Exploring Project Scope Management and Its Value | iCert Global

Project Scope Management is a way of making everyone know what work needs to be done in a project. It assists project managers in planning and scheduling work to be done so that the project is successfully completed. The process is all about finding out what is to be done in the project and what is not.

What is project scope?

Project scope is the clear enumeration of what a project will deliver or yield. These are gleaned from what the project must accomplish. Project scope, as defined by PMBOK®, is "the work that must be done to deliver a product, service, or result with the right features and functions."

There are three key elements in Project Scope Management:

1. Planning

This is where you attempt to select and pull together everything that needs to be accomplished.

2. Controlling

This subject is on taking a close look at the project. It includes monitoring changes, halting unnecessary work that should not be done (referred to as scope creep), and determining what to accept or reject changes.

3. Closing

Lastly, you verify all of the project deliverables and contrast the outcome to determine if it satisfies the original plan.

Why Project Scope Management Matters

It is really tough when you are executing a project to know what clients and team members need. But if the project manager has a good plan with a clear schedule and scope, then it is quite simple to finish the project on time and utilize resources effectively.

Project scope management evades common issues like:

• The end product being smaller than anticipated

• Constantly changing project requirements

• Changing the project’s direction halfway through

• Thinking about the budget over and over again

• Missing key deadlines

What is a project scope statement?

The project scope defines all the work to be accomplished in an effort to complete the project successfully. The project manager's responsibility is to see that only the work that is required is accomplished and that all the work is accomplished within budget and within time.

Steps of Project Scope Management

Regardless of how a project is managed, it is always necessary that the scope of the project is defined. Below is a straightforward step-by-step procedure to which project managers can adhere in an effort to identify, document, and maintain the project scope.

Identify Project Needs

The initial step in project management is to have an idea of what the project requires. This will make simple planning a timeframe, selecting the required materials, and having clear goals. If you are aware of the project requirements, you can identify the exact work that should be carried out—this is referred to as defining project scope. After the scope has been established, team members can be assigned tasks and instructions to deliver the project within the specified timeframe and within budget.

Understand the Project Objectives

Before deciding the project limits, it’s important to know what the project needs to deliver. This might be creating a new product, starting a new service, or building new software. The project manager’s job is to help the team reach these goals and finish the project with the right features or functions.

Establish the Project Scope

The project scope determines the work and resources required to develop the product or service. It identifies the objectives that need to be achieved for the project to work well.

Steps to Determine What a Project Will Entail

In order to accurately define the scope of a project, you must identify and define these key items:

• Project Objectives: What the project intends to complete

• Objectives: Well-established goals the project needs to attain

• Sub-phases: Smaller parts or steps of the project

• Tasks: Tasks that must be accomplished

• Resources: Staff, machinery, and supplies required

• Budget: The funds invested in the project.

• Schedule: The schedule for project completion.

1. Plan Scope Management

This is the initial step in controlling what a project is going to entail. The PMBOK Guide (Fifth Edition) states that this process maintains the initial planning efforts separate from the rest of the project work. The Scope Management Plan is created by the project manager during this step.

2. Gather Needs

This is the procedure of gathering all the needs and requirements of everyone who is part of the project, who are referred to as the stakeholders. The aim is to ensure the project succeeds. Project managers utilize different tools and techniques to obtain these requirements in a careful manner. Getting it right makes one create an entire list of all that the project needs. When done correctly, it avoids surprises down the line and keeps the project on course to complete successfully.

3. Define Scope

This is the method of creating a clear and thorough description of the project and its primary objectives. It indicates precisely what the project will accomplish and what it will not accomplish. The project team reviews important documents to make sure the work matches the project goals. The ultimate scope provides everyone with an image of what the project must accomplish and what to anticipate as outcomes.

4. Create a Work Breakdown Structure (WBS)

The Work Breakdown Structure, or WBS, is one of the ways that you plan what a project has to do. It's what assists in breaking down the big project goals into smaller, easy-to-handle chunks referred to as work packages. It's a step many project managers do not do, but it has to be performed because it assists in making the plan right. The WBS shows all the small tasks that need to be done to finish the whole project.

5. Validate Scope

This is how the customer approves the work that has been completed. At the end of every segment of the project, the customer has a look at the outcome and determines if they are satisfied with what has been completed or not. The customer also provides feedback during this time to assist in making the subsequent work better.

6. Control Scope

This is the final part of controlling the project scope. This is where you monitor the progress of the project and ensure that any changes to the plan are addressed. This prevents the project from getting out of control and prevents adding extra work without authorization.

How to obtain Project Management certification? 

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Conclusion

Project Scope Management is extremely crucial to schedule and finish a project in a proper manner. It informs teams what work is to be done and what is excluded from the project. By following proper steps to define, control, and validate project scope, business houses can prevent ambiguity, save time, and achieve successful outcomes within the specified time frame.

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