Project Scope

Management and Its

Importance in 2022
1

ROSAURO H JAMANDRI, M ARCH, UAP

CONMAN 2 - PROJECT SCOPE MANAGEMENT 01/11/2023
Table of Contents
 What is Project Scope?
 Importance of Project Scope Management
 Project Scope Statement
 Steps Involved in Project Scope Management
 Steps for Defining the Scope of a Project
 Project Scope Management Processes
 Project Scope Management Tips
 Why Project Managers Need Scope Management?
 Conclusion

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What is Project Scope?
 Scope refers to the detailed set of deliverables or features of a project. These deliverables are
derived from a project’s requirements. PMBOK® defines Project Scope as the “The work that
needs to be accomplished to deliver a product, service, or result with the specified features and
functions.”

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Following are the three processes
of Project Scope Management:
Planning
 The planning process is when an attempt is made to capture and define the work that needs to
be done.
Controlling
 The controlling and monitoring processes focus on documenting tracking, scope creep,
tracking, and disapproving/approving project changes.
Closing
 In the final process, the closing includes an audit of the project deliverables and an assessment
of the outcomes against the original plan.

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Steps Involved in Project Scope
Management
As a project manager, you’ll need to define project scope no matter what methodology you choose. Here’s one example of a
systematic process to capture, define, and monitor scope.
Define Project Needs
 Defining the needs of the project is the first step to establish a project timeline, allocate project resources, and set project goals.
Only with these defined steps, you will be able to understand the work that needs to be done, meaning, the scope of the project
needs to be defined. Once that is done, team members can be allocated tasks and provided direction to deliver a project in the
given time and budget.
Understand the Project Objectives
 To define the project scope, it is important first to establish the objectives of the project, which may include a new product,
creating a new service within the organization, or developing a new piece of software. There are several objectives that could be
central to a project; the project manager ensures the team delivers results according to the specified features or functions.
Define the Project Scope
 The resources and work that goes into the creation of a product or service are essentially what defines the scope of the project. The
scope generally outlines the goals that will be met to achieve a satisfactory result.

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Steps for Defining the Scope of a
Project
 Project objectives
 Goals
 Sub-phases
 Tasks
 Resources
 Budget
 Schedule
 To define the scope of the project, identify the above parameters.

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Once the parameters are
established…
 Once these parameters are established, the limitations of the project need to be clarified, and
the aspects that are not to be included in the project identified. By doing this, the project scope
will make clear to stakeholders, senior management, and team members what will and will not
be included in the final product or service.
 Additionally, the scope of the project should have a tangible objective for the organization that
is undertaking the project. This is integral for the scope of the project since it will play a vital
role in how project methodologies are applied to complete it.

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Project Scope Management
Processes

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1. Plan Scope Management
 It is the first process in the Project Scope Management process. The PMBOK® Guide, Fifth
Edition, added several processes to separate the initial planning activities from other activities.
This process creates the Scope Management plan. The Scope Management plan describes the
project scope and documents how it will be further defined, validated, and controlled.

 The table next slide shows the Inputs, Tools and Techniques, and Outputs of the Plan Scope
Management Process.

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PLAN SCOPE MANAGEMENT

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PLAN SCOPE MANAGEMENT
 The Project Scope Management plan covers how the scope will be defined,
validated, and controlled. It also includes information on preventing or dealing
with scope creep, handling change requests, the escalation path for any
disagreement on the scope elements between stakeholders, the process for the
creation of the scope statement, WBS, and how the deliverables will be
accepted.

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2. Collect Requirements
 This process involves documenting stakeholders’ needs with the stated intent of meeting the
project’s objectives. In this process, managers use several techniques and tools for collecting
project requirements from stakeholders. The process attempts to leave no stone unturned,
resulting in an in-depth list of project requirements. If this process is performed thoroughly
and correctly, it can significantly reduce the possibility of unpleasant surprises as the project
moves toward completion.

 The table next slide shows the Inputs, Tools and Techniques, and Outputs of the Collect
Requirements process.

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COLLECT REQUIREMENTS
PROCESS

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3. Define Scope
 This process involves the preparation of a detailed description of the project and its major
deliverables. The scope clearly states what the project is supposed to achieve and what it
cannot accomplish. The supporting documents are reviewed to ensure that the project will
deliver work in line with the stated goals. The scope that results states the stakeholders’ needs
and communicates expectations for project performance.

 The table next slide shows the Inputs, Tools and Techniques, and Outputs of the Define Scope
Process.

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DEFINE SCOPE PROCESS

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4. Create a Work Breakdown
Structure (WBS)
 The Work Breakdown Structure (WBS) is an important element of the Scope Management
process, and the PMI® places great emphasis on this aspect—many project managers often
skip this step, which leads to inaccurate planning. The WBS provides the project manager and
the team with the opportunity to break down a high-level scope statement into smaller,
manageable units of work, called work packages. The resulting WBS should provide a
complete list of all work packages required to complete the project

 The table next slide shows the Inputs, Tools and Techniques, and Outputs of the Create Work
Breakdown Structure process.

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CREATE WBS PROCESS

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5. Validate Scope
 The Validate Scope process focuses mainly on customer acceptance. It is when the project
customer formally accepts all the project deliverables. This process occurs at the end of each
phase. During the process, the customer gives feedback on the work that was performed.

 The table next slide shows the Inputs, Tools and Techniques, and Outputs of the Validate
Scope process.

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VALIDATE SCOPE PROCESS

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6. Control Scope
 Control Scope is the last process group of project Scope Management. The Control Scope
process involves monitoring the status of the project and managing changes to the scope.

 The table next slide shows the Inputs, Tools and Techniques, and Outputs of the Scope Control
process.

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CONTROL SCOPE PROCESS

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CONTROL SCOPE PROCESS
 This process involves assessing additional requirements from the customer or proactively
overlooking the project scope. Managers measure the work product against the scope baseline
to ensure that the project stays on track, and all requested changes & recommended corrective
or preventive actions are processed through the integrated change control process.

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Project Scope Management Tips
Some common issues with performing Project Scope Management can lead to problems once the project has begun.
We recommend reviewing all Scope Management documentation with an eye toward:

Ambiguity
 Ambiguity in scope often leads to unnecessary work and confusion. To avoid this, the scope needs to be clearly
defined and precise.
Incomplete Definition
 Incomplete scopes lead to schedule slips, which lead to cost overruns. To avoid this, the scope needs to be
complete and accurate.
Transience
 Transient scopes lead to scope creep—the primary cause of late deliveries and “never-ending” projects. To avoid
this, the scope document needs to be finalized and remain unaltered for the duration of the project.
Uncollaborative Scope
 A scope that is not collaboratively prepared causes misinterpretations in requirements and designs. To avoid this,
the scope document should be shared with all stakeholders at every step of the scope definition process.

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Understand the Project Scope
Management Process
The first thing about scope management isn't the scope itself. There are five planning steps to scope
management. To even get started on your project, it's best to have a good idea of what it will be.
Your customer will want to know what processes you will use and how you will execute your project. There's a
difference between that and your project plan.
If you're not too sure about the five Project Scope Management Steps, make a note about them now.
 Collect Requirements

 Define Scope

 Creating a Work Breakdown Structure

 Scope Verification

 Control Scope

 Having a good understanding of and paying attention to these steps when managing scope is essential to
getting the project completed effectively.

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Methodically Collect Project
Requirements
 So now that you know the steps, let's start with the basics. Clearly, this is an important
idea and should not be ignored. To start a project you must understand the
requirements. Knowledge of project requirements is the key to delivering successful
projects. And no one can deliver successful projects without it. On the other hand,
though, collecting project requirements can be a challenging task. After working as a
project manager for so long, I'm sure you already know this.
 Inquire as to exactly what they desire. Probe those burning questions that you have,
and take ample notes. However, do not get disheartened if your first client meeting
does not provide you with all the information you need to go ahead with the project,
because it is unlikely that it will.

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Get Your Team to Research
Project Requirements
 If you start off your project with a vague idea of what you're going to do, you'll be less
likely to make any concrete decisions, so take some time to plan out what you want to
do before you say anything to your client.
 When you're back at the office, take time to document what you know about the
project. Once you're done, share your thoughts with your co-workers and get feedback
on your expectations and goals for the project.
 To create your final project proposal, draft a rough sketch and make a list of your
expectations. Understandably, this is a lot of work so delegate as much as possible to
your team and set them tasks so they can research different tasks for you and share the
answers with you.

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Consult, Then Consult Some
More
 A good first step for most any project is to include stakeholders
from the start, even before you finalize the project scope.. The
project scope sets the ground work for your proposal and outlines
the expected output of your project.

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Define Your Project Scope
 As soon as you feel confident in the specific needs of your project,
the next step is to outline its scope. This is the section where you
should detail what your project will deliver. It should also outline
what will not be delivered, as well as the budget and schedule.

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Always Check Project Scope
With the Client
 When you are finished developing the project scope, present it to
your client. Utilize this chance to discuss your project's expected
results and benchmarks. Share the expected budget and project
timeline.

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Why Project Managers Need
Scope Management?
 Effective Project Scope Management requires clear communication, to ensure that
stakeholders and team members alike understand the scope of the project while agreeing on
how the project goals will be met.
 Scope Management helps avoid the challenges that a project might face with bloating scope
and an unruly requirements list. Project scope clearly sets out what is or is not included in the
project, and controls what gets added or removed as the project is executed. Scope
Management establishes control mechanisms to address factors that may result in changes
during the project lifecycle.
 Without defining the project scope, the cost and time that the project will take cannot be
estimated. At times, due to a lack of communication, the scope may need to change. It directly
affects the cost and disturbs the schedule of the project, causing losses.

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Conclusion
 Project Scope Management is not difficult to implement; however, it does
require effort, time, and patience. It’s worth the investment because proper
Scope Management will help you specify a clear scope and deliver the project
with minimal overruns.
 If you’re studying for your PMP exam, consider online PMP Certification
training from Simplilearn. We offer a wide variety of project management
courses like the Post Graduate Program in Project Management taught by
certified faculty with at least 10 years of industry experience.

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