Defining Project Scope Casey Ayers PMP MBA CaseyAyers.com @caseyayers linkedin.com/in/caseyayers PMP is a registered mark of the Project Management Institute, Inc.
Module Overview Overview Project Scope Management Product scope vs. project scope Scope baseline components Overview of Project Scope Management Processes The Plan Scope Management Process
The Define Project Scope Process
the process of developing a detailed description of the project and product. Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition, Project Management Institute, Inc., 2013, Page 120
Project s
s Included in Scope
Project Scope Set 1 Set 2 Set 3 Detailed descriptions of each requirement are included
Define Project Scope Planning Project Scope Management Good time to return to early project resources like the project charter Curate requirements to align with core goals and expectations Should be possible to define and describe scope with more detail given information learned up to now
Define Project Scope Planning Project Scope Management Existing risk profiles, assumptions and constraints should be analyzed Changes and additions should be made to assumptions as needed
Define Project Scope Planning Project Scope Management High-level vision should be as close to final as possible for entirety of scope Must be revisited throughout project to progressively add detail and make changes when necessary
The Project Scope Statement
The Project Scope Statement Describes project scope, major deliverables, assumptions and constraints Details project deliverables and required work to achieve objectives Enables common understanding of project scope across all key stakeholders
The Project Scope Statement May specifically mention scope exclusions when helpful Guides execution of project work Provides a baseline for control of project work
Project Scope Statement Components Product Scope Description Acceptance Criteria Deliverables Project Exclusions Focuses on the features, functionality and characteristics of the project s end result What conditions must be met for the project to be considered complete and for deliverables to be accepted? Product or result of project. Must be unique and measurable in some capacity to ensure acceptance criteria can be set in advance Specific list of any requirements that will not be included in scope, where applicable; helpful in keeping expectations clear
Project Scope Statement Components Constraints Assumptions Internal and external. Budgets, deadlines and milestones all constraints. Contractual provisions most often considered constraints Key factors accepted as accurate during project planning without proof. Includes information on impacts of assumptions being proven wrong. Greater detail = greater control
Project Scope Statement Project Charter Project scope description Acceptance criteria Project deliverables Project exclusions Project constraints Project assumptions Project purpose or justification Measurable project objectives and related success criteria High-level requirements High-level project description High-level risks Summary milestone schedule Summary budget Stakeholder list Project approval requirements Assigned project manager, responsibility and authority level Name and authority of the sponsor or other person(s) authorizing the project charter More Detail Broader Overview Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition, Project Management Institute, Inc., 2013, Table 5-1, Page 124
Inside the Define Project Scope Process
Define Project Scope Planning Project Scope Management Inputs Scope Management Plan Project Charter s Documentation Organizational Process Assets Tools & Techniques Expert Judgment Product Analysis Alternatives Generation Facilitated Workshops Outputs Project Scope Statement Project Documents Updates
Define Project Scope Inputs T&Ts Outputs Scope Management Plan: Informs how requirements were collected and how scope should be defined Outlines the level of detail that should be included in scope statement
Define Project Scope Inputs T&Ts Outputs Project Charter: High-level description and core characteristics serve as a valuable compass Often includes acceptance information useful in crafting approval guidelines
Define Project Scope Inputs T&Ts Outputs s Documentation: Sorts requirements by type, provides assumptions and assists in prioritizing requirements Key to determining which requirements make the cut to become part of final project scope
Define Project Scope Inputs T&Ts Outputs Organizational Process Assets: Policies, procedures and templates Previous project files Lessons learned knowledge base
Define Project Scope Inputs T&Ts Outputs Expert Judgment: Used to analyze requirements and information. Most useful when reviewing technical requirements and details Consultants Industry groups Others within the organization Professional and technical associations Stakeholders, customers and sponsors Subject matter experts
Define Project Scope Inputs T&Ts Outputs Product Analysis: Most useful when a project s output is a product, not a service or other result Product breakdown s analysis Systems analysis Systems engineering Value analysis Value engineering
Define Project Scope Inputs T&Ts Outputs Alternatives Generation: Used to develop options related to project execution. Can be useful in ensuring scope and processes present an efficient path to the project s objectives Brainstorming Lateral thinking Analysis of alternatives
Define Project Scope Inputs T&Ts Outputs Facilitated Workshops: Helps in building common agreement and understanding of project objectives across functional areas Also helpful in building consensus about what should not be included in project scope
Define Project Scope Inputs T&Ts Outputs Project Scope Statement: Key output of this process, serving as the final word on project goals and parameters Product scope description Acceptance criteria Deliverable information Project exclusions Constraints and assumptions
Define Project Scope Inputs T&Ts Outputs Project Document Updates: Refinement and finalization of scope often affects Stakeholder register s documentation s traceability matrix
Module Review: Defining Project Scope Filters requirements Provides order and prioritization Adds detail to each included requirement May be progressively elaborated, though highlevel requirements for whole project should be included at the outset
Module Review: Project Scope Statement Describes project scope, major deliverables, assumptions and constraints Fosters common understanding of project scope by all key stakeholders Guides execution and control of project work
Module Review: Define Project Scope Inputs include scope management plan, project charter, requirements documentation and organizational process assets Tools & Techniques include expert judgment, product analysis, alternatives generation and facilitated workshops Outputs include the project scope statement and project documents updates
Creating a Work Breakdown Structure