Project Scope Statement

According to the PMBOK Guide, the project scope statement describes the project scope, major deliverables, assumptions and constraints.

This document provides details about the project, product scope and deliverables. It describes the tasks, assumptions, constraints and milestones in detail, helping stakeholders share a common understanding of the project and its deliverables.

It states project inclusions and exclusions, setting stakeholder expectations and reducing obstacles to completion.

The project scope statement is the basis for planning. It helps review change requests by clarifying what is included and excluded. Requests outside project boundaries may require additional requirements or changes to baselines.

Developing a project scope statement involves establishing relevant facts, gathering documentation and reaching agreement.

The statement provides a detailed summary of some elements of the project charter.

Importance of the Project Scope Statement

• It helps stakeholders understand project scope and product scope.
• It reduces the likelihood of scope creep in later stages.
• It helps the project manager develop the project plan.
• It supports the development of project baselines.

The project scope statement reduces uncertainty by setting boundaries and giving stakeholders and key participants a clear view of the project.

What Is Included in the Project Scope Statement?

The project scope statement helps visualize the entire project and its deliverables. It includes:

1. Product Scope Description: A detailed description of the product to be created.
2. Product Acceptance Criteria: The criteria under which users will accept the product because it meets their expectations.
3. Project Deliverables: The project’s outputs, including items such as software or documents.
4. Project Exclusions: Items outside the project’s boundaries.
5. Project Constraints: Resource, organizational, political, technological and other constraints that affect performance.
6. Project Assumptions: Conditions accepted as true so the project can proceed smoothly, such as staff availability when needed.
7. Milestones: Significant points in the project timeline at which crucial events occur.
8. Agreement: Stakeholder approval at the end of the statement, indicating their support.

How to Develop a Project Scope Statement

The following tips will help with this task.

Identify Requirements

Identify the different elements of requirements that are essential to developing a project scope statement.

Collect requirements from stakeholders, key participants, users and sponsors through questionnaires, workshops, interviews or observation. Then translate complex requirements into clear deliverables.

Requirements include business, stakeholder, solution, project and transition requirements, as well as assumptions. They help address needs and expectations.

Define Products

Document and detail product requirements using a Requirements Traceability Matrix (RTM). This can also track product status and revisions during development.

Define Major Deliverables

The project scope statement should summarize deliverables so stakeholders have an overview of expectations for the final product.

Define Milestones

Detail all project milestones so stakeholders can monitor progress and understand when the project will be completed.

Acceptance Criteria

These are the conditions the product must meet for the client to accept the deliverable. If any condition is unmet, the client will reject the product.

Project Exclusions

Sometimes, certain items must be explicitly excluded so stakeholders understand the boundaries. This helps reduce scope creep later.

Best Practices for a Successful Project Scope Statement

Detailed but Simple

The statement should provide detail in plain language so stakeholders can read it quickly. Avoid complicated wording that may cause confusion.

Specificity

The statement should answer specific questions about performing tasks, allowing stakeholders to assess the potential for success.

Pros and Cons of the Project Scope Statement

Pros

• A well-written scope statement helps prevent scope creep caused by misunderstandings or poor communication with stakeholders.
• It informs you about risks and constraints.
• It is a useful communication tool.

Cons

• Creating a project scope statement requires time and resources, which may be disproportionate for small projects or businesses.
• A detailed scope statement may be less useful for agile projects.

Project Charter vs. Project Scope Statement

You may have noticed that scope statement elements also appear in the project charter and wondered how the two documents differ.

Although the project charter contains scope statement elements, their levels of detail differ.

The charter contains high-level details and does not change often. The scope statement contains detailed scope information and is updated as needed throughout the project life cycle.

The project charter may also include:

• Business Case
• Project Objective
• High-Level Project Description
• Key Deliverables
• Key Milestones
• Project Budget
• Project Duration
• Names of Key Stakeholders
• Project Success Criteria
• High-Level Project Requirements
• Key Risks
• Acceptance Criteria
• Client Name
• Exit Criteria
• Project Manager’s Name
• Key Assumptions and Constraints

The scope statement focuses on the following elements in detail:

• Detailed Scope Description
• Acceptance Criteria
• Project Exclusions
• Project Deliverables

Conclusion

The project scope statement is an essential document and part of the scope baseline. It defines the product and includes all work required to create it.

It is a useful communication tool. Any product or project changes should be reflected here. Include all necessary details to avoid conflicts in later project stages.

How does a scope statement help your project? Share your opinion with us in the comments.

References:

• PMBOK Guide, 6th Edition.
• CONOCER Competency Standard EC0935, “Managing Work Through Projects.”
• Fahad Usmani, PM Study Circle.