The management of the project scope begins with a statement on the Project scope. There are several documents associated with project management. The scope statement is the most important scope document for project scope management.
In this article you will learn everything about what is included in a project scope statement and how to create one. Let's go!
What is a scope statement?
Definition
Every project, large or small, simple or difficult, includes a project scope statement used by project managers to confirm the expected outcomes of a project and any assumptions or constraints under which the work will be performed.
The Project Scope Statement must be approved by all project stakeholders, including stakeholders, customers, and the project team. This document is prepared prior to the start of the project work.
Meaning of the scope statement
A scope statement guides the project manager to organize and deliver the projects within the specified boundaries. It defines the scope and opportunities that can be used throughout the project lifecycle until the successful completion of the project.
You should develop a Project Scope Statement to avoid the following scenarios during the project development phase:
- The requirements for the project are constantly changing
- Project completion is behind the actual schedule
- Project costs are exceeded and exceed the specified budget
- Project requirements change in the middle of the development phase and need to be reconsidered.
- The project result falls short of the customer's expectations
- The desired level of quality does not meet expectations
Who is responsible for the writing / who is the author?
Ideally, project managers are responsible for creating the project scope statement themselves. However, they can also delegate this task to a trusted team member.
Often, a project scope statement is completed by all team members, or it is forwarded to other stakeholders for input, agreement, or approval.
What does a project scope statement include?
Justification
Each project should address a specific need. A rationale explains the need that your project addresses. It is described in more detail in the project charter.
Description of the product scope
Understanding and defining the project scope is essential before project work begins. The product, service, and overall deliverables of your project are described in this section of the project scope statement. Each team member involved in the project can refer back to the expectations defined in the scope management plan as needed.
Acceptance criteria
As a rule, certain conditions must be met before project deliverables are accepted as part of project scope management. Such conditions are referred to as acceptance criteria.
Performance results
The deliverables of a project in a project scope document are also called project objectives and refer to the products, services, or results that your project will produce at its completion or during its life cycle.
Project exclusions
All work to be performed as part of the project is included in the project scope. However, it is also important to indicate what will not be done as part of the project implementation so that any assumptions or uncertainties are fully clarified for all project stakeholders.
Restrictions
Boundaries include the constraints that can be achieved within the project, the time frame in which they can be achieved, and the cost of the deliverables.
Assumptions
In business management, there are constant changes. No matter how thoroughly you plan, your project and team members may face some uncertainties. The project scope statement must outline the process you and the team members involved in the project will use to deal with uncertain information throughout the project development phase.
Project Scope Statement Template
Also referred to as a scope document, the project scope document usually consists of the following elements:
Introduction
The introduction section provides an overview of the entire project. It is a detailed breakdown of all the tasks that the project team will perform. It contains all the important elements that could affect the project outcome.
Project scope
This section is the "main part" of the project scope statement, so to speak. The project scope explains what the project does and does not include, which helps managers avoid confusion among stakeholders and project team members.
Exclusions
A project scope statement should also include exclusions. Exclusions can consist of anything that will not be part of the project or its deliverables. They refer to things that are not considered in the planning of the project.
Deliverable results
The measurable results are called deliverables, which indicate the successful completion of the project. This section of the project scope should also include the exact due date of the deliverables and the milestones to be achieved.
Restrictions
The possible limits of the project that could affect the project outcome are described as constraints. Constraints include budget, schedule, missing information, resources, etc.
Acceptance criteria
Acceptance criteria are an agreement on how the success of the project will be measured. A well-defined acceptance criterion helps to ensure that the project scope does not expand uncontrollably.
Final acceptance
Finally, final approval should be given. In this section of the project scope statement, the customer signs the scope statement. This confirms that all parameters have been taken into account and that the document is correct and complete.
Write it down and share it with your team
A written statement of the project scope prevents misunderstandings within the team. This statement supports proper planning of a project and shows the success of the project when it is completed. It is an important document to use for every project you manage.
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