How to Define Project Scope

What exactly is project scope? Bring your project management skills to the next level by learning how to build and define a thorough project scope with a few simple strategies. 

Knowing the specific objective of a project is essential to its success, irrespective of the type of project, your particular industry, or the project management method you are using. A project scope definition documents the final outcome of a particular project and its associated benefits, but also outlines any constraints imposed upon the project and the assumptions that have been made along the way.

All projects, from multi-million pound global projects in international corporations to local projects for small businesses, need to establish and define a specific project scope as it effectively serves as your project's purpose statement. If you can't state the general aim and relative desired outcome of a project, then you may want to rethink the endeavour until you can.

Why define project scope?

A well-defined project scope is an invaluable resource in managing client and stakeholder expectations. A project with a poorly defined scope is much more likely to fail and, at the very least, will suffer from a range of problems such as:

• What is delivered is not what the client wanted or was expecting;
• Changes are continually being requested throughout the project;
• Major changes are required part way through the project;
• Change management becomes a major task on the project;
• The budget is over-spent;
• The project is completed late.

What is required in a scope document?

If you plan to use a PM method such as PRINCE2, APMP or PMP, then you are likely to be planning a detailed requirements document prior to starting the project. But, if you are using an agile method then you can expect the requirements to become clearer as the project progresses. In either case, a scope statement will help crystallise the purpose of the project and state its assumptions and constraints.

For any type of project, the definition of your project scope could very well change (it almost certainly will), during the life of the project but each change should be controlled and managed to avoid "scope creep" where the initial aims of the project are obscured by ongoing modifications.

The scope of a project does not have to be in a particular format; it can simply be a list of items that necessary to fulfil the project brief.

The document can consist of greater or lesser detail, depending on the length and complexity of the project and whether you are taking an agile approach to managing the project. In general, it should include the following:

1. Justification: Why the project is being undertaken and what are the expected business benefits that will result.
2. Description: In broad terms what will be the project's final outcome? This may be a tangible product, a service or a new process.
3. Acceptance Criteria: The key components of the final deliverable that must be met for the project to be acceptable to the client and other stakeholders.
4. Constraints: These could be technological, financial or time restrictions that will affect the final outcome.
5. Assumptions: A statement of all assumptions that have or will be made concerning the project's final deliverable.
6. Exclusions: A statement of what specifically will not be included as part of the project.

What should and shouldn't be included in a project scope statement? 

If you do not specifically state and concretize what is outside the project's scope, then end users, clients or stakeholders will make assumptions. These players are likely to have very different roles and perspectives than those in the project team, so they may feel they are stating the obvious when they bring up certain aspects of the project. So, it is vital the scope of the project is fully discussed before any work starts. By discussing it in detail and at length you are far more likely to have a full and complete scope defined.

A good way to ensure the necessary discussions are productive is to use some of the techniques used for gathering business requirements such as: brainstorming sessions, questionnaires, interviewing and focus groups.

This article was written by Parallel Project Training, an accredited provider specialising in Project Management training solutions and qualifications.