Scope Statement Development Instructions

Scope Statement Development Instructions

Sample Company

The scope statement is 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 and for setting authorities and limits for the project manager and team. 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.

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Scope Statement Development Instructions

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Sample Company

Scope Statement Development Instructions

Table of Contents
A. B. C. D. E. . $. '. Executive Summary..........................................................................................................................................3 Business Objectives.........................................................................................................................................3 Project Description.........................................................................................................................................4 Project Approach ...........................................................................................................................................8 Project Estimates.............................................................................................................................................8 Project Contro!s............................................................................................................................................."# Authori%ations..............................................................................................................................................."& Scope Statement Approva! orm(Si)natures................................................................................................."3

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A. Executive Summary
Provide a brief summary of the project using the Project Charter and/or Business Case as a basis for this te t.

B. Business Objectives
1. Business ee!"Opportunity"Objectives The business need/opportunity should be stated in business terms and should provide an understanding of!

"hat created the need, or ho# the opportunity #as recogni$ed The magnitude of the need/opportunity Contributing factors, such as #orkload increases or staff reductions, and fiscal constraints %n understanding of the e tent to #hich the need/opportunity #ould be addressed if an appropriate alternative #ere implemented The conse&uences for the 'tate and its customers if the need or opportunity is not addressed.

(nderstanding the magnitude of the need or opportunity, the Program #ill be better able to estimate reasonable amounts of resources to e pend in responding to it, and the e tent to #hich a response #ill resolve it. % statement of the business vision helps ensure traceability in the project. Business goals and objectives are linked back to the vision, and each project objective is also linked to the business vision. Business objectives can be stated as business measures, such as increasing profits by )*+. #. $ro!uct Description %Solution& ,escribe the proposed solution and state ho# it meets the business goals. Project objectives describe the proposed solution and help define ho# the project supports the business objectives. Include such things as!

'olution description. Benefits of doing the project. Benefits should link back to the business need or opportunity. The criteria by #hich the project #ill be deemed successful by key stakeholders. Implementation of this ne# service #ill reduce operational e penses by .)**,*** per year. This project #ill be successful if delivered #ithin /*+ of the approved budget.

- amples!

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'. Deliverables ,eliverables are tangible products or things that the project #ill produce, stated at a high level. They describe #hat the business clients #ill get #hen the project is done. It is important to also state e clusions, or #hat #ill not be included in the project. ,eliverables #ill be detailed else#here in the project plan. - amples! ,eliverables included!

% ne# service 0ecommendations on ne# automation % feasibility study % ne# voice response system

,eliverables e cluded!

Implementation of the ne# service Implementation of the feasibility study recommendations 1aintenance of the ne# system

C. $roject Description
1. Scope Inclu!es( ,escribe the functionality that is included #ithin the project. Does ot Inclu!e( ,escribe the functionality or elements related to the project that are not included #. Completion Criteria ,escribe #hat #ill be created in terms of deliverables 2and their characteristics3 and/or #hat constitutes a successful phase completion. '. )is* Assessment ,escribe the top t#o or three projects risk and a high4level mitigation plan. This brief assessment #ill be e panded in the formal 0isk 1anagement Plan, completed as part of the Project Plan. +. Constraints %ll projects have constraints, and these need to be defined from the outset. Projects have resource limits in terms of people, money, time, and e&uipment.
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,. Depen!ency -in*a.es In some cases, one project may be dependent upon another project5s deliverables6 this linkage needs to be identified and its progress monitored. In other cases, a project may be dependent upon information from several agencies6 the tasks and activities of the information gathering process need to monitored /. Impacts 7rgani$ational change management, retraining, increases/decreases in operating budgets are e ample impacts. 0. 1easures of $roject Success This section describes the metrics that #ill be used on the project to determine ho# success #ill be measured. 'uch metrics might include ho# to measure customer satisfaction or might state #hat a 8user friendly9 system is 2. Assumptions Project assumptions need to be defined before project activities take place so that time is not spent on a project that has no basis for funding. :or e ample, support and attention #ill be provided by the Business 'ponsor and the 'teering Committee6 resources #ill be available to ade&uately staff the project, etc.. 3. Critical Success 4actors ,escribe those factors that #ill ensure the success or failure of the project. :or e ample, the 7rgani$ation Change 1anagement Plan #ill be accepted, the system infrastructure environment #ill be ade&uate, etc..

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15. )oles an! $roject Sta*e6ol!ers )oles !e follo"ing role #efinitions are $eing applie# to t!e resources assigne# to t!is pro%ect& $roject Sponsor Provi#es e'ecutive team approval an# sponsors!ip for t!e pro%ect. (as $u#get o"ners!ip for t!e pro%ect an# is t!e ma%or sta)e!ol#er an# recipient for t!e pro%ect #elivera$les.

$roject O7ner Provi#es policy #efinition to t!e Pro%ect team. *esolves all policy issues "it! t!e appropriate policy o"ners in or#er to provi#e a clear+ #ecisive #efinition. ,a)es final #ecisions an# resolves conflicts or issues regar#ing pro%ect e'pectations across organi-ational an# functional areas. !e pro%ect o"ner an# t!e pro%ect manager !ave a #irect lin) for all communication. !e pro%ect manager "ill "or) #irectly "it! t!e pro%ect o"ner on all policy clarification. $roject 1ana.er Provi#es overall management to t!e pro%ect. .ccounta$le for esta$lis!ing a Pro%ect C!arter+ #eveloping an# managing t!e "or) plan+ securing appropriate resources an# #elegating t!e "or) an# insuring successful completion of t!e pro%ect. .ll pro%ect team mem$ers report to t!e pro%ect manager. (an#les all pro%ect a#ministrative #uties+ interfaces to pro%ect sponsors an# o"ners an# !as overall accounta$ility for t!e pro%ect. Steerin. Provi#e assistance in resolving issues t!at arise $eyon# t!e Committee pro%ect manager/s %uris#iction. ,onitor pro%ect progress an# provi#e necessary tools an# support "!en milestones are in %eopar#y. Sta*e6ol!er 0ey provi#er of re1uirements an# recipient of pro%ect #elivera$le an# associate# $enefits. Delivera$le "ill #irectly en!ance t!e sta)e!ol#ers/ $usiness processes an# environment. ,a%ority of sta)e!ol#ers for t!is pro%ect "ill $e agency !ea#s+ CI2/s an# pro%ect management representatives. Team 1ember 3or)ing pro%ect team mem$er "!o analy-es+ #esigns an# ultimately improves or replaces t!e $usiness processes. !is inclu#es colla$orating "it! teams to #evelop !ig! level process #esigns an# mo#els+ un#erstan#ing $est practices for $usiness processes an# partnering "it! team mem$ers to i#entify appropriate opportunities+ c!allenging t!e ol# rules of t!e $usiness an# stimulating creating t!in)ing+ an# i#entifying organi-ational impact areas.

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Scope Statement Development Instructions

Sta*e6ol!ers

Identify stakeholders by role.

ame )ole Pro%ect Sponsor Pro%ect 2"ner Pro%ect ,anager Steering Committee ,em$er Steering Committee ,em$er Steering Committee ,em$er Team 1ember

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D. $roject Approac6
$lanne! Approac6 ,escribe ho# the project #ill be implemented. :or e ample, discuss phasing, outsourcing plans, or the hiring of temporary resources, creation of various testing environments, etc..

E. $roject Estimates
1. Estimate! Sc6e!ule 0ey Pro%ect milestones relative to pro%ect start are as follo"s& $roject 1ilestones Pro%ect Start Tar.et Date ,,/DD/66

Pro%ect Completion #. )esource )e8uirements 9 Team an! Support )esources ;ot all resources re&uired are kno#n at the scope statement development stage of a project. Team and support resources may be estimated, ho#ever, based on #hat is kno#n about the deliverables and the approach. 0esource assumptions are stated here as #ell. !e follo"ing personnel resources are re1uire# to complete t!is pro%ect& $ersonnel )esource Types :uantity

Total $ersonnel )esources

Identify any resource assumptions.

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'. Estimate! Cost

Expense -abor Internal 8'ternal <ar!7are Soft7are Ot6er Total Ori.inal Bu!.et Current Bu!.et Spent to Date Est. to Complete Current 4orecast ;ariance

Identify any budget assumptions. +. C6ec*point" 4un!in. Sc6e!ule It is recommended that the project identify project checkpoints or phase revie# hold points based on specific project events. :or e ample, end of business assessment phase, or some 'ystem ,evelopment <ife Cycle phases, are logical checkpoints.

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4. $roject Controls
Typical project controls are 'teering Committee 1eetings, 1onthly 'tatus 0eports, 0isk 1anagement assessment and mitigation planning and monitoring, Issue 1anagement, Change 1anagement, and Communication 1anagement. 1. Steerin. Committee 1eetin.s #. 1ont6ly Status )eports '. )is* 1ana.ement - ample! -nsure the project risks and associated mitigation actions are monitored and controlled in accordance #ith the 0isk 1anagement Plan +. Issue 1ana.ement - ample! Project4related issues #ill be tracked, prioriti$ed, assigned, resolved, and communicated in accordance #ith the Project 1anagement Procedures! Issue descriptions, o#ners, resolution and status #ill be maintained on an issues database in a standard format. Issues #ill be addressed #ith the Project 7#ner and communicated in the project status report. ,. C6an.e 1ana.ement - ample! The change control procedures to be follo#ed #ill be consistent #ith Project 1anagement Procedures and consist of the follo#ing processes! % Change Control database #ill be established by the project manager to track all changes associated #ith the project effort. %ll Change 0e&uests #ill be assessed to determine possible alternatives and costs. Change 0e&uests #ill be revie#ed and approved by the project o#ner. The effects of approved Change 0e&uests on the scope and schedule of the project #ill be reflected in updates to the project plan. The Change Control database #ill be updated to reflect current status of Change 0e&uests. /. Communication 1ana.ement - ample! The follo#ing strategies have been established to promote effective communication #ithin and about this project!

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Sample Company

Scope Statement Development Instructions

The Project 1anager presents the project status to the Project 7#ner on a #eekly basis6 ho#ever, ad hoc meetings #ill be established at the project manager5s discretion as issues or change control items arise. The project manager provides a #ritten status report to the Project 7#ner on a monthly basis and distributes the project team meeting minutes. The Project 7#ner #ill be notified via email on all urgent issues. Issue notification #ill include time constraints, and impacts, #hich #ill identify the urgency of the re&uest for service. The project team #ill have #eekly update/status meetings to revie# completed tasks and determine current #ork priorities. 1inutes #ill be produced from all meetings. The project manager #ill provide the project sponsors #ith project team minutes and steering committee status reports. % project collaborate #eb site #ill be established on the Internet to provide access to the project documentation by geographically dispersed project members.

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=. Aut6ori>ations
This section sets out #ho has authority to approve scope statement, authori$e project changes, approve and accept project deliverables. T6e Scope Statement 7ill be approve! by( !e Pro%ect ,anager !e Pro%ect 2"ner !e Pro%ect Sponsor $roject C6an.es 7ill be approve! by( !e Pro%ect 2"ner $roject !eliverables 7ill be approve!"accepte! by( !e Pro%ect 2"ner !e Pro%ect Sponsor !e )ey Sta)e!ol#ers Specific tas) responsi$ilities of pro%ect resources "ill $e #efine# in t!e Pro%ect/"or) Plan.

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<. Scope Statement Approval 4orm"Si.natures

Scope Statement Approval 4orm $roject ame(

$roject 1ana.er( !e purpose of t!is #ocument is to provi#e a ve!icle for #ocumenting t!e initial planning efforts for t!e pro%ect. It is use# to reac! a satisfactory level of mutual agreement $et"een t!e pro%ect manager an# t!e pro%ect sponsors on t!e o$%ectives an# scope of t!e pro%ect $efore significant resources are committe# an# e'penses incurre#. I !ave revie"e# t!e information containe# in t!is Scope Statement an# agree. ame Si.nature Date

The signatures of the people above relay an understanding in the purpose and content of this document by those signing it. By signing this document you agree to this as the formal Project 'cope 'tatement.

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