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Inputs
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Project charter Requirements documentation Organizational process assets
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Tools and Techniques
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Expert judgment Product analysis Alternatives identification Facilitated workshops
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Outputs
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Project scope statement Project document updates
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Table 5-4
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Inputs, Tools and Techniques, and Outputs for the Define Scope Process
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5: Project Scope Management
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The tools and techniques for the Define Scope process include expert judgment to help analyze the inputs In this case, we should also take a closer look at the product analysis and any alternatives or workshop findings that should be considered prior to the scope statement being finalized The outputs for this process are straightforward The primary output of the Define Scope process is the project scope statement However, project management is all about realizing that as we go further into the project life cycle, we learn more After almost every process comes more knowledge and a clearer view of what needs to be done on the project With the clearer vision, it is important to review and update project documents as appropriate This ties back to the PMI term progressive elaboration, which is a technique for increasing the accuracy of plan documents and estimates as more and more information becomes available
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NOTE
PMI is big on the concept of progressive elaboration as a way to effectively manage a project If you are planning to take a PMI exam, take note of this concept
Project Scope Statement
According to PMI, The project scope statement describes, in detail, the project s deliverables and the work required to create these deliverables The intent is to provide a common understanding of the project scope so there is no confusion between project stakeholders [3] The scope statement serves as a guide to the project manager and team during the execution of the project It should be used as a working document, not kept in a drawer or cabinet It can be used for team member orientation to the project, to help answer questions, and for audits when they occur The project scope statement is also an agreement among the project team, the project sponsor, and key stakeholders It represents a common understanding of the project for the purpose of facilitating communication among the stakeholders The scope statement includes relating the project to business objectives, and defining the boundaries of the project in multiple dimensions including approach, deliverables, milestones, and budget The best way to develop a scope statement is to use a template from a previous, similar project or from an experienced PM source A number of great templates are available on the Internet (for example: CVR/IT Consulting LLC at http://wwwcvr-itcom/ PM_Templates/) to assist you in defining the scope of the project and ensuring you have the important components identified to render the scope statement useful in the scope management process
PMP Certification: A Beginner s Guide
Here are examples of some key components of a scope statement:
Executive summary A brief summary of the project using the project charter or work authorization as the basis for the summary Business or project objectives (business need/opportunity) The purpose of the project Project description What is in (and not in) the scope of the project
Proposed solution, deliverables, and completion criteria Risks, constraints, dependencies, assumptions, and success factors Roles and responsibilities (critical skills, high-level staffing plan) Target date for completion Methodology to be used and implementation strategy Duration, cost, resources, hours, and so on
Project planned approach Project estimates
Project controls How the project will be measured, tracked, and managed (change control, risk management, issue management, and communications) Authorizations Project sponsor/owner, approvers, version control, and reviewers Scope statement approval signatures
In many cases the contract, work order, or statement of work (SOW) will have all the pertinent information needed to identify the project and its major deliverables, key contacts, and constraints, to the point where these documents may serve as (or replace the need for) a separate scope statement
Case Study: Scope Statement
Let s look at our case study and how the scope of the project is defined and managed by BEC They use a Technical Data Sheet sometimes called a contract rider that comes from the artist/performer/manager/agent It is around 20 pages on average and details the requirements for the event, including dates, planned equipment needs, stage configuration, dressing rooms, and other special needs These details are reviewed and, once accepted, are then put into the Events Data Sheet, which serves many purposes, such as the all-in-one contract, scope statement, schedule of events, outline of special needs, and so on Figure 5-4, shown at the end of this chapter, provides an example of a scope statement for a Rock On concert event/project
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