Project Scope Management is a process that identifies the steps required to complete a temporary project. It is essential for any team’s function. It ensures maximum efficiency, eliminates redundant work, and keeps everyone on the same page at all times. The scope of the project will help you manage your client’s expectations, and keep the project on schedule and within budget.
What is project management?
Scope Management is a collection of processes that must all be completed to deliver a project. This could be a product or service with specific features or functions. Scope Management is about “how we get there” (or perhaps more precisely “what steps do you take to get there?”) These steps are mapped and defined so that project managers, supervisors, and project managers can determine how much work is required and where to focus their efforts to complete the project.
Project Scope Management should not be confused with Product Scope Management, which focuses more on the functional requirements of the product/service/result. This scope describes the product, its appearance, and how it will work, whether it is the whole product or a part of it.
Project Scope Management consists of three processes:
Planning – The project is planned and the work (or process) required to complete it are determined.
Controlling – This involves tracking, managing and monitoring the progress of a project, including tracking documentation, scope creep, tracking the work during each phase, and disapproving/approving any changes along the way.
Closing – This is the “wrap-up” part of the process. It involves an audit of project deliverables and comparing the final product to the original plan.
Here’s an example of a Project Scope Management Plan:
Source: MindGenius
Your Project Scope Management plans can also be used as guides. You can find additional examples here.
Identify your project scope statement
The scope statement will outline the work required to complete the project. It outlines your objectives and guides the process for completing the project. The scope statement may also be called “the statement of work” and “term of reference”.
A clear scope statement will ensure everyone knows what to expect, each step is taken and the project is completed on time and within budget.
The scope statement should contain a list of all the information required to create the project framework, including the project goals, deliverables and features, functions, tasks, deadlines and costs.
Together with the team leaders, stakeholders and project manager, the scope statement should be developed. This will ensure that the following:
It only includes the work (scope) that is required.
Each step can be completed on-time.
The project can be completed within the budget.
The scope statement should contain:
The project boundaries (what is included and what is excluded)
The responsibilities of each member of the team and their individual roles
The steps required to complete each stage of the project
Each step will be reviewed and approved.
Why is the project scope statement so important?
A map is essential for any long-distance road trip. The project scope statement is like a map that helps you get from one point to the next. This statement is essential for team members to be clear about what they should do and when. You are also more likely not to meet deadlines, make errors, and exceed your budget.
It is also part of your essential documentation. This document proves that all parties were informed about the project and have signed off on it before work begins. To protect your rights in the event that there are disputes with clients, sub-contractors, or workers, you will need a scope statement.
Here’s an example