's instructions to have them sent a week before the event.

Gather Supporting Information: Collect evidence to support your claim of non-compliance. This can include emails, meeting minutes, progress reports, or any other documentation demonstrating the discrepancy. In the example, evidence included the absence of final files on the server and in the project directories, as well as the lack of email correspondence from the graphic designer containing the final files. Additionally, the conversation with the graphic designer revealed that the Administration Officer provided an incorrect deadline.

Document the Non-Compliance: Record the non-compliance formally in writing. This could be within a project progress report or a dedicated non-compliance report. Clearly state the impact of the non-compliance on the project scope, budget, or timeline. In the example, the non-compliance led to a potential delay in printing the materials, potentially impacting the event and incurring additional costs.

Communicate with the Project Manager: Promptly inform the Project Manager about the non-compliance, providing all the necessary details and supporting documentation. This can be done via email. The email should be concise, factual, and written in a professional manner, outlining the non-compliance, its potential consequences, and any steps taken or proposed solutions.

Follow Organisational Procedures: Adhere to your organisation's established procedures for reporting and managing non-compliance. This might involve using specific forms, escalation paths, or communication channels. The sources specify that changes to the project scope must be formally requested and approved by the Project Manager.

Collaborate on Solutions: Work collaboratively with the Project Manager and relevant team members to devise and implement solutions to rectify the non-compliance and mitigate its impact on the project. This might include renegotiating timelines, revising budgets, or implementing corrective actions. In our example, the Project Officer suggested the graphic designer complete the work without incurring overtime to avoid exceeding the budget.

By following these steps, Project Officers can effectively report and manage non-compliance, ensuring the project remains on track and its objectives are achieved.

Engage all stakeholders early in the project: Involving stakeholders from the beginning helps to ensure everyone understands the project scope, preventing potential misunderstandings and requests for changes later on. 

Engaging stakeholders in the early stages also allows for the gathering of diverse perspectives and insights, which can lead to a more comprehensive scope definition from the outset. 

For instance, in the Staff Education Project, involving the Data Management Team Leader from the start might have identified their suggestion for client information sessions earlier, streamlining the process and preventing potential scope creep.

Thoroughly analyse and document requirements: Dedicating sufficient time and effort to requirements gathering and analysis at the initial stages is crucial. Clearly defining and documenting the project's objectives, deliverables, and constraints upfront helps to establish a solid foundation and minimise ambiguity, thereby reducing the likelihood of scope creep. 

This involves defining the project’s end results, objectives, budget, timelines, and deliverables in detail. 

A detailed work breakdown structure, outlining all tasks necessary for achieving the project goals, is also essential. This meticulous approach reduces the chances of overlooking crucial aspects that might lead to scope expansion later.