Scope Management 5.2 Define Scope

Quick Link for Scope Management Process 

5.1 Collect requirement

5.2 Define scope

5.3 Create WBS ( Work Breakdown Structure)

5.4 Verify scope

5.5 Control scope

5.2 Define Scope

Scope definition produces a written, detailed scope statement that project success. This statement represents an agreement between the project team and the assessment customer.  The project team and appropriate stakeholders conduct a needs assessment and use it as the basic to develop written project requirements. Assumptions constraints and risk are identified and validated as necessary. The level uncertainly (difficulty) in defining scope will naturally be with mare complex project.  

Define Scope
Inputs	Tools	Outputs
1.      Project charter 2.      Requirements documentation 3.      Organizational process assets	1.      Expert judgment 2.      Product analysis 3.      Alternatives identification 4.      Facilitated workshop	1.      Project scope statement 2.      Project document updates

Three key inputs for define scope:

1. Project charter: The high-level project description in the charter is used as a basis for developing the detailed project scope statement.

2. Requirements documentation: Produced by the previous step, section 5.1.

3. Organizational process assets: Organizational process assets that may affect detailed scope definition include:

• Existing procedures and templates for project scope statements.
• Project files from previous projects.
• Lessons learned from previous phases or similar projects.

 

Four key tools for define scope:

1. Expert judgment: at this step, expert judgment with respect to technical details is especially relevant.

2. Product analysis: Translating project objective into measurable deliverable and requirements using techniques such as products breakdown, systems engineering, functional analysis and quality function deployment. Project engineers use these techniques to better understand and develop product requirements.

3. Alternatives identification: Techniques such as brainstorming lateral thinking “thinking outside the box” and pair wise comparisons are used to identify different possible approaches to the project.

4. Facilitated workshop: Describe previously as a tool of collect Requirements, section 5.1.

Two key outputs for define scope:

1. Project scope: The scope statement provides a detailed description of project deliverable and the work required to create those deliverable. Importantly, it may identify specific exclusions from project scope, which helps improve the accuracy of stakeholder expectations. The scope statement:
• Provides a common understanding of project Scope for key stakeholders.
• Describes major objectives.
• Supports subsequent detailed planning.
• Guides execution of the project work and provides a basis for making future Project decisions.

·        Provides a baseline to evaluate whether requested changes are within the original scope or not.

The scope statement typically includes directly or by reference:

• Product scope description: Characteristics of the product service or result. The characteristics are subject to progressive elaboration(less detail in earlier phases and more detail in later phases).
• Product acceptance criteria: Defines the process and explicit criteria for acceptance of the finished work.
• Project deliverable: Includes major product deliverable and project management deliverable such as reports and documentation.
• Project exclusions: States explicitly what is excluded from the project.
• Project constraints: Lists any restrictions on the project such as funding limits, imposed deadlines or limitations on work calendars for the team (e.g., can’t work in client facility at night).
• Project assumptions: Factors believed to be true so that planning can be completed. The analysis also considers the resulting impact in the event that an assumption proves to be incorrect. Assumptions potentially pose risks both because any assumption might be incorrect and because they are dealing with unknowns. The assumptions at this point in the project life cycle are usually more numerous and detailed than those listed earlier in the charter.

2. Project document updates: Specific documents that may be updated include:

• Stakeholder register
• Requirements documentation
• Requirements traceability matrix