The document discusses project scope definition and management. It states that project scope involves identifying and describing all work needed to produce the project's product in sufficient detail so the team understands their tasks and reasonably foreseeable work is included. It also discusses defining the scope of the project and product, developing a project scope statement, identifying deliverables, and using a "Green Car" example to illustrate scope concepts.

1. © Copyright GAFM Academy® of Project Management “How To Start A Project”
Module 2
Defining Project Scope

2. © Copyright GAFM Academy® of Project Management “How To Start A Project”
Summary
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Project scope definition is a core project planning
process. It involves identifying and describing the
work that is needed to produce the product of the
project in sufficient detail to ensure that:
• The project team understands what it must do.
• All of the reasonably knowable project work has
been identified.
• Appropriate management controls can be
applied.

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Define Scope
Project
Scope
Statement
INITIATION PROCESSES

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Tasks associated with the process
Define Scope
Define Project
Scope
Develop a written Project Scope
Statement to define the project.
The project scope statement will be used
as the foundation for verifying the scope
and schedule during Project Planning.

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Define Scope
Project Scope Statement is the basis for confirming a common
understanding of the project outcomes and making future decisions
regarding the project.
Project
Scope
Statement
Project Charter
Business Requirements
Define Scope
output
input process

6. © Copyright GAFM Academy® of Project Management “How To Start A Project”
Scope
PROJECT SCOPE
describe the
work required to
create the
product
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PRODUCT SCOPE
describe features and
functionalities of the
product
Scoping a project involves

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Project Scope
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Examples :
 Products or deliverables to be delivered
 Resource requirements
 Equipments or Materials to be delivered
 Infrastructure installation and testing
 Setting up help desk facilities, data centers, laboratories,
 Training to be provided
 Data Conversion and System migration
 System Testing and Integration Testing
 ….. Others that is associated with the project delivery
The scope of the project deals with the time, material, resources and
equipment required to deliver the project .

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Project Scope
 A project scope defines the work that the project need to do to
deliver the project deliverables.
 Project work include the Coordination, Management, Planning
and Reporting to project stakeholders.
 The project scope defines what work will be included in the
project work AND what work will not be included in the project.
 Throughout the project execution phase the work is measured
against the Project Management Plan to ensure that the project
is meeting the scope of the product.
 The project scope is measured against the project plan.
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Product Scope
 Product Scope is the requirements
that relate to the product of the
Project.
 The product scope is measured
against requirements described in a
“Project Scope Statement”.
 The product scope constitutes the
characteristics, features, and
functionalities of the product that the
project creates.
 Example of a Product Scope: “To
build a Green car that meets the
environmental protection
requirements”.
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10. © Copyright GAFM Academy® of Project Management “How To Start A Project”
Error in Product Scoping leads to project
issues
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It was a payroll project, and it was almost complete, when the client
reviewing the project asked,
“How do I produce year-end EA Form?”
PM: What ? Year-end EA Form? They weren’t part of the statement of
work (SOW) !
Client: Of course, they were. EA Form is a standard requirement of any
payroll system”. We did not highlight it because we thought you knew
that already. It is a standard regulatory requirements. Every payroll
application has it !
Defining the scope of the product means coming to a common
understanding of the product requirements and the standard legislative
requirements that it must comply.

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Business Requirements Document
 A business requirements document (BRD) details the business
solution for a project including the documentation of customer
needs and expectations.
 If an initiative intends to modify existing (or introduce new)
hardware/software, a new BRD should be created.
 The BRD process can be incorporated within a Six Sigma
DMAIC (Define, Measure, Analyze, Improve, Control) culture.
 The BRD is important because it is the foundation for all
subsequent project deliverables, describing what inputs and
outputs are associated with each process function
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12. © Copyright GAFM Academy® of Project Management “How To Start A Project”
Business Requirements Document
The most common objectives of the BRD are:
 To gain agreement with stakeholders
 To provide a foundation to communicate to a technology
service provider what the solution needs to do to satisfy
the customer’s and business’ needs
 To provide input into the next phase for this project
 To describe what not how the customer/business needs
will be met by the solution
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13. © Copyright GAFM Academy® of Project Management “How To Start A Project”
Who Should Be Involved in the Creation of
the BRD?
 Project core team
 Business partner(s)
 Process owner(s) or representatives
 Subject matter experts
 Change/project/product management, quality department
and/or IT management as needed or available
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What the Project will accomplish
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Who will produce the
Products or Services?

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Project Scope Statement
 Must include the business requirements that the project will address.
 Business need and business problem
 Define what the project will accomplish, how it will be accomplished
and by whom.
 Define what the end result of the project will be (e.g., a product,
service, other).
 Include a list of project Deliverables, which, when produced and
accepted, indicate project completion. Also included is a list of
deliverables that are not in scope for the project.
 Include Critical success factors (eg. cost, schedule, and quality
measurements) that determine the success of this project.
 Key milestones, the approach, and other components as dictated by
the size and nature of the project.
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Project “BOX”
Custom Design
Boxes for
Storing
Documents
Let’s take an example of a
manufacturing project to
produce custom design
boxes for storing documents.
We named this project as
“Project Box”

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Defining Scope for “Project Box”
 What exactly are the requirements of this project?
a. Design and Build a “Box” that will fit custom size documents?
b. Build the “Box” only ?
c. Design and Build a “Document Folder” in the shape of a box?
d. Build the Document Folder only ?
e. ALL of the ABOVE?
 Quantity of Boxes required?
 Expected delivery?
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18. © Copyright GAFM Academy® of Project Management “How To Start A Project”
Define scope of the Product
- Box
Product Configuration
 What kind of “Box” ? storage box? corrugated
box?
 What are the specifications? Length, Width,
Height ?
 What kind of material ?
> Wood? Fiber board? Card board?
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19. © Copyright GAFM Academy® of Project Management “How To Start A Project”
Project Scope Statement
 A storage box with the following specifications :
Length = 24 inches, Width =18 inches, Height = 22
inches
 The finished product shall be made of fiber board
 Quantity = 500 , Color = Brown
 Design document to be reviewed within 2 weeks from
Purchase Order
 All boxes are to be delivered within 6 months from official
released of Purchase Order
 Label or markings or any identification marks are not
included.
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To Design, Build, and Deliver custom design boxes for storing
documents which include the following scope of work:

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What is Project Deliverable
Project Deliverable is a tangible or intangible object produced as a
result of the project that is intended to be delivered to
a customer (either internal or external).
 Report, Document, Server , Product or any other output of an
overall project.
 A deliverable is the result of a particular project management
processes eg. the technical diagram of the product.
 Technical projects deliverables are : hardware, software, design
documents.
 Contracted efforts, deliverable may refer to an item specifically
defined in the agreement (statement of work)

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Project “BOX” Deliverables
Project Charter
PROJECT
PROCESSES
DESIGN
SPECIFICATION
STORAGE
BOX
PROJECT
DELIVERABLES

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Project “Green Car”

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Project Deliverable
Project Deliverable is a tangible or intangible output that
is intended to be delivered to a customer prior to
proceeding with the subsequent phase in a project life
cycle.
The phases within a project create deliverables.
The deliverables typically allow the project to move
forward to the next phase-or allow the project to be
terminated based on the quality, outcome, or condition of
the phase deliverable.

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Green Car project
- Requirements phase
Gathering user requirements:
 What type of car are you planning
to build ?
 What are the characteristics of this
environmentally friendly car?
 What are the benefits as compared
to a gas powered vehicle?
Deliverable:
Business Requirements
document
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25. © Copyright GAFM Academy® of Project Management “How To Start A Project”
Green Car project
- Design Phase
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The architects and the designers
develop the technical design
specifications for the “green car”
following the requirements defined
in the Business Requirements
document.
Deliverable:
Technical Design Specification

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Green Car project
- Development Phase
In this phase there will be project activities and sub-
phases necessary to develop the car such as the
chassis development, the engine, suspension system,
the body, et cetera that shall be based upon the
Technical Design Specification document.
Deliverable:
Prototype Green Car
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Green Car project
- Testing Phase
Before the car can be released for other works, the quality team will
test the car for conformance to the national transport safety
regulations.
Deliverable: Vehicle Inspection Certificate
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Green Car project deliverables
COMMISSIONING
STAGE GATES
PHASE 1
PHASE 2
PHASE 3
PHASE 4
PROJECT LIFE CYCLE
BUSINESS REQUIREMENTS DOCUMENT
TECHNICAL DESIGN SPECIFICATION
PROTOTYPE GREEN CAR
VEHICLE
INSPECTION CERT
PHASE 5

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Example: Contents of a “Project Scope”
based on a green car project
The product which is “the green car” that is economical, reasonably
priced, low in maintenance, and within the guidelines of national
environmental protection act.
Functional Specs, Technical Design Specs, Prototype vehicle, Vehicle
Inspection Certificate, Acceptance Cert, A full working production
vehicle
50% component parts to be supplied by domestic automotive vendors,
other parts by US automobile manufacturer.
Work on the “Prototype vehicle” can only start after delivery of the new
design battery (to be supplied by another manufacturer) that will be
completed 6 months after due date of Technical Design Specs.
High Intensity Discharge (HID) lighting system is not required.
The full working vehicle delivered with ALL required acceptance
certificates.

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end of module