Presentation by Jamie Zurita

Project
Scope
Management
New Brighton School of the Philippines, Inc. IS 304 IS Project Management 2023
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Recap
What is Project Integration Management?
the coordination of all elements of a project.
a project management knowledge area that helps teams work together
more seamlessly.
Integration management brings together various processes, systems,
and methodologies to form a cohesive strategy. To accomplish this,
trade-offs must be made.

NBSPI | Project Management | 2023

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Overview
04 Definition

05 Importance of Project Scope Manageement

06 Steps of Project Scope Management

07 Basic element of Project Scope Management

08 3 Aspects of Project Scope

09 Conclusion
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Definition
Project scope management is the process that defines and outlines all of the
work that is included within a project, including its: Objectives, Tasks,
Outputs, Deadlines, and Budgets. It’s a process that helps in determining and
documenting the list of all the project goals, tasks, deliverables, deadlines,
and budgets as a part of the planning process. In project management, it is
common for a big project to have modifications along the way. With the
scope in the project management defined right in the beginning, it becomes
much easier for project teams to manage and make the required changes.

NBSPI Project Management 2023

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Importance of Project
Scope Management
The project scoping process is essential to keeping your work on track,
regardless of setbacks, variables and ad hoc requests that may impact the
process.
A solid scope management process can help you strike the right balance
between outcomes, expectations and business priorities. It helps you keep
discipline in your project and ensure it stays true to its initial concept.

By learning how to manage project scope effectively, you can:

Ensure your project sticks to deadline, budget and specification.
Avoid scope creep, when your project swerves outside of its agreed
parameters.
Decide on what is and isn’t needed for your project in advance.
Identify elements of your project that may be subject to change.
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Steps of Project Scope Management

Plan Your Scope.

01 When you start project planning, you want to gather input from all of the project stakeholders. This stakeholder
management stage is essential, as together you will decide and document how you want to define, manage, validate,
and control your project scope.
The scope management plan also includes information on how you will:
Handle unforeseen circumstances – You can outline how you will deal with ad-hoc projects throughout, including
how resource will be allocated and timelines amended.
Accept project deliverables – How agreed deliverables will be accepted and processed by your team – outlining
roles and responsibilities for who is handling this.
Come up with other key elements – How you will come up with some of the other key elements, including a work
breakdown structure (WBS) and a scope statement.

Get a handle on your requirements management.

02 This process will give you a clear idea of what your stakeholders want and how you’re going to manage their
expectations. You will need to document exactly what is required in terms of status updates.
At the end of the collection requirements stage, you should have the following:
Functional as well as non-functional requirements
Stakeholder requirements
Business requirements
Support and training requirements
Project requirements
Presentation by Jamie Zurita
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Steps of Project Scope Management

This is a rather important step because more often than not, stakeholders can have unrealistic requirements or
expectations and the project managers would be required to step in to find a solution that is acceptable by everyone
from avoiding project delays.

Define Your Scope.

03 With your project scope in place, you’re ready to define exactly what is in and out of scope for your project with a
project scope statement. This serves as a guide throughout the project and forms the backbone of your project scoping
process.
Team members should be able to refer to it, and easily be reminded of what is and is not involved in that specific job.
This is also helpful when someone is asked to work on an area that is outside of a project’s scope.
Scope statements often include:
Justification. Why is the project happening in the first place?
Goals. What are you seeking to achieve?
Deliverables. A breakdown of deliverables and who will be responsible for them.
Expected results. When the project is complete, what will change? Think about your original justification here and
back it up with projections and data.
Assumptions. What are you relying on to make your project happen? Consider availability of teams, budgets,
materials, training etc.
Inclusions and exclusions. Finally, what is in and out of the scope of your project? It’s good to drill down into specifics
here.

Presentation by Jamie Zurita

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Steps of Project Scope Management

Create a Work Breakdown Structure (WBS).

04 Based on your project scope statement and the documents created during requirements collection, you’ll want to build a
Work Breakdown Structure, which is essentially the entire project broken down into smaller individual tasks.
Deliverables are clearly defined, providing the project manager and the team with several more manageable units of
work. A streamlined operational system of record makes creating a WBS simple.
Your team can work faster and more efficiently, knowing they are working on the correct tasks, in order to complete a
project.

Validate Your Scope.

05 This is where your deliverables are reviewed by whoever needs to approve them, whether it be:
Customers
Stakeholders
Managers
All three
It’s important to have a plan in place for exactly how project deliverables will be accepted as complete. At the end of
this process, you’ll accept deliverables, change requests, or project document updates.

Presentation by Jamie Zurita

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Steps of Project Scope Management

Control Your Scope.

06 Monitoring and controlling is essential throughout the project. A project’s status should be monitored from start to finish
to ensure that it is being executed according to your project scope management plan.
You never know when the scope may need to change, or a customer may add new requirements. In order to prevent
scope creep, project managers should compare performance reports with the project requirements. Using Workfront, any
gaps will be easy to spot and change, quickly getting the project back on track.

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Basic Elements of Project

Scope Management
The four basic elements of project management are further elaborated as:
Resources: People, equipment, hardware/software
Time: Task durations, schedule management, critical path
Money: Costs, contingencies, profit
Scope: Project size, goals, requirements

It is up to the project manager(s) to successfully manage all four of these

elements throughout the lifespan of the project in order achieve success in the
end.

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Basic Elements of Project

Scope Management
The proper resources must be available for the project and those resources
must be managed effectively. The project manager must know the capabilities
of their team and when they may need additional help. Without managing the
time spent on each task the ability to stay within budget will likely be
compromised. Conversely spending extra time will likely result in an over budget
product that is unnecessarily detailed and took too long to complete. Every
task has a cost associated with it, whether its labor hours for programmers or
buying new hardware for a certain task. Everything that goes into planning the
budget is designed to maximize the profit that will result from the potentially
successful project. The scope is simply defined as all the work that goes into
the project to create the end result, or the totality of all the elements
mentioned above. Maintaining proper scope is the key to any project.

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3 Aspects of Project Scope

SCOPE DEFINITION
01 First, project teams define what is in scope. In scope items are the items that must be delivered in order for the project to
be considered successful and complete. Typically, they will be clearly linked to the parameters for delivery. They define
what the team will work on and create boundaries for where the edges of the project fall. All of the scope items will come
from the project requirements, project charter, business case, risk assessment and other documentation that would have
been created very early in the project. Review all the available sources of information to make the scope as detailed and
comprehensive as possible. Project managers create a scope statement to document all of this. The project scope
statement may include acceptance criteria, assumptions, and constraints as well.

Clear scope definition ensures everyone has a common understanding of what the project will deliver. It’s essential to get
the scope definition as good as it can be at the beginning of the project as it has a big impact on the future of the project
and the work going forward. The scope definition helps with planning because you can see the big picture goals and start
to break down what’s required into smaller aspects for scheduling.

Presentation by Jamie Zurita

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3 Aspects of Project Scope

WORK DECOMPOSITION/WBS
02 This happens when the project team takes the elements of project scope and breaks them down into smaller chunks. These
chunks are called work packages.

A Work Breakdown Structure is commonly used to document and define how those chunks fit together. It is a product-
based hierarchical decomposition of all the project deliverables. The WBS can then be used as an input to scheduling work,
delegating activities and work packages to team members and as a reference guide to ensure nothing is forgotten.

The WBS becomes the daily ‘go to’ guide for understanding the project. It is used extensively to make sure each deliverable
is completed, and to make it easier to follow along, each work package and hierarchy level is numbered.

Presentation by Jamie Zurita

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3 Aspects of Project Scope

SCOPE MANAGEMENT
03 The scope has to be actively managed. This is normally done by the project manager in conjunction with other colleagues
in the team and the project sponsor. Scope management is the process by which changes to scope are analyzed,
understood and planned for.

It’s normal for a project’s scope to change during the project. New requirements might be uncovered. The project sponsor
may receive new information from early activities in the project that lead to a slightly different direction for the solution.
Technology may move on and you have the opportunity to work in a different way with a more innovative solution.
You can add items into scope or take them away, as long as the correct process is followed and the changes are approved
by the necessary governance groups.

Scope management is part of the daily work for a project manager. It should be constantly checked that the scope is
actually being delivered and are moving closer to completing the project. When that’s under control, the rest of the project
work will feel much easier.

Presentation by Jamie Zurita

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Conclusion
Project integration management is the offcial start of the project where it
brings the elements needed together for the project to create a concrete plan
for the creation of it. While, project scope management is the management
of dicuments made to create a proper guide and outline to follow for the
whole duration of the project. If the project integration management is what
we could call the beginnning of the project then the project scope
amnagement is the guide for tthe success of the project.

NBSPI | Project Management | 2023

 Presentation by Jamie Zurita

Thank You
So Much!
New Brighton School of the Philippines, Inc. IS 304 IS Project Management 2023