Plan Scope Management

Plan Scope Management is a key process in the Scope Management Knowledge Area and part of the Planning Process Group. This process defines how the project scope will be identified, managed, and controlled. It results in the creation of two critical documents: the Scope Management Plan and the Requirements Management Plan. These plans serve as a framework to guide scope-related decisions throughout the project lifecycle.

This article explains the inputs, tools and techniques, and outputs of the Plan Scope Management process. Practical examples are provided to help project managers, planners, and stakeholders understand its importance and application.

Inputs to Plan Scope Management

1. Project Management Plan:
   • Definition: A comprehensive document that integrates all subsidiary plans.
   • Purpose: Provides overarching guidelines on how the scope aligns with the project’s objectives and other components like schedule and cost.
   • Example: A construction project’s management plan highlights how scope decisions must align with budget constraints.
2. Project Charter:
   • Definition: A high-level document that formally authorizes the project and outlines objectives, constraints, and deliverables.
   • Purpose: Establishes the project’s initial scope and links it to organizational objectives.
   • Example: The charter for an IT project specifies that the system should support 1,000 concurrent users.
3. Enterprise Environmental Factors (EEFs):
   • Definition: External factors influencing scope planning, such as market conditions, cultural influences, or regulations.
   • Purpose: Ensures the scope management plan considers external constraints.
   • Example: A government infrastructure project must comply with local environmental regulations.
4. Organizational Process Assets (OPAs):
   • Definition: Internal policies, procedures, and historical information.
   • Purpose: Provides templates, lessons learned, and standards for scope management.
   • Example: A company uses a scope definition template from a previous project to streamline planning.

Tools and Techniques for Plan Scope Management

1. Expert Judgment:
   • Definition: Leverages knowledge and experience from subject matter experts.
   • Purpose: Ensures realistic and practical approaches to managing scope.
   • Example: A senior project manager provides insights on avoiding scope creep based on past experiences.
2. Meetings:
   • Definition: Collaborative sessions with stakeholders to gather inputs and make decisions about scope management.
   • Purpose: Facilitates alignment on scope-related processes.
   • Example: A kickoff meeting includes discussions on scope boundaries and approval workflows.

Outputs of Plan Scope Management

1. Scope Management Plan:
   • Definition: A document detailing how scope will be defined, validated, and controlled.
   • Purpose: Provides guidelines for managing project scope throughout the lifecycle.
   • Example: A software development project specifies that scope changes must be approved by the change control board.
2. Requirements Management Plan:
   • Definition: A document describing how requirements will be collected, analyzed, and documented.
   • Purpose: Ensures a structured approach to managing requirements.
   • Example: A manufacturing project’s plan includes a traceability matrix to track requirements from inception to delivery.

Recommended Content of the Scope Management Plan

1. Process for Defining Scope:
   • Describes how the project scope will be identified and documented.
   • Example: Conducting workshops with stakeholders to gather inputs.
2. Process for Creating the Work Breakdown Structure (WBS):
   • Outlines how the WBS will be developed and used to break down project deliverables.
   • Example: Using a WBS template to define tasks and sub-tasks for a marketing campaign.
3. Scope Validation Process:
   • Defines how completed deliverables will be reviewed and accepted.
   • Example: Stakeholders sign off on prototypes after review meetings.
4. Scope Control Process:
   • Details how scope changes will be managed.
   • Example: Implementing a formal change request process for scope modifications.
5. Roles and Responsibilities:
   • Assigns accountability for scope-related tasks.
   • Example: The project manager ensures scope baseline adherence, while the sponsor approves major changes.

Recommended Content of the Requirements Management Plan

1. Requirements Collection Process:
   • Details methods for gathering requirements, such as interviews, focus groups, or surveys.
   • Example: Using customer surveys to gather requirements for a new product.
2. Requirements Prioritization:
   • Defines criteria for prioritizing requirements.
   • Example: Using the MoSCoW method to classify requirements as Must-have, Should-have, Could-have, or Won’t-have.
3. Requirements Traceability:
   • Establishes a traceability matrix to track requirements through the project lifecycle.
   • Example: Linking each requirement to corresponding test cases in a software project.
4. Requirements Change Management:
   • Details processes for handling changes to requirements.
   • Example: Documenting all changes and getting approval from the product owner.

Practical Examples of Plan Scope Management

1. Construction Project:
   • Scenario: Building a shopping mall.
   • Scope Management Plan:
     • Defines scope boundaries, including specific sections like parking and retail areas.
     • Specifies weekly reviews to validate completed sections.
   • Requirements Management Plan:
     • Collects requirements through meetings with architects and retailers.
     • Uses a traceability matrix to ensure alignment with stakeholder needs.
2. IT Project:
   • Scenario: Developing a cloud-based CRM system.
   • Scope Management Plan:
     • Defines scope to include features like customer dashboards and reporting tools.
     • Controls scope through bi-weekly review meetings.
   • Requirements Management Plan:
     • Gathers requirements from focus groups with sales teams.
     • Prioritizes features using the Kano model.
3. Event Management:
   • Scenario: Organizing an international conference.
   • Scope Management Plan:
     • Defines deliverables like venue setup, catering, and guest speakers.
     • Validates scope through dry runs and stakeholder feedback.
   • Requirements Management Plan:
     • Collects requirements from sponsors and attendees.
     • Tracks requirements using a spreadsheet-based traceability matrix.

Summary Table: Plan Scope Management

Conclusion

Plan Scope Management is a foundational process for ensuring that a project’s scope is well-defined, documented, and controlled. By leveraging inputs like the project charter and stakeholder register, applying tools such as expert judgment and meetings, and producing robust outputs like the Scope Management Plan and Requirements Management Plan, project teams can minimize scope creep and maintain alignment with project objectives. This structured approach lays the groundwork for successful project delivery.

Knowledge Area

Scope Management

Process Group

Planning

Plan Scope Management Inputs

• Project Management Plan
• Project Charter
• Enterprise Environmental factors
• Organizational Process Assets

Plan Scope Management Tools and Techniques

• Expert Judgement
• Meetings

Plan Scope Management Outputs

• Scope Management Plan
• Requirements Management Plan