Plan Scope Management process and its importance in PMP

Plan Scope Management and its importanceIn this article, you can gain entire relevant information about Plan Scope Management process and its importance including Inputs, Tools & techniques and Outputs, details about scope management plan and requirement management plan based on latest edition of  PMBOK and many more.

Plan Scope Management and its importance in Project Management

Introduction to Plan Scope Management Process

Plan Scope Management process and its importance in PMP

Plan Scope Management Process is the first process of Project Scope Management knowledge area and part of Planning process group which is used to create Scope Management Plan and Requirements Management Plan.

Process Group
Knowledge Area
Project Scope Management


Six processes of Project Scope Management

1. Plan Scope Management (Planning)
2. Collect Requirements (Planning)
4. Create WBS (Planning)
5. Validate Scope (Monitoring and Controlling)
6. Control Scope (Monitoring and Controlling)

What is Plan Scope Management Process in terms of Project Management?

Plan Scope Management is the process which gives scope management plan as an output at the end that documents how to define, manage, validate and control project scope.

Scope management plan contains information how to prevent scope creep, how to create Work Breakdown Structure (WBS) & scope statement, how to handle change requests and how completed deliverables will be accepted by the customers.

Why Plan Scope Management process is important?

Plan scope management process is important because it provides proper guidelines to manage project scope during its entire duration. Every project requires proper scope management plan for its successful completion. Scope management plan is an output of plan scope management process which defines the process to explain, develop and verify scope of the project.

Project manager needs to be more concentrated on defining scope or he/she must understand the importance of project scope because scope issue is the main reason of project failure. Without proper scope management plan, it is difficult to estimate project cost & duration and project may deliver unexpected outcomes.

This process is critical because it provides idea to manage needs and expectation of the stakeholders, resolving methods of disagreements and prioritizing requirements throughout the project. This process is performed only once or at predefined points.

Inputs, tools and techniques, and outputs of Plan Scope Management process

Plan Scope Management process and its importance in PMP

 What are the inputs of Plan Scope Management Process?

Close Project or Phase: Inputs

     1.     Project charter

The project charter is most important document of Plan Scope Management process which includes information about the purpose of project, deliverable’s description, assumptions, constraints, high level project description & requirements, high level product characteristics and project’s acceptance criteria.

     2.     Project Management Plan

Project management plan is the part of subsidiary plan which provides useful guidelines to plan and manage scope of the project. Project management plan includes:
  • Quality management plan

Project and product scope can be influenced by how the quality policy, methodologies and standards of organizations are implemented on the project.

  • Project life cycle description

The project life cycle Significantly influence project scope. This is the process which describes series of phases that a project has gone through from its starting till the end.

  • Development approach

The development approach defines whether project manager will use waterfall, iterative, adaptive, agile, or a hybrid development approach.

     3.   Enterprise environmental factors
The enterprise environmental factors that can influence the Plan Scope Management process includes:
  • Infrastructure
  • Organizational culture
  • Personnel administration
  • Marketplace conditions

4.   Organizational process assets
The organizational process assets that can influence the Plan Scope Management process includes:
  • Policies and procedures of the project
  • Corporate knowledge base
  • Historical information
  • Lessons learned repositories

What are the tools and techniques used for Plan Scope Management process?

Plan Scope Management: Tools & Techniques

1. Expert judgment

Expert judgement describes how subject matter experts and stakeholders can be utilized to assist project manager for the purpose of developing Scope Management Plan.

Expert judgement is used to resolve issue or challenges if any arises during handling the project. Expertise should be considered from knowledgeable and experienced individuals or groups with specialized education, skill, experience, ideas of previously done similar kind of project, Information on discipline and application area.

2. Data Analysis

Data analysis techniques include:
  • Alternative analysis

Alternative analysis technique is used as data analysis technique for this process which includes various ways of collecting requirements of the project, elaborating the scope of project and product, creating the product, validating and controlling the project scope.

3. Meetings

The main purpose of conducting meetings are brainstorming, evaluation of options, exchange of appropriate information and proper decision making. Project manager, the project sponsor, selected project team members, selected stakeholders and others as required, may attend meeting to discuss how to develop scope management plan.

What are the outputs of Plan Scope Management process?

Plan Scope Management Process: Outputs

1. Scope Management plan

The result of plan scope management process is scope management plan which is a component of the project or program management plan. Based on the requirement of the project, scope management plan can be highly detailed or broadly framed or can be formal or informal.

Scope management plan includes:
  • How to define, develop, measure, monitor, validate and control project scope?
  • Who is responsible and authorized for scope management?
  • What are the required EEFs and OPAs for completing project scope?
  • How to prepare a project scope statement?
  • How to establish Work Breakdown Structure (WBS) with the help of project scope statement?
  • How to get approval and maintain scope baseline?
  • How to get formal acceptance of the completed project deliverables?
  • Who is responsible for final acceptance of completed project deliverables?

 2. Requirements management plan

Another result of plan scope management is requirements management plan which is also a component of the project management plan that describes how to analyse, document and manage requirements of the project & product.

Components of the requirements management plan includes:
  • How to plan, track, and report activities requirements?
  • How to initiate product’s changes will be initiated?
  • How to analyse impacts and trace, track and report project related issues?
  • How to get details of authorization levels needed to approve changes made?
  • How to prioritize requirements?
  • How the product’s metrics will be used?
  • Traceability structure which reflects the requirement features captured on the traceability matrix.

Most hopefully, you would like this information. Plan scope management process is used for generating scope management plan which is effective for handling and adjusting activities and baselines of the project as per requirements.

Every project manager needs to spend time earlier on defining scope of project and product which is very much essential for successful completion of the project.

Next article will be based on second process of Project Scope Management i.e “Collect Requirements

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