Scope Statement Sample

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Scope Statement Development Instructions


Sample Company

The scope statement is an agreement among the project team, the project sponsor andkey stakeholders. It represents a common understanding of the project for the purposeof facilitating communication among the stakeholders and for setting authorities andlimits for the project manager and team. The scope statement includes relating the

project to business objectives, and defining the boundaries of the project in multipledimensions including approach, deliverables, milestones, and budget.

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Table of Contents

A. Executive Summary..........................................................................................................................................3

B. Business Objectives.........................................................................................................................................3

C. Project Description.........................................................................................................................................4

D. Project Approach ...........................................................................................................................................8

E. 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 abasis for this tet.

B. Business Objectives

1. Business ee!"Opportunity"ObjectivesThe business need/opportunity should be stated in business terms and should provide anunderstanding 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 etent to #hich the need/opportunity #ould be addressed if anappropriate alternative #ere implemented

The conse&uences for the 'tate and its customers if the need or opportunity is notaddressed.

(nderstanding the magnitude of the need or opportunity, the Program #ill be better able toestimate reasonable amounts of resources to epend in responding to it, and the etent to#hich a response #ill resolve it.

% statement of the business vision helps ensure traceability in the project. Business goalsand objectives are linked back to the vision, and each project objective is also linked to thebusiness vision. Business objectives can be stated as business measures, such asincreasing 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 supportsthe business objectives. Include such things as!

'olution description.

Benefits of doing the project. Benefits should link back to the business need oropportunity.

The criteria by #hich the project #ill be deemed successful by key stakeholders.

-amples!

Implementation of this ne# service #ill reduce operational epenses by )**,*** peryear.

This project #ill be successful if delivered #ithin *+ of the approved budget.



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'. Deliverableseliverables are tangible products or things that the project #ill produce, stated at a highlevel. They describe #hat the business clients #ill get #hen the project is done. It is

important to also state eclusions, 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 ecluded!

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 Criteriaescribe #hat #ill be created in terms of deliverables 2and their characteristics3 and/or #hatconstitutes a successful phase completion.

'. )is* Assessmentescribe the top t#o or three projects risk and a high4level mitigation plan. This briefassessment #ill be epanded in the formal 0isk 1anagement Plan, completed as part of theProject Plan.

+. Constraints%ll projects have constraints, and these need to be defined from the outset. Projects haveresource limits in terms of people, money, time, and e&uipment.



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,. Depen!ency -in*aesIn some cases, one project may be dependent upon another project5s deliverables6 thislinkage needs to be identified and its progress monitored. In other cases, a project may bedependent upon information from several agencies6 the tasks and activities of the

information gathering process need to monitored

/. Impacts7rgani$ational change management, retraining, increases/decreases in operating budgetsare eample impacts.

0. easures of $roject SuccessThis 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 ormight state #hat a 8user friendly9 system is

2. AssumptionsProject assumptions need to be defined before project activities take place so that time isnot spent on a project that has no basis for funding. :or eample, support and attention #illbe provided by the Business 'ponsor and the 'teering Committee6 resources #ill beavailable to ade&uately staff the project, etc..

3. Critical Success 4actorsescribe those factors that #ill ensure the success or failure of the project. :or eample,the 7rgani$ation Change 1anagement Plan #ill be accepted, the system infrastructureenvironment #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'

$roject SponsorProvi$es e(ecutive team approval an$ sponsors"ip for t"epro&ect. )as %u$get o#ners"ip for t"e pro&ect an$ is t"e ma&orsta*e"ol$er an$ recipient for t"e pro&ect $elivera%les.

$roject O7ner Provi$es policy $efinition to t"e Pro&ect team. +esolves allpolicy issues #it" t"e appropriate policy o#ners in or$er toprovi$e a clear, $ecisive $efinition. -a*es final $ecisions an$resolves conflicts or issues regar$ing pro&ect e(pectationsacross organiational an$ functional areas. !"e pro&ect o#ner

an$ t"e pro&ect manager "ave a $irect lin* for allcommunication. !"e pro&ect manager #ill #or* $irectly #it"t"e pro&ect o#ner on all policy clarification.

$roject anaer Provi$es overall management to t"e pro&ect. ccounta%le foresta%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. llpro&ect team mem%ers report to t"e pro&ect manager. )an$lesall pro&ect a$ministrative $uties, interfaces to pro&ect sponsorsan$ o#ners an$ "as overall accounta%ility for t"e pro&ect.

SteerinCommittee

Provi$e assistance in resolving issues t"at arise %eyon$ t"epro&ect managers &uris$iction. -onitor pro&ect progress an$provi$e necessary tools an$ support #"en milestones are in

&eopar$y.

Sta*e6ol!er ey provi$er of reuirements an$ recipient of pro&ect$elivera%le an$ associate$ %enefits. Delivera%le #ill $irectlyen"ance t"e sta*e"ol$ers %usiness processes an$environment. -a&ority of sta*e"ol$ers for t"is pro&ect #ill %eagency "ea$s, CIs an$ pro&ect managementrepresentatives.

Team ember or*ing pro&ect team mem%er #"o analyes, $esigns an$ultimately improves or replaces t"e %usiness processes. !"isinclu$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 toi$entify appropriate opportunities, c"allenging t"e ol$ rules oft"e %usiness an$ stimulating creating t"in*ing, an$ i$entifyingorganiational impact areas.



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Sta*e6ol!ers

Identify stakeholders by role.

ame )ole

Pro&ect SponsorPro&ect #ner

Pro&ect -anagerSteering Committee -em%er

Steering Committee -em%er

Steering Committee -em%erTeam 1ember



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D. $roject Approac6

$lanne! Approac6escribe ho# the project #ill be implemented. :or eample, discuss phasing, outsourcing

plans, or the hiring of temporary resources, creation of various testing environments, etc..

E. $roject Estimates

1. Estimate! Sc6e!ule

ey Pro&ect milestones relative to pro&ect start are as follo#s'

$roject ilestones Taret Date

Pro&ect Start --/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 thedeliverables and the approach. 0esource assumptions are stated here as #ell.

!"e follo#ing personnel resources are reuire$ to complete t"is pro&ect'

$ersonnel )esource Types :uantity

Total $ersonnel )esources

Identify any resource assumptions.

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'. Estimate! Cost

Expense OriinalBu!et

CurrentBu!et

Spent toDate

Est. toComplete

Current4orecast

;ariance

-abor

Internal

8(ternal


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4. $roject Controls

Typical project controls are 'teering Committee 1eetings, 1onthly 'tatus 0eports, 0isk1anagement assessment and mitigation planning and monitoring, Issue 1anagement, Change1anagement, and Communication 1anagement.

1. Steerin Committee eetins

#. ont6ly Status )eports

'. )is* anaement-ample!

-nsure the project risks and associated mitigation actions are monitored and controlled inaccordance #ith the 0isk 1anagement Plan

+. Issue anaement-ample!

Project4related issues #ill be tracked, prioriti$ed, assigned, resolved, and communicated inaccordance #ith the Project 1anagement Procedures!

Issue descriptions, o#ners, resolution and status #ill be maintained on an issues databasein a standard format.

Issues #ill be addressed #ith the Project 7#ner and communicated in the project statusreport.

,. C6ane anaement

-ample!

The change control procedures to be follo#ed #ill be consistent #ith Project 1anagementProcedures and consist of the follo#ing processes!

% Change Control database #ill be established by the project manager to track all changesassociated #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 bereflected in updates to the project plan.

The Change Control database #ill be updated to reflect current status of Change 0e&uests.

/. Communication anaement-ample! The follo#ing strategies have been established to promote effectivecommunication #ithin and about this project!



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The Project 1anager presents the project status to the Project 7#ner on a #eekly basis6ho#ever, ad hoc meetings #ill be established at the project manager5s discretion as issuesor change control items arise. The project manager provides a #ritten status report to theProject 7#ner on a monthly basis and distributes the project team meeting minutes. TheProject 7#ner #ill be notified via email on all urgent issues. Issue notification #ill includetime 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 anddetermine current #ork priorities. 1inutes #ill be produced from all meetings.

The project manager #ill provide the project sponsors #ith project team minutes andsteering committee status reports.

% project collaborate #eb site #ill be established on the Internet to provide access to theproject 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 #ner

!"e Pro&ect Sponsor

$roject C6anes 7ill be approve! by(

!"e Pro&ect #ner

$roject !eliverables 7ill be approve!"accepte! by(

!"e Pro&ect #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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Documents

Scope Statement Sample