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.

Scope Management Plan

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

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 allocating 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 project's success.

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

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.

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 how the project scope will be defined and 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 -

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

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 most 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 into the goal.

Steps for Creating a Scope Management Plan

The steps of the 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

Planning the Scope

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

Collecting Requirements

During the collection of requirements, a clear picture of the vision held by stakeholders will emerge. This allows for the 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 and 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.