Defining Project Scope

• Research has demonstrated that a clearly defined project scope is a major component of project success.

• A clearly defined project scope statement sets the stage for effective project planning and execution.

• A documented project scope performs as a standard by which performance and quality may be measured.

A project scope document is not a project plan. A complete project plan includes schedules, budgets, a work breakdown structure and many other components.

Project Scope Checklist

• Project Objective

• Deliverables

• Milestones

• Technical Requirements

• Limits and Exclusions

• Reviews with Customers

Project Objectives

• An objective is the end-point of a process

• Answers the questions of what, when, and how much

• Provides a verifiable and measurable accounting of project success

Objectives are Goal Oriented

An objective is not a process: “To provide my supervisor with information on buying a new

computer for my office.”

That’s like an archer saying:“My objective is to move the arrow in the direction of the target.”

It is more likely that the archer would say:“My objective is to hit the bulls-eye.”

Revising the objective above would yield: “To convince my supervisor to approve the purchase of a

new computer for my office.”

Project Deliverables

• Deliverables are what the project will produce during its execution

• Deliverables may include the creation of specs, prototypes, and finished product

• Typically include time, quantity, and/or cost estimates

Project Milestones

• A milestone is a significant event in a project that occurs at a point in time

• Milestones identify major segments of the work that are completed

• Milestones serve as critical control points in project development

• Milestones are easily recognized by all participants in the project

Technical Requirements

• Technical requirements set the minimum allowable quality and capability for project outcome

Examples: “The computer must be able to run on 240 and 115

volts AC, as well as 24 volts DC.” “The entire hamburger production process must be

limited to 4 minutes or less.”

Limits and Exclusions

• Determines what is not included in the project

• Prevents “project creep”

Examples: “The house will be built, but no landscaping or

security devices added.” “Software will be installed, but no training given.”

Reviews with Customers

• Reviews are a necessary component of project control

• Customer reviews are often a primary source of input for change and enhancement

• Reviews insure that everyone associated with the project know what’s going on

• Reviews are vital tools in maintaining a strong client-PM relationship

Maintaining Project Scope Control• Know the Business Situation and Your Clients

• Communicate Effectively, Clearly and Often

• Provide Concise and Measurable Results

• Clearly Define Authority and Responsibility

• Avoid Micro-Managing

The Three Levels of Scope

• Level 1: Scope statements must be objectively measurable, unambiguous, and describe strategically relevant business results.

• Level 2:The project scope must make clear the project’s position and importance within the overall strategic goals of the organization.

• Level 3:The subdivision of every task within the project team is associated with a measurable outcome.

Project Scope

Questions?