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Defining the project scope
StructX
The
project scope statement should provide detail rather than an overview,
rudimentary or fundamental functions rather than complex overall ones and
typically should focus on individual components within the project and how they
operate.
The
project scope should not be confused with the project charter which is intended
to describe overall goals and project features and is typically concerned with
the project as whole or sometimes larger components of it.
The Project Background
In this
section a brief description of the background and history that lead to the need
for the project should be presented and the following key points should be
addressed:
· What the projects primary focus will be (what the project will
address)
· A list of prerequisites and key reasons for the project
· A very basic description of how the project will be performed
· A basic explanation of the desired outcome
The
purpose of the project background is to provide a general idea or overview of
the reasons for initiating the project planning process.
It should
explain the key prerequisites but should not mention the allocation of
resources, methods to be used, objectives or any other detailed information.
After
reading the project background only an “initial impression” of the project and
why it came about should be taken away by the reader.
The Project Scope Statement
This area
is not used to tell the stakeholders how to solve the problem but rather to
detail the major deliverables, assumptions and constraints as well as a brief
statement justifying the need for the project.
In
general the project scope statement details concisely what will be provided by
the project.
It may
contain explicit scope exclusions and in a general sense provides a baseline
for evaluating and determining whether requests for additional work or changes
are outside what was initially intended or discussed.
The
project scope statement should include the following key areas or headings and
in many cases should also be accompanied by tabulated information for clarity
at each section:
· Product scope description: The
characteristics of the outcomes, products and services the project will produce
or provide.
· Project Stakeholders: The
key people who the project will affect or who have an interest in the project,
its outcome or its course of action should be considered if they have an
influence on the project goals being met. Identifying stakeholders helps to
ensure that everyone’s needs are met.
· Acceptance criteria: When
a project is started it is done so with an end result in mind, in other words,
whether a problem is to be solved, something is to be created or something is
to be removed or altered, the final outcome of the project, process or phase
and what defines it as being completed is outlined here. It must be remembered
that there may be multiple conditions and outcomes that will need to be
addressed. Acceptance criteria can be thought of as a set of conditions that
must be satisfied before acceptance is given by the client or stakeholder.
Acceptance criteria is important as it sets the clients expectation level,
helps to avoid miscommunications and can be the difference between getting paid
or not if a client is paying for deliverables.
· Project Inclusions & Deliverables: deliverables
or any product, result or service that is given to the client or stakeholder
may be described at a summary level or in great detail depending on the
situation. A project deliverable will be subjected to the acceptance criteria
mentioned above and is something that usually has a due date and is tangible,
measurable and specific as well as satisfying a millstone in the project plan.
· Project exclusions: Explicitly
stating what is out of the scope of the project is required to not only manage
client or stakeholder expectations but to help define what areas are not
required to be approached by the project team.
· Project constraints: Any
limiting factor/s that could potentially affect the project, its execution or
completion. Project constraints will need to be written concisely and in a way
that is hard to misinterpret and will typically fall into the following areas
or headings:
o Time
Frame & Milestones: When the results must be provided, in
other words someone expects the product or service to finish with in this time
frame.
o Resources: The
type, amount and availability of resources required to perform the project
work. Recourses can include but are no way limited to people, funds,
facilities, information and equipment.
o Quality: Different
circumstances, industries and people may have dissimilar minimum requirements
for quality which will need to be accounted for.
o Available
Funds: One of the biggest constraints to be considered is the
amount of money that has been allocated or is available to the project.
· Assumptions: Any information that
lacks proof or cannot be demonstrated is considered to be an assumption. This
section deals with assumptions and the potential impact if such assumptions are
found to be not true or uncertain. It is important to list any such factors
early on so that all parties are aware of them and the affects they could
potentially have on the project.
Scope Change Control: This section outlines the procedure for changing the scope. A typical example has been given outlining the steps that take place to successfully change an existing scope.
o Step #1 -
Change Originates:
Changes may originate from the project team, the client/sponsor or from
external sources.
o Step #2 -
Change Request Submitted:
The proposed change is documented by filling out an approved Change Request
Form and is submitted to the project managers.
o Step #3 -
Review Change Request:
Project managers prepare and submit a change request impact analysis to the
change management team. All parties involved will receive updates as things
progress.
o Step #4 -
Approval:
If approved, the change management team will provide final
recommendations and advise the project managers. All parties must be in
agreement indicated by signing before final approval is given.
If not approved the initiating party may resubmit a Change
Request Form as detailed in STEP #2.
o Step #5 -
Update Plan of Record:
The project scope is updated along with any relevant documentation and will be
sent out for final approval.
o Step #6 -
Distribute for Action:
The new documentation is distributed to all concerning parties and the change
may proceed.
· Sign Offs: Because all parties involved should be in agreement with the terms of the project a section is reserved to show the project manager and the project sponsor are aware of the high level requirements of project as known to this point.
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