Define Scope Process: How To Finalize The Project Scope?

Define Scope Process is the 3rd process of the Scope Management knowledge area after Plan Scope Management Process and Collect Requirements Process. As described in PMI certification training, the PMP Scope Management defines what work is required and also makes sure that all of this work and only this work is done. The scope of a project outlines what will be delivered throughout the project. The Define Scope Process holds a major role in the Scope Management because during this process the project scope is finalized.

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Now let’s have a detailed look at the Define Scope Process.

What is the Purpose?

According to the PMP exam training, the primary concern of the Define Scope process is determining what is and is not included in the project and its deliverables. The main purpose of this process is drawing the boundaries of the project, outlining the work that will be delivered throughout the project and defining the major deliverables of the project. Briefly, Define Scope process finalizes the project scope.

What Are the 3 Main Documents?

Define Scope process uses three main documents to define project scope and product scope. Let’s review these three main documents one by one.

First of these documents are the requirements documents created in the collect requirements process. Requirements of a project, shape the foundations of the project scope. In other words, requirements come together and after evaluations, final requirements are used to finalize the scope of the project.

The second main document is the project charter. Project Charter outlines the high-level project scope, high-level risks, already assigned resources etc. Therefore, using project charter will help to define the scope in a project as well.

The third and the last main document is any information about risks, assumptions, and constraints. Risks assumptions or risks directly affect the outcomes of a project.

For instance, if you are working in a high possible earthquake zone in a construction project, you need to consider the risk of earthquakes and how they will affect your project. Maybe you need to use extra material that will increase your costs but make your building more resistible for earthquakes. Similarly, assumptions and project constraints will affect the project scope as well. If there is a limited budget to complete a project, and if the scope is very broad that will make impossible to complete the project with the available budget, this must be highlighted during the planning process. Either scope must be reduced or additional budget must be planned.

What Analysis Should Be Done in the Define Scope Process?

During Define Scope process, product analysis is done to produce a detailed scope in the end. During product analysis, objectives and description of the product stated by the customer or sponsor are analyzed. After analysis, it is expected to reach tangible project deliverables. Because customer requirements or expectations are just explanations or statements. After evaluation, these must be addressed with project deliverables and once these are produced in the project, customer acceptance must be acquired respectively.