COEPD – Center of Excellence for Professional Development Happy Learning
What is Project Scope Management Processes?
The process of controlling a team’s work to fulfil all project goals within the given constraints is known as project management. Usually, explanations of this information are included in the project documentation that is created at the beginning of the development process. Budget, time, and scope constraints make up the three basic ones. Steps of Project Scope Management are as follows:-
- Plan the Project Scope Management:-
The main goal of the scope management process is to develop a scope management strategy. If you’ve already completed this for prior projects, one scope management plan can serve as a type of template for subsequent initiatives. There won’t be much of a difference, so follow your original plans.
If you’re performing this for the first time, the step is not too challenging. You are in charge of speaking with all project stakeholders and executives to establish a shared understanding of the project’s scope. You are obtaining this data to aid you and your team in defining, managing, validating, and controlling the project’s scope.
This strategy should also outline how you’ll handle obstacles and limitations, how you’ll judge the project’s success, and how you’ll come up with other crucial components.
- Collect Requirements:-
Now that you are familiar with your scope management approach, it is time to collect all other project requirements. What particular deliverables are there? What deadlines need to be met in order to succeed?
You should consult both your stakeholders and your customers when coming up with this solution. Consider sending out questionnaires or running focus groups. It’s possible that a project or initiative would benefit from outside viewpoints that your team had missed.
- Define Scope:-
Project managers love to keep notes. You will at this step clearly and simply describe the scope in writing for the overall project’s benefit of clarity. This includes stating what is and is not included in the purview of your project. Along the journey, your project scope statement will be a vital point of reference. Why is it important to include things that the project’s scope does not? Because you don’t want your employees doing work that is meaningless or superfluous. You have it in writing that if someone is asked to do something that is outside the parameters of the request, they shouldn’t comply.
In essence, you’re providing an official reference point for your team and everyone else involved in the project. This particular project is not necessary to be completed if something is not covered by the defined scope.
- Create a Work Breakdown Structure:-
A work breakdown structure is the document that breaks down the job and assigns responsibilities to each task. This document or picture can be used by teams or individuals to view the deliverables they are in charge of and when.
For this stage of project scope management, you may want to go digital and use a job management programme to assign tasks, prioritise them, and establish deadlines. You will find it easy to log in and browse the tool now to see what your team is working on right now.
By doing this, you can deal with issues as they arise rather than having to alter your course after a series of mistakes.
- Validate scope:-
The next step in the process is to have all of your work accepted. Stakeholders and project executives must be given access to the deliverables and scope you have outlined so they can approve them or request changes.
It is essential to have your scope reviewed since, if something goes wrong, you as the project manager may not be solely responsible. Having superiors review and approve your work shows that you have received the thumbs-up from qualified eyes and that any shortcomings are disclosed.
The option of having a work management programme digitally authenticate your scope is also available. Some platforms allow you to submit each of your deliverables for review separately, allowing for real-time approval as opposed to approval weeks after the fact.
Throughout this process, you and your stakeholders have decided what makes a successful deliverable. After everything has been authorized, it is your duty as the project manager to accept any modifications and put them in the project scope statement.
- Control and Manage scope:-
Following the project’s completion, the project manager’s duties include, among other things, ensuring the project maintains within the predetermined scope.
The project manager is also accountable for consulting with stakeholders and changing the scope as needed, which they invariably do. One simple way to keep scope in check is to review weekly or biweekly performance reports to ensure that all teams are on track for success.
Project scope control requires both being ready to make adjustments when necessary and having the courage to intervene when goals are not aligned.
