Scope Management

First off, scope can refer to either product scope or project

scope. It's important to know the difference:
• Product scope is defined as the functions and features that
characterize a product or a service
• Project scope is the work that must be done in order to
deliver a product according to the product's scope (required
functions and features)
• Project scope is the common understanding among
stakeholders about what goes into a project and the factors
that define its success. A project's scope is made up of the
functionalities or specifications outlined in its requirements.
 What is project scope?
Your project scope sets the boundaries for your project and
defines the project goals, deadlines, and deliverables. When
you clarify your project scope, you’re structuring your
project around what your team will and won’t do and
providing goals and objectives for them to work toward.

The entire team should be involved in defining the project

scope. This means communicating with key stakeholders and
writing up a project scope statement that outlines
requirements of the project. For example, if you’re defining a
scope for a new advertising campaign, you’ll want to ensure
the design team, the content team, and the digital marketing
team all agree on the details in the scope statement.
 Project Scope Vs Product Scope
Project Scope Product Scope

The work needed to create Features and functions of the

product of the project product of the project

Completion of a project is Completion of product scope is

measured against the plan measured against the
requirements
Processes of Scope Management
1. Plan Scope Management

• Developing a plan that documents how the scope of

project will be defined, validated, and controlled

2. Collect Requirements

• Documenting and managing the needs of stakeholders

3. Define Scope

• Developing the detailed scope of the project and product

Processes of Scope Management
4. Create WBS

• Subdividing the deliverables of the projects into smaller

components

5. Validate Scope

• Formalizing the acceptance of the deliverables

6. Control Scope

• Monitoring the scope of project and product and controlling

changes to the scope baseline
 5.1 Plan Scope Management
1.The process of developing project scope
management plan
2. Scope Management Plan documents how the
project scope will be defined, validated, and
controlled
3. It provide guidance on how the project scope
will be managed throughout the project
 5.1 Plan Scope Management

Input Tools & Techniques Output

1. P.M plan 1. Expert 1. Scope Management

2. Project Charter Judgment Plan
3. EEF 2. Meetings 2. Requirements
Management Plan
4. OPA
5.1 Plan Scope Management Data
Flow Diagram
5.1 Plan Scope Management: Inputs
1. Project Management Plan

• All the project plans that can influence project scope

2. Project Charter

• It contains high level project and product scope

3. EEF/OPA

• Organizational Culture (EEF)

• Personnel administration (EEF)
• Infrastructure (EEF)
• Marketplace conditions (EEF)
• Processes and procedures (OPA)
• Historical information (OPA)
5.1 Plan Scope Management: T&T

1. Expert Judgment

• Consulting those who are expert in the area

2. Meetings

• Meetings attended by project teams, sponsor,

stakeholders, etc
5.1 Plan Scope Management: Output
1. Scope Management Plan

• It describes how the scope will be defined, developed, monitored,

controlled, and verified.
• Depending on the project scope management plan can be in detail or
at high level

Scope Management Plan can include the following items:

1. Process for preparing a detailed project scope statement
2. Process for how to create WBS
3. Process that establishes how the WBS will be maintained and approved
4. Process for validating scope
5. Process for proper processing change request related project scope
 5.1 Plan Scope Management: Output
2. Requirements Management Plan

• The plan describes how requirements will be identified,

analyzed, documented, and managed

Elements of Requirement Management Plan can as follow:

1. How requirements activities will be planned, tracked, and reported
2. Requirements prioritization process
3. Product metrics that will be used and the rationale for using them
4. Traceability structure to reflect which requirement attributes will be captured on the
traceability matrix
5. How will the configuration management related to requirements work
 5.2 Collect Requirements
1.The process of determining, and documenting
stakeholder’s needs and requirements
2. Requirements provide the foundation for WBS
or project scope
3. Project scope, cost, schedule, quality, and
sometimes procurement are all based on the
requirements
 5.2 Collect Requirements
Requirements can be classified as follow:
1. Business requirements: These tells us why the project is undertaken or what is the
product needed for or what aspect of business is needed to be changed or improved

2. Stakeholder requirements: Specific needs of some of the stakeholders

3. Solution or product requirements: This tell us about the functions and characteristic of
the product, service, or results for which the project is undertaken

4. Transition requirement: Temporary capabilities, such data conversation or training to

needed for transition from current state to the state where the customer wan to be

5. Project requirement: Process and conditions the project need to meet

6. Quality requirements: Condition or criteria which indicates the successful completion

of the project or delivery of its product
 5.2 Collect Requirements
Input Tools & Techniques Output

1. Interviews
2. Focus groups
3. Facilitated
1. Scope management workshops
plan 4. Group creativity
2. Requirements techniques 1. Requirements
management plan 5. Group decision documentation
making techniques
3. Stakeholder 6. Questionnaires and 2. Requirements
Management Plan surveys traceability matrix
4. Project Charter 7. Observations
5. Stakeholder Register 8. Prototypes
9. Benchmarking
10. Context diagrams
11. Document Analysis
5.2 Collect Requirements: Data Flow Diagram
 5.2 Collect Requirements: Inputs
5.2.1.1. Scope Management Plan

• It tells us what type of requirements need to be collected

5.2.1.2 Requirements Management Plan

• It tells us about the process that we will be using for collecting the requirement

5.2.1.3 Project Charter

• This contains the high level description of the product, service or result

5.2.1.4 Stakeholder Register & Management Plan

• Stakeholder register give us info on the identified stakeholders e. g contact No

• Stakeholder management plan tell us about the communication requirements of teach stakeholders
 5.2 Collect Requirements: T&T
5.2.2.1. Interviews

• Best for receiving confidential information

• Best for detailed information

5.2.2.2 Focus Group Discussion

• Bringing together many experts at one place

• More conversational than individual interviews

5.2.2.3 Facilitated workshops

• Good for defining cross-functional requirements gathering

• Good for reconciling between stakeholder differences

5.2.2.4 Group creativity technique

• Several methods can be used to identify product/project requirement through group techniques
5.2.2.4 Group Creativity Techniques
1. Brainstorming………?
• Generating and collecting multiple ideas
• Used in conjunction with other techniques
5.2.2.4 Group Creativity Techniques
2. Nominal group technique
• Ranking ideas for further brainstorming
through voting
5.2.2.4 Group Creativity Techniques
3. Idea/Mind Mapping…..?
• Mapping together ideas generated in individual
brainstorming sessions
• This allow for common understanding of ideas and help in
generating new ideas
5.2.2.4 Group Creativity Techniques
4. Affinity Diagram……?
• Classifying large number of ideas into groups
5.2.2.4 Group Creativity Techniques
5. Multi-criteria decision analysis…..?
• Generating ideas or making decision based on different
criteria, e. g time, quality, and cost
 5.2 Collect Requirements: T&T

5.2.2.5 Group decision making technique

• Decision making in a group for future actions

• The decisions can be reached through: 1. Unanimity, 2. Majority, 3. Plurality, 4. Dictatorship
• The technique can be applied to group creativity technique

5.2.2.6 Questionnaires and surveys

• Best when quick turn around from many stakeholders living in many different places
is needed.

5.2.2.7 Observation

• Observing the environment or job of the customer

• Practically performing job of a customer requiring a product
 5.2 Collect Requirements: T&T
5.2.2.8 Prototypes

• Obtaining feedback on requirements by providing a working model of the product

5.2.2.9 Benchmarking

• Comparing the planned products to actual similar products.

5.2.2.10 Context Diagram

• It visually shows the scope of the product by showing the business system (processes, equipments,
computer system, etc).

5.2.2.11 Document Analysis

• Analyzing existing documents such as market literature, business plans, proposals, process flow, etc to
identify requirements.
5.2.2.10 Context Diagram
 5.2 Collect Requirements: Outputs

5.2.3.1 Requirements Documentation

• It shows how each requirement will meet business need of the project
• Requirement needs to be clear, tangible, testable, traceable and measurable.
• Requirements can be documented as a list or in much detail

5.2.3.2 Requirements Traceability Matrix

• This document links each requirement to the deliverable that fulfill the particularly
requirement
• It helps in tracing the requirement throughout the project
• It helps in making changes to the project
5.2.3.2 Requirements Traceability Matrix :
Sample Doc
 5.3 Define Scope
1.Developing the detailed description of the
project and product
2. Specifying the boundaries of the project
3. Specifying the requirements that are included
in the project scope.
The stakeholders may have lots of
requirements but not all the
requirements will be part of the
project. Here you specify the
requirements that will be part of the
project.
 5.2 Collect Requirements
Input Tools & Techniques Output

1. Scope management
plan 1. Expert Judgment
2. Product analysis 1. Project Scope
2. Project Charter
3. Alternative Statement
3. Requirements generation 2. Project document
documentation 4. Facilitated
Workshops updates
4. Organizational
Process Assets
What is completely
he new for you?
What is t f
p o rta n ce o
im
h in p u t to this
e ac
process?
5.3 Define Scope Data Flow Diagram
 5.3.1 Define Scope: Inputs
5.3.1.1 Scope Management Plan

• It contains activities for defining, managing, and controlling the project scope.

5.3.1.2 Project charter

• Contains high level project description

• Contains high level product scope
• Describes high level deliverable acceptance criteria

5.3.1.3 Requirements documentation

• The requirements documentation is used to select the requirements that will be

included in the project
 5.3.2 Define Scope: T&T
5.3.2.1 Expert Judgment

• Getting expert view from consultants, sponsors, industry experts, stakeholders, etc.

5.3.2.2 Product Analysis

• Translating high level product description into tangible deliverables.

• This can be done through product breakdown, system analysis, system engineering, value engineering, etc.

5.3.2.3 Alternative Generation

• Identifying several options for executing the project work.

 5.3.3 Define Scope: Outputs

5.3.3.1 Project Scope Statement

• It describes project scope, deliverables, assumptions, and constraints and scope exclusions
• Scope statements create common understanding of the scope among the project team and stakeholders
• Scope statement includes details about the project deliverable and the work needed to create these deliverables
• The difference between scope statement and project charter is that the scope statement in much more details

5.3.3.2 Project Documents Update

hy are these
W
ts
documen
?
• Stakeholder register updated
• Requirements documentation
• Requirement traceability matrix
Project Scope Statement Vs
Project Charter
 5.3.3.1 Project Scope Statement
Project Scope Statement includes the followings:

Product Scope: Describes the characteristics Project Exclusion: Identifying things

of the product, service or result that are outside the scope of the
project. This helps in managing
Deliverable: Any verifiable product, service, stakeholder expectations
or result. Deliverables can also be project
reports and documentations. Constraints. Constraints refers to
limitations or restrictions. For
Acceptance Criteria: Conditions that are to be example a predefined budget or
met before accepting the criteria deadline.
Assumptions: Something is
considered to be true or certain
without any proof. This is done for
planning purpose. The scope
statement also documents the
affects of the assumed factors in
case the proof to be false.
Project Scope Statement Template