What is a scoping document?
The scope of a project is defined by its full range of objectives. Alternatively labeled a “scope of work” (SOW), a project scoping document outlines all the significant boundaries of a project so both team members and customers understand what it does and doesn’t entail. Additionally, a scoping document for a project provides an accessible point of reference for any disagreement between stakeholders about the project’s deliverables, budget and other conditions.
A loosely defined project scope can lead to missed objectives, exceeded budgets and delayed project completion overall. To prevent these mishaps, scoping documents are presented to and agreed upon by all parties at the start of a project, and they are typically available for review throughout the project.
What is a scope statement?
The scope statement is a written description of the expected scope, deliverables, sponsor justifications, exclusions, constraints and chosen assumptions at the start of the project. Generally, a scope statement should contain a number of key elements related to the project’s desired outcome:
- Project overview: A top-level outline of the project’s overall aims.
- Project justification: Also known as the “business case,” the project justification explains the need for the project and how it’s a viable solution.
- Project deliverables: A list of the deliverables needed to satisfy business, client or multiparty objectives. The specifications of each deliverable are included in this section. Marketing materials are a common example.
- Project exclusions: Because there are usually some unknowns at the start of a project, listing project exclusions clarifies what isn’t included in the completion requirements, which helps limit incorrect assumptions.
- Project constraints: Most projects involve managing competing time, budget and scope constraints. All constraints should be clear to stakeholders to simplify the process of building out solutions as the project progresses.
- Assumptions: This is a list of all the assumptions made when team members defined the project’s scope. This may include the impact if core assumptions turn out to be inaccurate.
Scoping documents may differ among industries, project types and management methodologies. Some industries may have additional elements not listed, while others may require fewer elements. Elements may also be combined or referred to by different names.
Related: How to Create a Performance Improvement Plan
Project scoping example
Project managers are responsible for coordinating all parties while drafting scoping documents. However, they often face challenges when managing changing business expectations. The following example document highlights basic elements that can help prevent a project from going in unwanted directions.
| Project Name | ABC Project |
| Sponsor | 123 sponsor |
| Project Manager | John Smith |
| Date of Approval | 08 Jan 2022 |
| Last Revision Date | 08 Jan 2022 |
| Scope Description |
In-scope criteria:
Out-of-scope criteria/exclusions:
|
| Project Deliverables |
|
| Acceptance Criteria | The project will be accepted when Project Manager JS and the sales team sign off on all deliverables. The project will also be considered a success based on the marketing team’s performance review of KPIs. |
| Constraints | The sales team currently has other projects underway, limiting their resources for this project. The marketing team is seeking additional junior team members. |
| Assumptions | A mixed team of sales and marketing professionals will be available over the Q1 period. Production of the ABC series will continue at the planned rate. |
Best practices for drafting a scoping document
A well-crafted scoping document is an integral part of project management. Follow these best practices to ensure your document meets the needs of all stakeholders involved with a new project:
- Define requirements: Make sure the overall project requirements are clear to all parties. Ensure the product, service or outcome sought can be accomplished under the given constraints.
- Be specific: Clearly define the project’s terms and conditions. Make sure all parameters are predetermined, including what falls outside the scope of the project, and clearly note expected deliverables. Avoid excessive jargon to ensure all parties understand any finer points listed in your document.
- Set a schedule: Determine a schedule for work and specific project deliverables. If the project is long-term, set multiple milestones and check in with stakeholders at regular intervals, assessing progress and updating terms as needed.
- Document the work: Keep track of the work your team does on a daily or weekly basis. Be prepared to share the specifics of day-to-day work on the project with stakeholders, and keep clear records of any delays or unexpected challenges.
- Identify risks and uncertainties: Account for foreseeable risks in a transparent manner. Be decisive about who is responsible for accepting specific risks, transferring them to a third party or coming up with risk mitigation strategies.
- Clarify changes: Determine a procedure for making changes to the scope of work before beginning the project. Include contingency plans in the event of unforeseen circumstances that require changes to the budget, resources, methods or other previous agreements about the project.
Read more: How to Grow Your Business
Frequently asked questions about scoping documents
What if a project’s scope is hard to define?
The purpose of including a scope statement in your scoping document is to lay out essential expectations, reduce or eliminate foreseeable issues between parties and create a key point to renegotiate terms once the project is underway. Even if some of the finer details are unclear, starting with strong core expectations is better than none at all. Skipping this process may lead to one party feeling they were misled if they’re unsatisfied with the result upon project completion.
What is scope creep?
Scope creep is when an unexpected or unwanted event extends your project’s original scope. This can be difficult to deal with given the constraints on time, budget and other resources allocated to project completion. Most projects undergo changes to their scope, but scope creep is generally used to refer to those without former approval or assessment. These changes can come from clients, users, internal team members, external partners and even the project manager.
How can a project manager adjust the scope of a project?
Project managers can create a dedicated change management procedure. This typically involves group meetings and final approval of any requested changes by the manager or an executive. Changes such as rescheduling, revised cost estimates and updated risk reports are documented in a decision log and made accessible to the entire team.
How long should a scoping document be?
The length of a scoping statement will depend on the included elements and complexity of the project. Some scoping statements are as short as one page, while others are multipage documents with several sections. Work with your client to create a scoping statement that is mutually acceptable.
