Project Scope
Project scope describes the work and all the work that the team must produce to finish the project and achieve the project objectives. Therefore, to secure the project’s success is determinant to define the project scope. For a well-defined project scope, the team must define elements such as expected results, deliverables, acceptance criteria, requirements, assumptions, dependencies, and finally constraints. If the project manager uses a waterfall approach the team defines the project scope initially in the planning phase. On the other hand, if the team uses an agile approach, they will define the project scope iteratively throughout the project.
The project scope is the formal understanding of the project that all stakeholders agree and understand. Therefore, It helps the team to know what should do, and what should not do. On the other side also helps the stakeholders to understand the project’s progress. A source to collect some information is the project charter.
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Benefits of defining the scope
All projects should define the project scope. Since all stakeholders agree upon the scope, this will help to define the work the team needs to do and also the work that should not do. Consequently, all stakeholders, whether clients, teams, sponsors, management, or any other stakeholder have a common understanding of the scope. Having a common understanding will let the team focus on the necessary work and make everything simple because if someone has a doubt they can check it on the scope.
The scope, in a waterfall project, also defines the scope baseline. Even more, any change to the scope needs a formal change request. Since the team defines all works and only the necessary work in the project scope, scope creep is less like to occur. Also, workarounds may not be necessary.
What is scope management?
We have already talked about the concept of scope. But what does scope management practice mean? Scope management refers to the processes required to carry out all the necessary work, and only the necessary work, to achieve the project objectives. These processes include:
Scope management is one of the project management processes. In this process, the team developed all all the work and only the necessary work to achieve project objectives. The scope management process includes the plan scope management, where the scope management procedures are clarified. It also includes the “define requirements” process, where the team defines, prioritizes, refines, and documents all product requirements. Another process included in scope management is the “Define the scope”, where the scope is clarified. Another process is the “Plan work”, where the team defines the work required to achieve the project deliverables. “Validate scope”, is another process of scope management. In this process, the deliverables are confirmed and acceptance is obtained. Finally, we have “control scope”, where the project manager checks if the team does all the work to achieve project objectives.
How to create a good scope?
Achieving project success is fully interconnected with a good scope definition. A good scope will avoid problems, and misunderstandings and promote a good relationship between all stakeholders. To define a good scope, the project manager, the project team, and all stakeholders should follow the below tips:
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- Show project value – everyone should understand the value of developing the project and the benefits of the project product
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- Develop a Product breakdown structure – In the PBS, the team decomposes the product into deliverables. Through that, is possible to have a clear understanding of the work that the team needs to do.
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- Don’t make the project for someone – The project can influence and influence many people. If the project is personalized, many stakeholders that can influence the project may not feel involved. This can make the project manager‘s work more difficult.
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- Turn communication easier – Easy communication and easy language can help to improve communication and help the relationship between stakeholders.
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- Share documentation – The project manager should spend most of his time communicating. By saying this, he should share all documentation and if possible more easily and visually (graphics, images,…)
Has we said, the success of the project is totally related to a well-defined scope. The scope management includes all the work necessary to achieve project objectives. It will also include the rules, processes, procedures, constraints, and everything related to the scope. This will lead to a good project vision. Another important aspect is that all stakeholders will have a clear idea of what is going to be done and how.