Project Scope Lesson 1

PROJECT SCOPE OFAD 121  Scope Creep Importance of Defining a PROJECT Project's Scope SCOPE How to Define the Scope Project Deliverable Project Objectives Definition of Terms: Project Scope is the part of project planning tha...

PROJECT SCOPE OFAD 121  Scope Creep Importance of Defining a PROJECT Project's Scope SCOPE How to Define the Scope Project Deliverable Project Objectives Definition of Terms: Project Scope is the part of project planning that involves determining and documenting a list of specific project goals, deliverables, tasks, costs and deadlines Project Deliverables are the output you expect to have at the end of your project. Project Objectives are what you plan to achieve by the end of your project. Definition of Terms: Project Stakeholders are the people who can impact or be impacted by the project you’re working on. Scope Creep is what happens when project deliverables exceed the project scope. Project Plan sometimes called a work plan—is a blueprint of the goals, objectives, and tasks your team needs to accomplish for a specific project.  Project Scope Project scope is the part of project planning that involves determining and documenting a list of specific project goals, deliverables, tasks, costs and dea dlines. It explains the boundaries of the project, establishes responsibilities for each team member and sets up procedures for how completed work will be verified and approved. Scope creep is a situation in which one or more parts of a project end up requiring more work, time or effort because of poor planning What is a Project Scope Statement? The project scope statement is a detailed written outline of the project, including timeline, budget, assigned tasks, project stakeholders, and workflow strategies. With a well-defined project plan and project scope statement, it’s easier for project managers to oversee each step in the delivery of a project. The scope statement keeps contributors on task, within budget, and on track to meet deadlines. What is Scope Creep? Scope creep is the outline of requirements and deliverables in a project and it is what happens when project deliverables exceed the project scope. When your project suffers from scope creep, you end up working on tasks you didn’t expect at the beginning of the project. This can lead to project delays, overwork, or low-quality deliverables. EXAMPLE: Imagine you’re working on a product launch, but you haven’t drafted a project scope statement. Halfway through the project, a stakeholder adds a press release to the project’s deliverables. A few days later, a different stakeholder adds a blog post about the new product. This added work that your project team was not expecting or prepared for could cause unnecessary stress or even delays to your project’s original deliverables.  What causes scope creep? Unclear Unrealistic No Project Poor Project Project Scope Communication Objectives Objective Too Many Ineffective Last Minute Stakeholders Change Control Customer Process Feedback The Benefits of Preventing Scope Creep Ensure all stakeholders have a clear understanding 01 of the boundaries of the project Manage stakeholder expectations and 02 get buy-in 03 Reduce project risk 04 Budget and resource plan appropriately 05 Align your project to its main objectives 06 Prevent scope creep 07 Establish a process for change requests  The Importance of Defining a Project's Scope It articulates what the project entails so that all stakeholders can understand what's involved; It provides a roadmap that managers can use to assign tasks, schedule work and budget appropriately; helps focus team It helps focus team members on common objectives; and  The Importance of Defining a Project's Scope It prevents projects, particularly complex ones, from expanding beyond the established vision. It provides a roadmap. Any team member can refer back to the project scope at any point during the project for alignment and a clear view of project goals. It manages stakeholder expectations. Stakeholders may have different priorities for the project. The project scope sets the parameters, ensuring everyone is aware of the specific intentions and goals.  The Importance of Defining a Project's Scope It makes budgeting and scheduling easier. Clearly defining deadlines and constraints in the project scope before beginning helps you plan resources. It prevents scope creep. Setting the boundaries of your project in the project scope helps alleviate issues that may shift the focus of your project away from the plan. HOW TO DEFINE THE SCOPE OF A PROJECT  Introduction This defines the what and why of a project. An example would be "This content creation and marketing project is being undertaken by the company RealContent Inc. to distribute articles on its blog and social media sites to raise brand awareness and increase traffic to the website."  Project Scope This defines the project requirements. It sets the general goals for the project schedule and tasks and identifies who will be involved. In the content creation example, it mightstate: "The project will include research, writing, content strategy and search engine optimization, and publishing on the company's website and social media profiles, in March of 2021. John Smith, RealContent content director, will oversee these tasks. Staff and contract writers will create the deliverables."  Deliverables The deliverables section defines what will be provided at the end of the project and specifies a submission date. In our example, "Deliverables for the project will include a well-researched, 2,000- word article to be delivered no later than Feb. 28, 2021. Ten related and linkable articles, expanding on points in the main article will be delivered on that same deadline."  Acceptance Criteria This describes the project objectives and the metrics that will be used to assess success. For example, "The main article will gain 3,000 cumulative pageviews within six months of publication and generate two new leads."  Exclusions This describes what will not be included in the project. For example, "The project will not need the creation of multimedia to go with the articles."  Constraints This lists hard limits of the project and things that cannot be changed. Project constraints may pertain to the project schedule, project budget or technical issues. For example, "The project has a hard submission date of Feb.28, 2021, and a firm budget of $5,000 dollars." Share your project scope statement with the team Your stakeholders have seen and signed off on your project scope—the next step is to share it with your project team. Make sure your team has a one-stop shop to access all of your work, like a work management tool.  Refer back to your project scope statement during the project It’s helpful to reference your project scope document frequently to make sure you’re on track and not at risk of scope creep. If anyone introduces new elements to the project that haven’t gone through your change control process, refer them to the project scope statement and encourage them to submit their idea as a request or fast-follow.  What is a Project Deliverable? Project deliverables are the output you expect to have at the end of your project. Deliverables can be anything—a new product, marketing campaign, feature update, a sales deck, a decrease in churn, or an increase in NPS score, just to name a few.  The Two Types Of Project Deliverables External Deliverable Internal Deliverable This is probably what you think An internal deliverable, as the of when you hear “project name suggests, is something that deliverable.” External deliverables benefits your company but may not are anything you’re producing for directly impact your customers. clients, like a product or new This includes things like a company feature, a social media or training course or a quarterly marketing campaign, or a sales budget report. If your project’s end- deck. External deliverables will help user is your company, then you’re you win or maintain your customer probably working on an internal base. deliverable.  Project Deliverable Examples Marketing campaign plan ·Type of deliverable: External deliverable ·Example external deliverable: One 60-second live-action video, formatted for YouTube. Sales Plan ·Type of deliverable: Internal deliverable ·Example internal deliverable: Robust sales and operations planning detailing inbound and outbound sales strategy, revenue targets, target customers, and sales tooling for FY22.  Project Deliverable Examples Usability testing plan ·Type of deliverable: External deliverable ·Example external deliverable: Complete usability testing session with at least 20 participants on August 4th. Product marketing launch ·Type of deliverable: External deliverable ·Example external deliverable: Promotion of new product features via social, web, and PR. Company event planning ·Type of deliverable: Internal deliverable ·Example internal deliverable: Virtual company holiday party on December 18th.  PROJECT OBJECTIVES Project objectives are what you plan to achieve by the end of your project. This might include deliverables and assets, or more intangible objectives like increasing productivity or motivation. Your project objectives should be attainable, time- bound, specific goals you can measure at the end of your project.  BENEFITS OF PROJECT OBJECTIVES A clear project objective helps you know where you’re going with your project. Without a project objective, you don’t have an easy way to know if your project succeeded or failed—nor can you plan improvements for the next project you work on. 5 Tips to Write Great Project Objectives 1. Set your project objectives at the beginning of your project 2. Involve your project team in the goal-setting process Provide information about a company's revenue, 3. Create brief, but clear, expenses, profitability, and debt. project objective statements Giving insight about performance, 4. Make sure your objectives are things you can control operations, and cash flow Check in on your project objectives during the project’s lifecycle  Examples of Good and Bad Project Objectives Example 1: Business project objective Bad: Launch new home page. Good: Create net-new home page assets and copy, focusing on four customer stories and use cases. Launch refreshed, customer-centric home page by the end of Q2.  Examples of Good and Bad Project Objectives Example 2: Nonprofit project objective Bad: Increase sustainability in our production process by 5% Good: Reduce operational waste by 5% and increase use of recycled products by 20% in the next 12 weeks.  Examples of Good and Bad Project Objectives Example 3: Personal project objective Bad: Improve performance reviews Good: Get at least a 4/5 on both the March and September performance reviews in 2021.  REFERENCES: https://www.techtarget.com/searchcio/definition/project-scope#:~:text=Project %20scope%20is%20defined%20in,on%20track%20and%20within%20scope. https://business.adobe.com/blog/basics/project-scope-definition-best-practices- examples-and-more https://asana.com/resources/project-scope  Contact Us 09663075628 [email protected] Pangil,Amadeo, Cavite Thank You!