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4 Verify Scope Process
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The Verify Scope process focuses on formalizing acceptance of the completed project deliverables One important aspect is verification, which includes reviewing the scope and deliverables of the project with the customer or sponsor to ensure they are in agreement with what needs to be completed at the end of the project PMI is really big on formal acceptance (and you should be, too) In many cases project completion letters are obtained with signed acceptance by the customer to show that they agree the project is officially ended and all deliverables have been met Once the scope is clearly defined, it is up to the project manager and team to verify it to ensure everyone is fully aware of the content Scope verification is the process of comparing the work against the project management plan, the project scope statement,
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5: Project Scope Management
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Q: A:
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Everyone on our project team knows the scope of the project, so why do I need to bother with scope verification and formal signoff from the customer If the scope is clearly understood, then getting verification and signoff from the customer or sponsor should be easy However, with the dynamics of most projects, there frequently are deliverables that were not clearly understood or communicated to the project manager There may also be subprojects or activities that the customer is expecting from you that were not part of the original scope These sometimes surface only when you ask for formal signoff or verification from the customer or project sponsor The best way to approach the customer/sponsor to obtain scope verification is to set up a meeting when no one is rushed for time and in a comfortable location with minimal distractions Be sure to have a concise project scope statement and report showing the status of the deliverables It is also best to provide a signature and date line on the scope document If you have done your homework, the customer should not raise any concerns and will be more than happy to sign off on the scope of the project Note that you should retain this verification document to meet your company record retention or audit readiness requirements
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and the WBS, and then meeting with the customer and/or project sponsor to obtain formal acceptance of the scope You would be surprised how often this step is not performed Often we are either too embarrassed to ask for confirmation (it will make us look like we were not listening) or too busy to stop and confirm the scope of the project Then if you add in changing or unrealistic customer expectations, it makes for a moving target The result is a failed project due to unclear or unverified scope We end up building the wrong product or the right product with the wrong features
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Verify Scope Inputs, Tools and Techniques, and Outputs
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Table 5-5 lists the inputs, tools and techniques, and outputs for the Verify Scope process Also note that the single tool and technique for this process is inspection This is a simple word that can require significant time and resources, depending on the number of documents that need to be reviewed and verified prior to finalizing the list of accepted deliverables The outputs are clear and extremely important, because if there is confusion, incomplete results, or poor documentation, you are wide open for scrutiny The primary output is accepted deliverables The best approach for this is to be organized and keep copious records
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PMP Certification: A Beginner s Guide
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Inputs
Project management plan Requirements documentation Requirements traceability matrix Validated deliverables
Tools and Techniques
Inspection
Outputs
Accepted deliverables Change requests Project document updates
Table 5-5
Inputs, Tools and Techniques, and Outputs for the Verify Scope Process
on the status and acceptance of each of the deliverables and phase signoffs throughout the project This is something you should do throughout the project life cycle, not just at the end of the project
The PMP exam focuses more on situations rather than definitions and may describe a situation that relates to scope verification without actually using the term With this in mind, it is a good idea to be familiar with alternative phrases that potentially describe scope verification for example, conducting inspections, reviews, and audits; determining whether results or work products are completed according to (or conforming to) approved requirements; and gaining formal signoff
It is also important to note that scope verification is a close cousin to quality control The only real difference is that quality control tends to be more product specific, whereas scope verification is at the overall project scope level There is a huge risk in not being able to successfully close the project if the Verify Scope process is not formally accepted not to mention that you will likely miss the target unless you are clear on the scope and deliverables of the project (don t wait until near the end of the project and find out you missed the target)
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