Have you heard of the PMP scope management process? This process helps define the tasks needed in a project while ensuring only necessary tasks are focused on. The project scope helps to outline activities that need to be completed during the project. The define scope process is extremely important, as this document is finalized during this collaboration process.
In this article, we will explore what the define scope process is, as well as how you can use this method to better plan for future and current projects.
What Is The Goal of the Define Scope Process?
The main goal of the define scope process is to highlight what will be included in the project and what will be excluded. It is important to identify boundaries and a project so that the project team knows where to focus most of their efforts. In order to do that, it is important to outline each step of the project and what is required to stay on track. The define scope process helps to solidify the overall project scope while ensuring that the project manager, project team, and key stakeholders are all on the same page.
Define Scope Process:
- Primarily concerns what is and is not included in the project and its deliverables.
- Uses the following to define project and product scope.
- Requirements documentation created and collected requirements process
- Project charter
- Any information about risks, assumptions, and constraints
3 Main Documents to Note
Three main documents are included in this process. These documents help to define the scope of both the project and the product.
The first document — or set of documents — is called requirements documents. These are created during the requirements process and help organize every project necessity. Once the project scope is completed, the final requirements will be solidified. The project manager, key stakeholders, and project team will evaluate each of these requirements to agree on the finalized scope.
The next document is called the project charter. This helps the entire team to understand a high-level overview of the project scope. This document will include high-level risks, resources, and key activities. Using a project charter is a good idea, as it will also help refine the overall scope of this process.
The third document set is assumptions, constraints, and any details related to potential risks. Risks can directly impact the final deliverable, so all risks must be identified to avoid complications later down the line.
For example, if you work in a location on high alert for tornado watches, you will need to calculate this risk factor in your planning process. If you are developing a building, you will need to reevaluate what materials you use in order to make the structure strong enough to survive a tornado. These risks and project constraints will impact the overall project scope. This is why it is so important to identify risks early on, as there are often budget constraints associated with these complications. If it is not possible to gather tornado-proof materials, this project might be impossible to complete with the current allocated budget. Project managers and stakeholders will need to reevaluate the project scope as a whole, as well as the budget.
Steps To Take In The Analysis Process
When completing the defined scope process, you will need to conduct an analysis to ensure that the description of the project, customer experience, and sponsor needs are all accounted for. Once your analysis is completed, you will need to evaluate each constraint to complete the project successfully and according to guidelines.
Understanding the information in this article is an essential part of project management and a vital part of the PMP exam. Improve your project management skills or prepare for the PMP Certification exam by taking a quality online PMP exam prep course.