Casey Ayers • PMP® • MBACaseyAyers.com | @caseyayerslinkedin.com/in/caseyayers

PMP® is a registered mark of the Project Management Institute, Inc.

Defining Project Scope

Overview Project Scope Management

Product scope vs. project scope

Scope baseline components

Overview of Project Scope Management Processes

The Plan Scope Management Process

Module Overview

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

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Project Requirements

Requirement Requirement

Requirement Requirement

Requirement

Requirement

Requirement Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement Requirement

Requirement

Requirement

Requirements Included in Scope

Requirement

Requirement

Requirement

RequirementRequirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement

Requirement Requirement

Requirement

Requirement

Set 1 Set 2 Set 3

Project Scope

Detailed descriptions of each requirement are included

•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

Define Project Scope •Planning •Project Scope Management

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

The Project Scope Statement

Project Scope Statement Components

Product Scope Description

Focuses on the features, functionality and characteristics of the project’s end result

Acceptance Criteria

Project ExclusionsSpecific list of any requirements that will not be included in scope, where applicable; helpful in keeping expectations clear

What conditions must be met for the project to be considered complete and for deliverables to be accepted?

DeliverablesProduct or result of project. Must be unique and measurable in some capacity to ensure acceptance criteria can be set in advance

Internal and external. Budgets, deadlines and milestones all constraints. Contractual provisions most often considered constraints

AssumptionsKey factors accepted as accurate during project planning without proof. Includes information on impacts of assumptions being proven wrong.

Constraints

Project Scope Statement Components

Greater detail = greater control

Project CharterProject Scope Statement

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 OverviewProject 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

Tools & TechniquesInputs Outputs

Expert JudgmentProject Documents

Updates

Scope Management Plan

Project Charter

Requirements DocumentationOrganizational Process Assets

Product Analysis

Project Scope Statement

•Planning •Project Scope ManagementDefine Project Scope

Alternatives Generation

Facilitated Workshops

•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

•Inputs • Outputs• T&TsDefine Project Scope

•Project Charter: High-level description and core characteristics serve as a valuable compass

•Often includes acceptance information useful in crafting approval guidelines

•Inputs • Outputs• T&TsDefine Project Scope

•Requirements 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

•Inputs • Outputs• T&TsDefine Project Scope

•Organizational Process Assets: •Policies, procedures and templates •Previous project files •Lessons learned knowledge base

•Inputs • Outputs• T&TsDefine Project Scope

•Inputs • Outputs• T&Ts

•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 • Outputs• T&TsDefine Project Scope

•Product Analysis: Most useful when a project’s output is a product, not a service or other result

•Product breakdown •Requirements analysis

•Systems analysis

•Systems engineering

•Value analysis •Value engineering

•Inputs • Outputs• T&TsDefine Project Scope

•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

•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

•Inputs • Outputs• T&TsDefine Project Scope

•Inputs • Outputs• T&Ts

•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 • Outputs• T&Ts

•Project Document Updates: Refinement and finalization of scope often affects…

•Stakeholder register •Requirements documentation •Requirements traceability matrix

Define Project Scope

Defining Project Scope Filters requirements Provides order and prioritization Adds detail to each included requirement May be progressively elaborated, though high-level 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

Module Review:

Creating a Work Breakdown Structure