Download Module Five: Project Scope Statement

Module Five: Project Scope Statement
#outcomes
Learning Outcomes
This module describes the work performed to deliver a product, service or result. The Project Scope
Management steps are reviewed and focused on in-depth in order to gain a complete understanding of
what elements are incorporated in project scope; with emphasis on describing and developing the
elements of the Project Scope Statement. You will develop the skills to differentiate between product
scope and project scope and be able to examine the processes required to ensure all the work, and only
the work required, is included to complete the project successfully. You will be able to articulate what is
not in scope and understand the rationale behind scope development. Activities will focus on
development of a Project Scope applying the rules of SMART Goals.
At the completion of this module, learners will be able to:
 Explain why scope definition is important.
 Define the elements of a project scope statement.
 Outline and document a project’s scope based on stakeholders’ needs.
/outcomes
Required Readings
Textbook Chapter 4
Activities to Supplement/Support Learning
PMBOK® Guide Chapter 5
Rita Mulcahy’s PMP Exam Prep – Eighth Edition – Chapter 5
What is Project Scope?
The work performed to deliver a product, service or result with the specified
features and functions. PMBOK®
Project Scope Management Steps
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Initiation – Involves the processes of developing the Project Charter and identifying stakeholders
Scope Planning – Is part of the Planning Process Group; involves approval process, change requests,
changes in scope, communication, etc.
Scope Definition – Need to define in order to establish scope statement and create Work Breakdown
Structure
Scope Validation – The process of formalizing acceptance of the completed project deliverables
Scope Change Control – Involves the Integrated Change Control process where changes are vetted
through a group to identify the impact the change may have to the project
Scope can refer to…
 Product scope: The features and functions that characterize a product, service or result
 Project scope: The work performed to deliver a product, service or result with the specified
features and functions.
Project Scope Management

Includes processes required to ensure that the project includes all the work required, and only
the work required, to complete the project successfully
Why “only?”
#reveal
“Only the work required” prevents scope creep (uncontrolled changes in project scope.)

Managing the project scope is primarily concerned with defining and controlling what is and is
not included in the project. Exclusion criteria are very important to outline!
/reveal
Define “Scope”
The process of developing a detailed description of the project and product:
 Builds on deliverables, assumptions, and constraints from project initiation
 Described in more detail in planning as more information is known
Where to find information…
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Scope Management Plan
• Develop, monitor and control project scope
Project Charter
• Best starting point for getting information to define scope
• Provides the high-level project description and product characteristics, and project
approval characteristics
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Requirements Documentation
• Stakeholder Requirement Matrix
Organizational Process Assets
• e.g.: policies, procedures, and templates; project files from previous projects; and
lessons learned from previous phases or projects
Where to get help from…
 Expert Judgment – also known as Subject Matter Experts
 Product Analysis
May include product breakdown, systems analysis, requirements analysis, systems engineering,
value engineering, value analysis (LEAN)
 Alternatives Generation
Use brainstorming, lateral thinking etc.
 Facilitated Workshops
Project Scope Statement defined…
Project scope statement describes, in detail, the project’s deliverables and the work required to create
those deliverables:
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Provides common understanding
May contain explicit exclusions
Enables more detailed planning
Guides work during execution
Provides baseline for change
# key point
Project Scope Statement is a LIVE document. It forms the starting point or the baseline for the project
Scope. From this baseline, Project Managers are able to compare the baseline to what is actually
happening in a project. This is referred to as variance analysis.
/key point
Elements of a Project Scope Statement
The Project Scope Statement should encapsulate all information regarding the project’s description,
deliverables, assumptions and constraints. It creates the platform for a shared agreement amongst the
project team and stakeholders. Also included in the Project Scope Statement is valuable information
regarding exclusions and acceptance criteria, both of which enable the Project Manager to manage
expectations of the various stakeholders.
To further explain:
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Product Scope Description – characteristics of the product, service or result
Acceptance Criteria – process and criteria for accepting completed deliverables; conditions that
need to be met; what the sponsor wants to see at the completion of the project
Deliverables – outputs of the project and subsidiary results such as reports and documentation
Project Exclusions – identifies what is excluded from the project
Constraints – anything that limits options; a restriction (internal or external) that can affect the
performance of the project; most common constraints are time, money, resources

Assumptions – are factors that are considered to be true, real or certain without proof;
assumptions generally involve a degree of risk
Project Scope Statement – Practical Application
Project scope statements should be concise and clear. Anyone reading the statement should have a
good idea of what the project consists of (and what will not be part of the project). All six scope
statement components need to be aligned with SMART goals.
SMART GOALS
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Specific – focus on a specific idea
Measurable – quantify how the idea can be measured
Achievable – defined so that idea can be achieved with current knowledge, skills, abilities
Realistic – indicate what can be reasonably achieved, given available resources.
Time-bound – detail when the result can be attained
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#activity
Test your Understanding
Scope Statement (without using SMART Goals)
University X wants to upgrade its facilities to include Wi-Fi technologies accessible anywhere on campus.
This project will offer students, faculty, and staff the ability to be productive from anywhere on campus.
The project will take place over a time period in which measurable results will be achieved.
How can you make this Scope Statement adhere to SMART Goals? Practice re-writing this statement.
#reveal
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/reveal
/activity
Elements of the Project Charter and Project Scope Statement
The following diagram outlines that high level information contained within the Project Charter and the
detailed description of the scope elements found in the Project Scope Statement:
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caption: Copyright of the PMI©
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Plan Scope Management
It is imperative for Project Managers to plan scope management. It is necessary to document how the
scope will be defined, developed, monitored, controlled and validated. The process of validation is
pivotal to the acceptance process and the subsequent closure of the project.
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Validation versus Verification?
It is crucial that Project Managers understand the difference between validation and verification.
#key point
Validation: The assurance that a product, service, or system meets the needs of the customer and other
identified stakeholders. It often involves acceptance and suitability with external customers. Contrast
with verification.
Verification: The evaluation of whether or not a product, service, or system complies with a regulation,
requirement, specification, or imposed condition. It is often an internal process. Contrast with
validation.
/key point
Scope Validation as Compared to Quality Control
Scope Validation is primarily concerned with the formalized acceptance by the customer in regards to
the deliverables. This includes reviewing the deliverables to ensure that they have been completed as
per the customer’s requirements (stakeholder).
Quality control is primarily concerned with the correctness of the deliverables and meeting the quality
requirements specified for the deliverables
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Plan Scope Management – Sources of Information
Inputs to Plan Scope Management:
 Project Management Plan
o Subsidiary plans influence scope planning (such as risk, quality, stakeholder,
communication plans, etc.)
 Project Charter
o Provides high level description and product characteristics
 Enterprise Environmental Factors
o Organization culture, personnel, infrastructure
 Organizational Process Assets
o Policies & Procedures, historical information, lessons learned
Tools and Techniques to Plan Scope Management:
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Expert Judgment – provided by any group or individual with specialized knowledge or training
Meetings – to develop and define scope
Output to Plan Scope Management:
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Scope Management Plan – describes how the scope will be defined, developed, controlled and
verified. It includes process for:
o Detailing the Project Scope Statement
o Creating WBS & maintain/approve
o Acceptance of completed deliverables
o Change control management
Requirements Management Plan – details how the requirements will be analyzed, documented,
and managed throughout the project, which includes process for:
o How to plan, track and report
o Prioritization process
o Product metrics
o What to capture on the traceability matrix
Validate Scope – Inputs
Once all requirements are collected, scope defined and WBS created, we need to validate the scope
every time a deliverable is being passed to the project customer.
Following are the inputs to Validate Scope:
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Requirements Traceability Matrix
o Links requirements to their origin, and tracks them throughout the project life cycle
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Verified Deliverables
o Completed and checked for correctness by the Control Quality process
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Work Performance Data
o Degree of compliance with requirements
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… the difference is between data and information?
 Data – Information in raw or unorganized form (such as alphabets, numbers, or symbols) that
refers to, or represent, conditions, ideas, or objects
 Information – When data are processed, interpreted, organized, structured or presented so as
to make them meaningful or useful, they are called information
Validate Scope – Tools and Techniques
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Inspection
o Includes activities such as measuring, examining and verifying to determine whether
work and deliverables meet requirements and product acceptance criteria
o Sometimes referred to as reviews, product reviews, audits, walkthroughs
Group Decision-making Techniques – collectively decide:
o Unanimity – having the agreement and consent of all (Merriam Webster)
o Majority - >50% in favour in one group, a number or percentage equaling more than half
of a total (Merriam Webster)
o Plurality – decision by largest block in a group decision – not majority but larger
representation, a number greater than another (Merriam Webster)
#note
When fast decisions are required, the Project Manager may need to assume a Decision-Making
Technique similar to Dictatorship.
/note
Validate Scope – Outputs
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Accepted Deliverables
◦ Deliverables that meet the acceptance criteria are formally signed-off and approved by
the customer or sponsor
Change Requests
◦ Deliverables not formally accepted may require a change request for defect repair, to be
processed through the integrated change control process
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Work Performance Information
◦ Project progress: e.g., deliverables started, finished or accepted
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Project Document Updates
◦ Includes any documents that define the product or report status on product completion
◦ Processed through the integrated change control process
Summary
It is essential for Project Managers to accurately document details about the project in the Scope
Statement. The project needs to be expressed using SMART goals, clearly outlining the description of the
project. Also necessary, is the documentation of each and every deliverable (including Project
Management). As the Scope Statement is developed, details about the projects acceptance criteria,
exclusions, constraints, and assumptions are vital to accurately describing the project (all crucial for
managing and controlling what is in and not in scope).
#discussion
If you find you have any questions about any of this, pose your question on the “Questions about Course
Content” discussion forum. Read the forum regularly; you may be able to answer someone else’s
question. Your instructor will also watch the forum and answer your questions there, so everyone can
see the response.
/discussion