In this article, let's understand in detail about Define Scope process, benefits of the process, elements of project charter and project scope statement, Inputs, Tools & techniques and Outputs based on latest edition of PMBOK.
Define Scope Process and its importance in Project Management
Introduction
to Define Scope Process
Define Scope Process is
the third process of Project Scope Management knowledge area and part of planning
process group, which is used to develop detailed description of the project and
product.
Now let’s move for describing define scope process in detail.
Process Group
|
Knowledge Area
|
Planning
|
Project Scope Management
|
Six processes of Project Scope Management
What is Define Scope process in terms of Project Management Professional (PMP)?
Define Scope is
the process which determines what is and is not included in the project and its
deliverables. It means, this process finalizes project requirements from
requirements documentation and develop a detailed description of the project,
product, services and results. We have already discussed in previous chapter
about requirements documentation which we received as an output of collect requirements process.
How nature of Define Scope process is iterative?
In iterative life cycle projects,
a high-level vision is developed early on for the entire project. Scope is
determined one iteration at a time because of not having enough information. Detailed
planning for the next iteration is carried out as work progresses on the
current project scope and deliverables. So,
define scope process is highly iterative.
Why Define Scope
process is important?
Define scope process is most
important process of Project scope management because project scope is
finalized during this process. Define Scope Process is used to create detailed project
scope statement which develop and document detailed description of the project’s
deliverables and allows more realistic estimates for schedule, budget and resources
required. Define scope process describes boundaries and acceptance criteria of
product and service.
Inputs, tools and techniques, and outputs of Define Scope process
What are the inputs of Define Scope Process?
Define Scope: Inputs
1. Project charter
The project charter is very much important
document used in define scope process which includes characteristics of the
product, high-level project description, high-level project scope, information
on resources assigned, high-level project risks and requirements for getting
project’s approval.
2. Project management plan
Project management plan include:
- Scope management plan
Scope management plan is the
output of Plan scope management process which includes information on developing,
defining, validating and controlling scope of the project.
3. Project documents
Project documents includes:
- Assumption log
The assumption log identifies
high-level and low-level assumptions and constraints about the project, product,
stakeholders, environment and other factors. These assumptions and constraints
may influence the scope of project and product.
- Requirements documentation
Requirements documentation is one
of the input processes of Define scope which is used to identify requirements
that will be incorporated into the scope.
- Risk register
The risk register contains risk response
strategies in order to reduce or change scope of the project and product
strategies for avoiding or mitigating risks.
6. Enterprise environmental factors
- Culture of an organizational
- Personnel administration
- Company’s Infrastructure
- Marketplace conditions
7. Organizational process assets
- Policies, procedures and templates
- Lessons learned from previous project
- Project files from previous project
What are the tools and techniques used for Define Scope process?
Define Scope: Tools & Techniques
1. Expert judgment
Expert
judgement describes how subject matter experts and stakeholders can be utilized
to assist project manager and considered expertise from individuals or groups
who are holding experience with similar kind of project.
2. Data analysis
Data
analysis techniques used as tools & techniques for Define Scope process is alternative
analysis which helps to evaluate ways to meet the requirements and objectives
of the project as defined in the project charter.
3. Decision making
Decision
making techniques include:
- Multicriteria decision analysis
A
commonly used decision-making technique is also known as multicriteria decision
analysis. Decision matrix or grid is created in this multicriteria decision
analysis techniques to analyse various criteria and refine scope of the project
and the product. These criteria can be requirements, schedule, budget, resources
etc.
4. Interpersonal and team skills
Interpersonal
and team skills includes:
- Facilitation
Facilitation
technique is one of the most highlighted techniques used by define scope
process. Facilitation session has ability to effectively guide group of
stakeholders who are having sets of expectations to reach common understanding
of the project boundaries and deliverables. The main motive of facilitation
session is to make all the relevant stakeholders who may have various
backgrounds & requirements, agreed on the scope
5. Product analysis
Product
analysis is another most important techniques of define scope process which is used
for defining products and services. This effective tool can also be used to
improve understanding of project team regarding product and helps to gather
information as requirements and finally translating those descriptions into
project deliverables.
In
this technique, few major questions can be asked about a product and answers of
those question needs to be generated to describe final delivery.
Few important methods of analysing product are:
- Product breakdown
- Requirements analysis
- Systems analysis
- Systems engineering
- Value analysis
- Value engineering
What are the outputs of Define Scope process?
Define Scope: Outputs
1. Project Scope Statement
Project
scope statement is the most essential output of define scope process which
describes project scope, project’s deliverables, assumptions, and constraints.
This documents entire scope.
The
project scope statement addresses mainly six areas described below:
- Product scope description
Describes
in detail about the product, service or result than the project charter and
requirements documentation.
- Deliverables
Any tangible
or intangible product or service produced as a result of phase or project can
be called as deliverables which may also contain documentations or PM reports.
- Acceptance criteria
Acceptance
criteria describes essential criteria or conditions which needs to be met as
per customer expectation in order to accept deliverables.
- Project exclusions
Project
exclusions clearly states what is out of project’s scope. It mainly helps to
prevent scope creep.
- Project assumptions
Project
assumption is one of the aspects that are thought to be right but cannot be
proved.
- Project constraints
Restriction
or limitation factors that affects execution of project such as project budget,
milestone dates, certain regulatory standards etc.
2. Project Documents Updates
Few
project documents are updated as a result of define scope process. These documents may
be assumption log updated with additional assumptions or constraints, requirements
documentation updated with additional or changed requirements, requirements
traceability matrix updated to reflect updates in requirement documentation and
stakeholder register updated with new stakeholders.
What are the major elements of project scope statement and project Charter?
Project Scope Statement
|
Project Charter
|
Project
scope description
|
Project
Purpose
|
Project
deliverables
|
Measurable
project objectives & related success criteria
|
Project
acceptance criteria
|
High-level
requirements
|
Project exclusions
|
High-level
project description, boundaries and key deliverables
|
Project
assumptions
|
Summary
milestone lists
|
Project
constraints
|
High-level
project risks
|
Key
stakeholders list
|
|
Available
budget summary
|
|
Requirements
of project’s approval
|
|
Criteria
for project exit
|
|
Level of
authority of assigned project manager
|
|
Name and
authority of person authorized for project charter
|
Conclusion
I
hope, we clearly understand the process of defining scope from project
requirements.
Main
outcome of Define scope process is Project scope statement which is crucial for
every project. This chapter is very much important to for PMP examination also.
Next article will be based on fourth process
of Project Scope Management i. e “Create Work Breakdown structure (WBS)” which also falls under planning process
group.
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your views/questions about this article in the comment box below which would be
highly appreciated and of course, you can also contact me on my email
id: sdeepak222@gmail.com.
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