How to define a Project Scope?
- Understand project Scope importance
- Identify objectives, deliverables, Stakeholders
- Gather and analyze Requirements
- Define project boundaries
- Create Work Breakdown Structure
- Validate, approve project Scope
- Manage project Scope changes
Table of Contents
- The Process
- Understanding the Importance of Project Scope
- Identifying Project Objectives, Deliverables, and Stakeholders
- Gathering and Analyzing Requirements
- Defining the Project Boundaries
- Creating a Work Breakdown Structure
- Validating and Approving the Project Scope
- Managing Project Scope Changes
- Case Studies
- Example
- Template
- Checklist
The Process
Understanding the Importance of Project Scope
Defining a project Scope is a critical step in software development. It provides a clear understanding of the project's boundaries and outlines the work that needs to be done to deliver the project successfully. It also helps in managing Stakeholder expectations, controlling project changes, and mitigating Risks. Without a well-defined project Scope, a project may suffer from Scope creep, which can lead to cost overruns, schedule delays, and Quality issues.
Identifying Project Objectives, Deliverables, and Stakeholders
The first step in defining a project Scope is to identify the project objectives, deliverables, and Stakeholders. Project objectives are the desired outcomes of the project. Deliverables are the software Products or Services that will be delivered to the Stakeholders. Stakeholders are the individuals, groups, or organizations that have a vested interest in the project. These include Customers, Users, project team members, and sponsors.
Gathering and Analyzing Requirements
Once the project objectives, deliverables, and Stakeholders have been identified, the next step is to gather and analyze the Requirements. This involves conducting interviews, workshops, and surveys with the Stakeholders to understand their needs and expectations. The gathered Requirements should be documented and analyzed to ensure they are clear, complete, consistent, and aligned with the project objectives.
Defining the Project Boundaries
Defining the project boundaries involves specifying what is included and excluded in the project. This includes the Scope of the software to be developed, the technologies to be used, the Processes to be followed, and the resources to be utilized. It also includes the Constraints and assumptions that may affect the project. The project boundaries should be clearly defined to prevent Scope creep and to ensure that all Stakeholders have a common understanding of the project Scope.
Creating a Work Breakdown Structure
A Work Breakdown Structure (WBS) is a hierarchical decomposition of the project into manageable chunks. It breaks down the project deliverables into Tasks and subtasks that can be estimated, scheduled, assigned, and tracked. The WBS provides a visual representation of the project Scope and helps in planning, managing, and controlling the project.
Validating and Approving the Project Scope
Once the project Scope has been defined, it should be validated and approved by the Stakeholders. This involves reviewing the project Scope with the Stakeholders to ensure it meets their needs and expectations. Any changes or discrepancies should be addressed and resolved before the project Scope is finalized. The approved project Scope should be documented in a Project Scope Statement, which serves as a Baseline for managing project changes.
Managing Project Scope Changes
Despite careful planning, project Scope changes are inevitable in software development. Therefore, a Process for managing project Scope changes should be established. This involves reviewing, evaluating, and approving or rejecting the Scope changes. Any approved Scope changes should be documented and communicated to all Stakeholders. Regular Scope Reviews should be conducted to ensure the project stays on track.
Case Studies
Case Study 1: Successful Project Scope Definition
A software Development team was assigned a project to develop a new CRM System. They followed the steps outlined in the manual, clearly defining the objectives, deliverables, Stakeholders, project boundaries, and Requirements. They created a detailed WBS and got approval from Stakeholders. Regular Scope Reviews were conducted to manage changes. The project was completed successfully within the agreed Scope.
Case Study 2: Scope Creep
A team was developing a mobile app. They defined the project Scope but failed to establish a Process for managing Scope changes. As a result, they kept accepting additional Requirements from Stakeholders, leading to Scope creep. This resulted in cost overruns, schedule delays, and Quality issues.
Case Study 3: Incomplete Requirements Gathering
A team was tasked with developing a web portal. They identified the objectives, deliverables, and Stakeholders but rushed through the Requirements gathering Process. Due to incomplete Requirements, the project boundaries were not clearly defined, leading to confusion and miscommunication among the team. The project was not delivered as per the Stakeholders' expectations.
Example
Project Overview
The project is to develop a mobile application for a local restaurant. This app will allow Customers to browse the menu, place orders, make reservations, and provide feedback. The app will also have a loyalty program Feature to reward regular Customers.
Objectives
The main objectives of this project are to increase the restaurant's online presence, improve Customer Service, and boost sales. The app should be User-friendly and offer a seamless experience from browsing the menu to making payments.
Requirements
The app should be compatible with both iOS and Android platforms. It should support multiple payment Methods including credit/debit cards, mobile wallets, and cash on delivery. It should also have a feedback System where Customers can rate their experience and leave Reviews.
Deliverables
The deliverables for this project include the completed mobile app, User manual, and technical documentation. The app should be tested and ready for launch within six months from the start of the project.
Exclusions
The project does not include the development of a website for the restaurant or any other digital marketing activities. It also does not involve any changes to the restaurant�s existing IT Systems or infrastructure.
Constraints
The main Constraint for this project is the budget, which is $50,000. The project timeline is also a Constraint, as the app needs to be launched before the peak holiday season to maximize sales.
Assumptions
It is assumed that the restaurant will provide all necessary information for the app, including the menu, prices, and photos. It is also assumed that the restaurant will handle all Customer Service related to the app, including order fulfillment and handling Customer complaints.
Template
Introduction
This chapter will introduce the concept of project Scope and its importance in software development. It will also provide an overview of the steps that will be detailed in the following chapters.
Understanding Project Scope
This section will explain what project Scope is, why it is important, and how it impacts the overall software development Process. It will also discuss the dangers of Scope creep and how to avoid it.
Gather Requirements
This chapter will detail the Process of gathering Requirements from Stakeholders, which is the first step in defining project Scope. It will cover different Techniques for gathering Requirements, such as interviews, surveys, and workshops.
Analyze Requirements
After gathering Requirements, this section will explain how to analyze them to ensure they are clear, complete, and feasible. It will also discuss how to prioritize Requirements based on their importance and impact on the project.
Define Scope
This chapter will guide you on how to use the analyzed Requirements to define the Scope of the project. It will include how to create a Scope statement, which outlines what the project will and will not include.
Create a Work Breakdown Structure
This section will detail how to create a work breakdown structure (WBS), which is a visual representation of the project Scope. It will explain how to break down the project into smaller, manageable Tasks.
Validate Scope
This chapter will discuss how to validate the project Scope with Stakeholders to ensure it meets their needs and expectations. It will also cover how to handle any changes or disagreements that may arise.
Monitor and Control Scope
The final chapter will explain how to monitor and control the project Scope throughout the development Process. It will provide strategies for managing Scope creep and making necessary adjustments to the Scope.
Conclusion
This section will summarize the key points of defining project Scope in software development and emphasize its importance in successful project management.
Checklist
Understanding Project ScopeDefine project boundaries
Manage Stakeholder expectations
Control project changes
Mitigate project Risks
Identifying Project DetailsIdentify project objectives
Identify deliverables
Identify Stakeholders
Gathering RequirementsConduct Stakeholder interviews
Conduct workshops
Conduct surveys
Document Requirements
Defining Project BoundariesSpecify inclusion/exclusion
Define software Scope
Specify technologies
Specify resources
Creating Work Breakdown StructureDecompose project
Estimate Tasks
Schedule Tasks
Assign Tasks
Validating Project ScopeResolve discrepancies
Finalize Scope
Document Scope
Managing Scope ChangesEvaluate Scope changes
Document Scope changes
Communicate changes