Without scope management, organizations face the risk of scope creep which may lead to project delay or project failure. When the scope of a project is not adequately defined by project management professionals, project-related tasks cannot be handled at ease. As a result, it is necessary to have a proper scope management plan in place. Organizations hiring Project Management Professionals to handle their projects are well versed with the process of creating scope management plan through the PMP Exam Prep course which helps in achieving desired project success rate.
What is scope management?
Scope management while handling projects refers to a set of processes that ensure that the scope of a project is clearly defined and communicated to all the stakeholders. A scope management plan is prepared in the planning phase of a project to define the project scope. Project professionals need to ensure that the project scope is understood by team members before executing the project.
What is the project scope?
Project scope defines the collection of deliverables that are required by clients. The requirements of the client have to be fulfilled to successfully deliver a product or service to clients. However, the scope of a project can go through a number of changes before the project is delivered as clients tend to make changes in their requirements due to various factors.
What is a scope management plan?
Similar to the project plan, a scope management plan refers to a set of processes undertaken to include all the tasks that are necessary for completing a project successfully. The plan assists project management professionals to finish projects within the schedule, budget, and allocated resources. In the modern era, it is common to have modifications in the end results to be delivered to clients. Certified project professionals make use of scope management plan to document the tasks, deadlines, end results, and costs allocated for such tasks. Let us have an in-depth look at these elements.
The major components of a scope management plan are as follows:
Adequately defined requirements:
The first step in creating a scope management plan is to make a list of requirements that are needed by clients. Project Management Professionals conduct an endless meeting with clients in order to clearly determine their requirements by making use of various tools available.
Draw a scope statement:
The most important step of the project plan is to have a scope statement. This statement contains a description of deliverables, constraints, assumptions and other elements required as per the project.
In this component, project professionals list the names of stakeholders who have a major influence in making changes to the requirements specified for the project. This list helps project managers in making changes to scope unnecessarily and reduces the chances of scope creep.
Work Breakdown Structure (WBS):
To effectively manage the scope management plan, it is necessary to include WBS within the plan. Elements that can be included within WBS are deadline, start date, duration, budget, predecessor activities, and the resources required. This list can vary depending on the intensity of the project.
A deliverable is the end product which is delivered to clients on completion of the project. The scope management plan shall include the list of deliverables that has to be given to clients along with the specifications and standards they should meet.
Evaluation of scope:
Project management professionals need to devise tools and techniques to evaluate whether the deliverables are according to what was define in the scope statement. In case of deviations, project professionals need to take necessary action at the earliest to avoid project delays.
The deliverables offered to clients on completion of the project is not the end of the process. Stakeholders are required to approve the product on delivery, only then the project can be closed successfully.
This component helps to track whether the project is being carried out as per the scope management plan. This element specifies how to handle change requests for project management professionals without changing the course of project.
Role of project professionals:
This component describes who shall have the authority in managing scope. It is usually the responsibility of project management professionals to specify the responsibilities of project sponsors and team leaders within this component.
These components can vary according to the intensity of the project. Complex projects have a more tedious process of determining the components that have to be included in the scope management.
Why is scope management plan important?
Project management professionals master the art of managing stakeholders and their requirements. However, it can be very challenging to manage them without a proper scope management plan. This plan helps managers to clearly define the project scope and incorporate only those changes that do not disrupt the functioning of the project. A scope management plan also helps in staying on track by meeting all the deadlines stated in the project scope, thereby increasing the project success rate successfully.
Project management professionals gain an in-depth understanding of scope management plan while undergoing PMP Certification Training. Highly qualified trainers engage in introducing real-life scenarios which helps such professionals to be industry-ready and implement the latest practices of scope management while handling projects.