October 21, 2020

What Is A Scope Management Plan And How To Create One?

Scope Management Plan

When projects fail, scope issues are frequently a key factor. That’s why projects need a solid scope management plan. Without a scope management plan, stakeholders may operate with bad assumptions. This results in surprise outcomes and leaves may leave key constituents frustrated.

Smart project managers know that a sound, well-defined project scope is the key to ensuring that the project runs smoothly.

Scope Management, Scope Management Plan
Scope Management Plan

Project Scope Management: What is it and how is it important?

Project Scope Management is the collection of tasks by which the scope of a project is detailed. Techniques for scope management assist project managers in the allocation of the assets to bring a project to a successful conclusion. Concerned with controlling what is included and excluded from the project’s scope, this process is as essential to the perception of success as it is to the success of the project.


The Project Scope Management Process Knowledge Groups with Explanations

Implementation takes time and effort but saves time, money, and problems. A good scope management plan keeps the dialogue open between the team and key stakeholders, so everyone knows what is involved, and can stay focused on the goal. 

Project Scope Management Process

Scope Management Process, Scope Management Process Knowledge Groups
Scope Management Process

Steps Involved in Project Scope Management

The strategic planning process should include senior management of any given organization. Key team leads and employees with influence, passion for the goal, and an ability to impact the outcome should be included. 

Scope Management, Project Scope Management, Scope Management Plan
Project Scope Management

Plan Scope Management

Primary Inputs

Tools and Techniques

Primary Outputs

Preliminary Project Scope Statement



Project charter

Meetings

Requirements management plans

Project Management Plan

Expert Judgment

Scope Management Plans

Enterprise environmental factors



Organizational Process Assets





You may be interested in downloading the Project Scope Statement Template.

Collection of Requirements

Primary Inputs

Tools and Techniques

Primary Outputs

Project Charter

Interviews

Requirement documentation

Stakeholder register

Focus groups

Requirement management plan


Group discussions

Requirements traceability matrix


Workshops



Surveys



Questionnaires



Observations



Group decision-making techniques




Scope Definition

Primary Inputs

Tools and Techniques

Primary Outputs

Project charter

Expert Judgment

Project Scope statement

Requirements documentation

Product analysis

Project document updates

Organizational Process Assets

Alternative identification



Facilitated workshops




Creation of a WBS (Work Breakdown Structure) 

Primary Inputs

Tools and Techniques

Primary Outputs

Project Scope statement

Decomposition

WBS

Requirements documentation


WBS dictionary

Organizational Process Assets


Scope baseline



Project document updates


Scope Validation

Primary Inputs

Tools and Techniques

Primary Outputs

Project Scope Statement

Inspection

Acceptance Deliverables

Project Management Plan


Change request

Requirement Traceability Matrix


Project document updates

Validated deliverables





Controlling the Scope

Primary Inputs

Tools and Techniques

Primary Outputs

Project Management Plan

Variance analysis

Work performance measurements

Requirements documentation


Change requests

Requirement traceability matrix



Organizational process assets



Work performance information


Project document updates


Scope Management Plan

The scope management plan lays out the framework for the way that the project scope will be defined as well as how it will be validated and controlled.

The key benefit of this process is the standardization of direction for managing the project scope throughout.

Creating a Scope Management Plan -

The inputs, tools & techniques, and outputs for the creation of a scope management plan include:


Inputs

Tools & Techniques

Outputs

Project charter

Expert judgment

Project scope statement

Requirements documentation

Product analysis

Project document updates

Organizational process assets

Alternative identification



Facilitated workshops




The Contents of a Good Scope Management Plan -


A sound scope management plan will include the scope statement, requirements, stakeholders, Work Breakdown Structure (WBS) and definitions for this structure, roles and responsibilities, deliverables, stakeholder review and acceptance, and scope control plan. 

Because the majority of projects have a list of requirements from numerous stakeholders, it’s important to document all areas to ensure nothing is missed and that all parties, including senior management, buy in to the goal. 

Steps for Creating a Scope Management Plan

The steps of project scope management plan include:
  • Planning the Scope
  • Collecting Requirements
  • Defining the Scope
  • Creating a Work Breakdown Structure
  • Validating the Scope
  • Controlling the Scope
Scope Management Plan, Project Scope Management Plan
Scope Management Plan

Planning the Scope

The planning phase involves gathering input from project stakeholders. During this phase, decisions are made about how to define, direct, authenticate, and control the project’s scope. The scope management plan addresses steps for dealing with roadblocks and setbacks, a work breakdown structure (WBS), and the very important scope statement.

Collecting Requirements

During the collection of requirements, a clear picture of the vision held by stakeholders will emerge. This allows for proper management of expectations. Documenting this is essential and should include updates and final deliverables. Interviews, focus groups, and surveys are just a few of the methods for collecting requirements. Care should be taken as this phase establishes a framework by which the project’s success will be measured.

Defining the Scope

Knowing how to write the project scope and understanding the deliverables expected, sets the stage for defining the contents of the scope as well as what is not within the scope for the project. This statement will guide the project and should be reviewed frequently to keep the team on track.

Creating a Work Breakdown Structure (WBS)

The WBS is the point in the project when individual deliverables and tasks are set. This helps the team to more efficiently and effectively and not skip steps.

Validating the Scope

Management, stakeholders, customers, and others who need to approve the scope should do so at this point to ensure that deliverables are clearly defined and agreed upon. Upon the completion of the validation of scope, changes will be made that allow for clarity.

Controlling the Scope

Monitoring the status of the project ensures that it is executed according to the project scope management plan. Changes and additions may occur, but only with deliberate decision and documentation to keep all stakeholders involved. Taking a disciplined approach to this aspect will ensure that the project stays on track.

Scope Management Plans are essential to project management success. To learn more, contact us.


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