What is Scope in Project Management?

During the time of eliciting and framing the requirements of a Project, it is important to understand the key domains that our project would influence. This is important, not only for the evaluation of the project but also, for assuring that the project adheres to the requirements and industry standards. The Scope of a Project encapsulates all this information in a structured way so all the stakeholders can understand what is the Project and how it will create an impact on the various dimensions. So, let us dive deep into this journey of Scope in Project Management.

What is the Project Scope?

The Scope is the part of the Project Management that is responsible for the boundaries, objectives, and deliverables of the Project. In other words, it is the total amount of activities or tasks that need to be done under the Project Execution.

1. It includes all the information about the breakdown of the project tasks and deliverables so that they can be easily managed.
2. Defining the Project’s scope is an integral part of the project definition and execution phase.
3. Thus, it plays a crucial role in highlighting the precise objectives of the Project.

What is Project Scope Management?

The Project Scope Management Process includes sequential steps and activities to define the scope as per the requirements and goals aligned with the business process. In other words, Project Scope Management is the process of defining, articulating, controlling, and managing the Scope Statement of our Project.

1. It is responsible for assuring that the project deliverables accurately meet the Project Goals and Objectives. This process does not execute in a single go.
2. Instead, it has several steps that are followed one by one to efficiently handle the Project’s Scope.

Project Scope Management Steps

1. Define the Project Scope

This is the first step in which we conceptually define the Project Scope. Here, we initiate the Scope Management Process by collecting the requirements for the Detailed Project Scope Statement. After identifying the various stakeholders of the project and their domains, the various inputs from the different stakeholders are refined and documented in a detailed way. Hence, this step includes the collaboration among the stakeholders at various levels while gathering the requirements, boundaries, and scope of the Project.

2. Write a Project Scope Statement

After identifying the scope of the Project, we write a Project Scope Statement outlining various factors of the Project such as goals and objectives, Project deliverables, exclusions and constraints, assumptions, milestones, and the Scope baseline. In other words, we can say that the Scope is a Concept in Project Management but when we define this concept and document it according to specific requirements, it becomes the Project Scope Statement for that Project. Therefore, a Project Scope Statement helps the Agile to understand the deliverables and milestones of the Project.

3. Create a Scope Management Plan

After the Scope has been identified and written as a scope statement, the next step is to convert all the activities, tasks, or actions into a tangible document which is called the Scope Management Plan. It outlines the key aspects including the procedures and processes for handling the Scope. Along with this, it also assures that Scope aligns with the project objectives in case of any updates or modifications.

4. Define a Scope Baseline to Control the Scope

This step involves defining the scope baseline of the project. The project activities may seem to go beyond the project scope that we defined. Thus, a control plan is framed in this step so that project tasks can be ensured to be executed within the defined scope of the Project. When the Project Experts approve the Scope Statement defined for the Project, it is documented in the Work Breakdown Structure and WBS Dictionary.

• It is called the Scope Baseline of the Project which is the finalized Scope Statement of the Project.
• Thus, in Scope Management, the Scope Baseline incorporates the Scope statement as well as the Work-Breakdown-Structure to provide the reference point to manage and control the Scope.

5. Monitor and Control your Project Scope during the Project Life Cycle

Since monitoring and validation of any task is critical for the business, the Project Experts verify that the various boundaries, deliverables, and other scope variables align with the specified business requirement. Also, there can be some cases where we need to reduce or limit the Project Scope due to the unrealistic expectations from the Project. Hence, in this step, we can limit the Project Scope by using the Change Control Process, creating the Gantt Chart, and refining the Change Control Management, so that the Project remains within the precise scope.

So, with the above steps, the Scope of the Project can be easily identified and managed. Let us see how much importance these steps hold for a successful project execution.

Why is Project Scope Management important?

1. Defines Project Boundaries: Clearly defining the project scope helps in setting the boundaries of the project. It specifies what is included in the project and, equally important, what is not included. This prevents scope creep, which occurs when additional work is added to the project without proper authorization.
2. Sets Clear Objectives: A well-defined scope provides clear objectives for the project team. It helps everyone involved understand what needs to be achieved, ensuring a shared understanding of the project’s goals.
3. Guided Decision Making: With a defined scope, project managers can make informed decisions about what tasks, activities, and features are necessary to achieve the project goals. It helps in prioritizing work and allocating resources appropriately.
4. Facilitates Planning: A clear scope is essential for effective project planning. It allows project managers to create realistic schedules, allocate resources, and estimate costs accurately. Without a well-defined scope, planning becomes challenging and may lead to project delays and budget overruns.
5. Manages Stakeholder Expectations: Communicating the project scope to stakeholders helps manage their expectations. When everyone understands what the project will deliver, it reduces the likelihood of misunderstandings, dissatisfaction, and conflicts.

Conclusion: Scope in Project Management

In conclusion, the concept of Scope in Project Management enables us to keep the Project on track, meet the expectations of the stakeholders, and accomplish the project objectives. If we want our Project Execution properly aligned with the Business goals of the organization, we must have a clear understanding of the boundaries, objectives, goals, timelines, and other important criteria of the Project Scope.