PROJECT SCOPE

The phase of project planning known as project scope entails identifying and recording a list of the
precise project objectives, deliverables, tasks, costs, and deadlines. A scope statement or terms of
reference is a document that details the parameters of a project. It defines the project's parameters,
assigns roles to each team member, and establishes the protocols for validating and approving completed
work.This documentation assists the project team in maintaining their attention and focus throughout the
project. The team's guidelines for deciding on change requests throughout the project are also provided by
the scope statement. A project's charter is not the same as its scope statement; it merely certifies the
existence of the project.
As they develop, big projects frequently change. Approving and managing these changes will be
simpler if a project's "scope" has been effectively defined from the start. Stakeholders should be as specific
as they can when outlining a project's scope to prevent scope creep. A situation known as scope creep
occurs when a project's one or more components end up requiring more work, time, or effort as a result of
inadequate planning or poor communication.
Good communication is necessary for effective scope management. This makes sure that everyone
on the team is aware of the project's scope and is in agreement regarding the precise means by which the
project's objectives will be achieved. The team leader should solicit approvals and signoffs from
stakeholders as the project advances as part of scope management to make sure the proposed finished
project satisfies everyone's needs.
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Project scope management
In addition to the ongoing review and monitoring of project activities, there are steps that should
be undertaken to manage the scope of the project to avoid scope creep.

1. Identify whether there are any changes to the requirements for your project. This is a vital step since
these changes directly affect the project goals and all related activities.
2. Identify how the changes will impact the project. Before you can make adjustments to the scope of the
project, you need to understand where and how changes impact the outcome.
3. Gain approval for changes before proceeding with a change in activities or direction.
4. Implement the approved changes in a timely manner to reduce delays and risks.
HOW TO DETERMINE YOUR PROJECT SCOPE STATEMENT
You should list the work that must be done to finish the project in the scope statement. Your goals
are outlined, and it also specifies how the project will be finished. The term "the statement of work" or
"term of reference" may also be used to refer to the scope statement. It will be easier to ensure that
everyone is on the same page, that all necessary steps are taken, and that the project is successfully
finished on time and within budget if the scope is clearly defined. A complete list of the project's
objectives, deliverables, features, functions, tasks, deadlines, and costs should be included in the scope
statement.
The project manager should create the scope statement in collaboration with the team leaders and
stakeholders, making sure to include the following:
 It includes only the work (scope) required;
 Each step of the project can be completed on time, and
 That the project can be completed within the allotted budget.
THE SCOPE STATEMENT SHOULD INCLUDE:

1. The boundaries of the project (what is and what is not included)

2. The responsibilities of each team and the individual team membersT
3. he procedures for completing each step of the project
4. How each step will be verified and approved
WHY THE PROJECT SCOPE STATEMENT IS ESSENTIAL
You wouldn’t go on a long road trip without a map. The project scope statement is like a map used
to get from start to finish. Without this statement, team members cannot be clear on what they are
supposed to do and when. You are also more likely to miss deadlines, make mistakes and run over budget.
The scope statement also becomes part of your essential documentation, proving that all parties
were informed and signed off on the project before any work began. You need such a statement to protect
your interests in the event of disputes with the client, contractors, sub-contractors or workers.

PROJECT MANAGEMENT STEPS

Project scope management requires a number of steps to ensure the correct processes are put in place. In
general, there are 6 steps, which can be applied to nearly any industry or type of project, whether it’s a
new product, computer network system, computer software/hardware, engineering project, construction
project, or a new department within an organization.
1. PLAN SCOPE MANAGEMENT
This first step involves planning the process and creating a scope management plan. The goal of this step is
to determine how the scope will be defined, managed, verified and controlled.
There are 4 primary parts of the scope management plan:
 Requirements
 Scope Statement
 Work Breakdown Schedule
 WBS (work breakdown structure) Dictionary

2. COLLECT REQUIREMENTS
This second step will establish what needs to be accomplished during the project. You will need to collect
the requirements of all the stakeholders, which may include the client, senior management, investors,
government regulators, neighbors or nearby landowners. You will determine the project timeline,
allocation of resources, and set the goals of the project.
There are 5 categories of project requirements:
 Business requirements
 Stakeholder requirements
 Product requirements
 Transition requirements
 Quality requirements
3. DEFINE SCOPE
This step involves determining the scope of the work that will be involved in order to deliver the project. It
should outline the steps that will be taken in order to meet the project’s goals and objectives.
Define the project scope by identifying:
 Project objectives
 Goals
 Sub-phases
 Tasks
 Resources
 Budget
 Schedule
In this phase you will also establish the parameters of the project. In other words, you must define exactly
what is included in the project and what is not. This ensures that the client, stakeholders, senior
management, project manager, and team members are all aware of what is expected.
4. CREATE WBS
The Work Breakdown Structure (WBS) involves subdividing the project deliverables into smaller units.
Basically, you break down the project into phases, including the tasks required in order to complete each
phase.
If you were building a house, the WBS phases might include:
 Design – Creating plans/blueprints and making changes to the plans
 Structural – Excavation, pouring foundation, framing, drywalling and roof joists
 Utilities – Plumbing, electrical and HVAC
 Finishing – Painting, windows, roofing, siding and landscaping
5. VALIDATE SCOPE
This step has to do with formalizing the acceptance of deliverables. This phase is not concerned with the
deliverables themselves, but how they will be accepted and approved. The point of this phase is to avoid
stakeholders deciding that things should have been done differently after the project has been completed.
Validate Scope should include:
 Whether the project deliverables are accepted?
 Who accepts project deliverables?
 Under what conditions deliverables will be accepted?
6. CONTROL SCOPE
This refers to the process of monitoring progress and managing changes that come up during the project. It
monitors “scope creep,” which happens when additional tasks are added/changed, without making the
necessary changes to the scope in terms of schedule, costs and resources. This is an essential part of the
process as changes can result in lost time, cost overruns, and will require the reallocation of assets and
manpower.
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