Projects are undertaken to deliver a product, service or result. Achieving your objective is difficult unless you understand both project scope and product scope. Project management includes many essential concepts that help complete a project with minimal obstacles. Two of the most important are project scope and product scope.
The project scope depends entirely on product scope. You must understand product scope to define project scope. These are among the most important concepts in project management.
Before starting, let us make sure we understand the terms product, project and scope.
What Is a Product?
The sixth edition of the PMBOK Guide defines a product as an artifact or quantifiable item that may be a finished item or a component. Such items are also called materials or goods.
In other words, a product is a substance or item produced through a natural, chemical or manufacturing process. It can be described in many ways, including its physical and chemical properties.
For example, a computer’s characteristics include its processor, screen size, memory and hard drive.
What Is a Project?
According to the PMBOK Guide, a project is a temporary endeavor undertaken to create a unique product, service or result.
The first part of the definition says that a project is temporary. Once the result is delivered and the objective achieved, the project ends.
The second part says that a project produces a deliverable. Projects are undertaken to produce a particular result, which may be tangible or intangible.
What Is Scope?
Scope can be defined as the range, detail or boundaries of the subject it describes. The word usually appears alongside another term rather than on its own.
When used with “product,” it refers to product details; when used with “project,” it refers to project details.
According to the PMBOK Guide, scope is the sum of the products, services and results to be provided as a project.
Product Definition
Product scope describes the product’s details: how it will look, how it will work and what features it will have.
The sixth edition of the PMBOK Guide defines product scope as the features and functions that characterize a product, service or result.
For a bridge, product scope might include length, width and load capacity. For a mobile phone, it might include screen size, battery life, processor speed, camera type and memory.
For services, product scope describes the tasks and responsibilities of the person delivering the service.
For a result, product scope may specify the information the result must provide.
How to Determine Product Scope
Product scope is often defined by people at higher organizational levels. A business analyst usually defines it; the project manager may be consulted but plays a limited role.
The business analyst meets with stakeholders to understand their expectations and requirements for the final product. Once these are finalized, the analyst obtains stakeholder sign-off and submits them for approval.
Ensure that no requirements are missed: adding them near the end of the project can be costly. A small change in product scope may cost much more than an early change in the project scope statement. Product scope must be well defined because it determines project scope.
Product scope connects you and your organization with the people who will use the product. Make every effort to keep these specifications accurate and complete.
If you have a contract to deliver a product to a client, the product scope will be attached to the contract documents.
Project Scope
Project scope defines product requirements and the work required to create the product. It also establishes what is included and excluded, helping prevent scope creep.
According to the sixth edition of the PMBOK Guide, project scope is the work performed to deliver a product, service or result with the specified features and functions.
The project scope statement explains the expected result, constraints and assumptions. It helps achieve the product scope. Project scope is also discussed through the scope statement or statement of work.
For a bridge construction project, project scope provides the information needed to build the bridge. It defines exactly what work is required, without adding unrelated work.
How to Determine Project Scope
The project leader or manager defines project scope, which depends on several factors.
For example, under a firm fixed-price contract, the client provides a well-defined product description that helps you develop the project scope statement. This makes defining project scope easier.
However, this is not always the case. Consider another example.
Your organization starts a project, and you are the project leader.
You may need to create the project scope statement from scratch. Contact stakeholders to collect and compile requirements, then obtain management approval.
Other factors may also shape project scope, such as a client asking you to carry out all the work on their behalf.
A well-written scope statement makes the project leader’s work easier and reduces obstacles to completion. Project scope is an agreement between you and the client or their organization.
Project scope connects you and your team with your organization, so it must be clear and detailed. Complete this document early in the project. An effective scope statement is needed to guide the project to successful completion.
Defining project scope is the first step in establishing the schedule, budget and resource allocation. Project management plans are developed after scope is defined.
I hope the distinction between product scope and project scope is now clear.
Conclusion
Product scope and project scope are covered in the PMBOK Guide’s Scope Management knowledge area. Product scope describes the intended product, while project scope describes the work needed to achieve it. Project scope is defined according to product scope. Understanding these fundamental terms is essential: successful completion requires achieving both. Product scope covers the product’s features, while project scope includes all work required to create it.
How does your organization manage product scope and project scope?
Share your experience in the comments.
Eduardo Cisneros Ph.D
