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Project Scope Management – Know How To Manage Project Efficiently

Last updated on May 22,2019 1.4K Views
Research Analyst at Edureka. A techno freak who likes to explore different... Research Analyst at Edureka. A techno freak who likes to explore different technologies. Likes to follow the technology trends in market and write about...
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A skilled project manager is the one who is capable of understanding what all is needed and what is not, for a successful project. However, just with a good understanding of project scope won’t help in succeeding but proper management is also needed to provide a unified goal to the team. Through the medium of this article on Project Scope Management, I will give you a complete insight into how scope management works, its various processes and the tools used in each of them.

Below are the topics, I will discuss in this Project Integration Management article:

If you wish to master project management and become a certified project manager, you can check out our instructor-led PMP Certification Training where these topics are covered in depth.

Let’s get started with our article.

Project Scope Management

Project Scope - Project Scope Management - Edureka

In project management, a scope can be referred to in two respects; Product Scope and Project Scope. Product scope refers to the various functions and features that help in characterizing a product or a service while a project scope refers to the work that is needed to be done to deliver the product. Here we will be solely concentrating on the project scope. The scope is documented in a scope statement, which is an integral part of any project plan.

As per PMBOK® Guide – Edition Sixth:

Managing project scope is primarily concerned with defining and controlling what is and is not included in the project.

Project Scope Management is one of the major knowledge areas of the project management framework, where the work required for the successful delivery of project and services is calculated. With the unnecessary work out of the way, you will be able to focus more on the relevant tasks and prevent the wastage of work, effort, time and cost. Hence with an effective scope management plan, your project’s quality and efficiency will drastically increase. Project scope management will depend on two aspects:

  1. Nature of project objectives
  2. Definability of the project objectives

But if you proceed with your project development without a proper scope management plan, then you can affect your project severely. In the next section of this project scope management article, I will be discussing a few benefits of having good scope management.

Benefits of Scope Management

Below I have listed down the major benefits of having proper scope management integrated into your project management:

  • It helps in cutting down project cost and time by prioritizing and reducing the ad hoc work
  • It validates the add on work requests by performing a quantitative analysis on them
  • It helps in avoiding the fickle requirements requests
  • With proper scope management, there are very fewer chances that you overrun your project budget
  • It also ensures that project development is on track and is heading towards the agreed goal
  • It helps the project managers to distribute the work equally among the team members and boost up the team enthusiasm

Project Scope Management Processes

The entire knowledge area of project scope management is further divided into smaller processes that act as access points for the project manager to have better control over the project. Each of these processes forms an integral part of project scope management and contributes toward project success. These processes are:

Processes - Project Scope Management - Edureka

Plan Scope Management

Planning is the very first process of the project scope management where we document how we will be defining, validating and controlling the project and the product scope. This acts as a guide for the project managers that provides them a direction regarding how to manage scope throughout the project lifecycle.  It is performed on some specific or predefined points during the project development. There are various inputs, tools and techniques, and outputs involved in this process which are listed in the table below:

InputsTools & TechniquesOutputs
  1. Project Charter
  2. Project Management Plan
    • Quality Management Plan
    • Project Life Cycle Description
    • Development Approach
  3. Enterprise Environmental Factors
  4. Organizational Process Assets
  1. Expert Judgement
  2. Data Analysis
    • Alternative Analysis
  3. Meetings
  1. Scope Management Plan
  2. Requirements Management Plan

Collect Requirements

This process of requirement collection is concerned with the stakeholder’s requirements and wants. Here the project manager ensures that each and every expectation of all the stakeholders are met and then curates a document bearing all the minute details regarding them. The necessary data is gathered via various activities like interviews, surveys, focus groups etc. It helps in preventing unnecessary complications throughout the project development.

Below table illustrates various inputs, tools, techniques, and outputs involved in this process:

InputsTools & TechniquesOutputs
  1. Project Charter
  2. Project Management Plan
    • Scope Management Plan
    • Requirements Management Plan
    • Stakeholder Engagement Plan
  3. Project Documents
    • Assumption Log
    • Lessons Learned Register
    • Stakeholder Register
  4. Business Documents
    • Business Case
  5. Agreements
  6. Enterprise Environmental Factors
  7. Organizational Process Assets
  1. Expert Judgement
  2. Data Gathering
    • Brainstorming
    • Interviews
    • Focus Groups
    • Questionnaires & Surveys
    • Benchmarking
  3. Data Analysis
    • Document  Analysis
  4. Decision Making
    • Voting
    • Multicriteria Decisions Analysis
  5. Data Representation
    • Affinity Diagrams
    • Mind Mapping
  6. Interpersonal & Team Skills
    • Nominal Group Technique
    • Observation/Conversation
    • Facilitation
  7. Context Diagram
  8. Prototypes
  1. Requirements Documentation
  2. Requirements Traceability Matrix

Define Scope

Now that you have a clear understanding of the expectations from the project, the next step is to define the scope. Here you will be providing a detailed description regarding project and product. It will help your team have a better idea of what is within and what is out of your project scope.

Below table illustrates various inputs, tools, techniques, and outputs involved in this process:

InputsTools & TechniquesOutputs
  1. Project Charter
  2. Project Management Plan
    • Scope Management Plan
  3. Project Documents
    • Assumption Log
    • Requirements Documentation
    • Risk Register
  4. Business Documents
    • Business Case
  5. Enterprise Environmental Factors
  6. Organizational Process Assets
  1. Expert Judgement
  2. Data Analysis
    • Alternative Analysis
  3. Decision Making
    • Multicriteria Decisions Analysis
  4. Interpersonal & Team Skills
    • Facilitation
  5. Product Analysis
  1. Project Scope Statement
  2. Project Documents Updates
    • Assumption log
    • Requirements Documentation
    • Requirements Traceability Matrix
  3. Stakeholder Register

Create WBS

Once you have the complete list of do’s and don’ts, now you need to create the Work Breakdown Structure. Creating the WBS will help you in segregating the final deliverables of the project and the work into smaller units. Smaller chunks or components are easier to handle and provide a structured framework of the deliverables.

Create WBS process involves a few inputs, tools, techniques, and outputs. They are listed below:
InputsTools & TechniquesOutputs
  1. Project Management Plan
    • Scope Management Plan
  2. Project Documents
    • Project Scope Statement
    • Requirements Documentation
  3. Enterprise Environmental Factors
  4. Organizational Process Assets
  1. Expert Judgement
      • Decomposition
      1. Scope Baseline
      2. Project Documentation Updates
        • Assumption Log
        • Requirements Documentation

      Validate Scope

      By defining the scope and creating the WBS you will get the basic framework of the deliverables you need to work on. But for the deliverables to take shape, you need to put this framework into the function. It will ensure that there are no confusions regarding the final deliverable and when the time comes you have a formal process for signing off. This process is performed at a few predefined points during the project lifecycle to increase the probability of acceptance of final output and services.

      Below table illustrates various inputs, tools, techniques, and outputs involved in this process:

      InputsTools & TechniquesOutputs
      1. Project Management Plan
        • Scope Management Plan
        • Requirements Management Plan
        • Scope Baseline
      2. Project Documents
        • Lessons Learned Register
        • Quality Reports
        • Requirements Documentation
        • Requirements Traceability Matrix
      3. Verified Deliverables
      4. Work Performance Data
      1. Inspection
      2. Decision Making
        • Voting
      1. Accepted Deliverables
      2. Work Performance Information
      3. Change Requests
      4. Project Document Updates
        • Lessons Learned Register
        • Requirements Documentation
        • Requirements Traceability Matrix

      Control Scope

      Controlling scope is the final process of the project scope management in which you need to monitor the project progress status along with managing the changes in scope. This process is performed throughout the project life cycle and helps in maintaining the scope baseline. Furthermore, it also helps in assessing that the project delivers the promised outcomes.

      Below table illustrates various inputs, tools, techniques, and outputs involved in this process:

      InputsTools & TechniquesOutputs
      1. Project Management Plan
        • Scope Management Plan
        • Requirements Management Plan
        • Change Management Plan
        • Configuration Management Plan
        • Scope Baseline
        • Performance Measurement Baseline
      2. Project Documents
        • Lessons Learned Register
        • Requirements Documentation
        • Requirements Traceability Matrix
      3. Work Performance Data
      4. Organizational Process Assets
      1. Data Analysis
        • Variance Analysis
        • Trend Analysis
      1. Work Performance Information
      2. Change Requests
      3. Project Management Plan Updates
        • Scope Mangement Plan
        • Scope Baseline
        • Schedule Baseline
        • Performance Measurement Baseline
      4. Project Documents Updates
        • Lessons Learned Register
        • Requirements Documentation
        • Requirements Traceability Matrix

      This brings us to the end of this article on project scope management. This blog covered just one process involved in project management. If you wish to learn more about project management or project management certifications you can check my other articles as well.

      Project Scope Management | PMP® Certification Training | Edureka

      If you found this “Project Scope Management” article relevant, check out the PMP® Certification Exam Training by Edureka, a trusted online learning company with a network of more than 250,000 satisfied learners spread across the globe. 

      Got a question for us? Please mention it in the comments section of this Project Scope Management article and we will get back to you.

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