11/3/23, 12:36 AM Project Scope Statement: A Guide with Example & Template |

Project Scope Statement: A Guide with Example & Template

Fahad Usmani, PMP May 21, 2023

The project scope statement is one of the most important project documents. You must understand it if you are in project management.
This statement is a part of the scope baseline. Work Breakdown Structure (WBS) and WBS Dictionary are other components of the scope
baseline.

I will explain the project scope statement in detail in today’s blog post.

Let’s get started.

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Project Scope Statement

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Project Scope Statement: A Guide with Example & Template

Definition: The PMBOK Guide states, “The project scope statement describes the project scope, major deliverables, assumptions, and
constraints.”

This document provides details of the project, the product scope, and the project deliverable. It gives a detailed description of the tasks
to be executed, assumptions, constraints, milestones, and more. The project scope statement helps stakeholders have a common
understanding of the project and its deliverable.

It contains the project inclusion and excursion that sets the project stakeholders’ expectations, so you face fewer hurdles in completing
the project.

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The project scope statement is the basis of your planning. It helps you review change requests; you will know what is included in the
scope and what is not. If the request is outside the project boundary, you may raise additional requirements or changes in baselines.

Developing a project scope statement involves determining the relevant facts, gathering documentation, and gaining agreement.

The project scope statement provides a detailed summary of some project charter elements.

Importance of Project Scope Statement

It helps the stakeholders understand the project and product scope.
It reduces the chances of scope creep at later stages.
It helps the project manager develop the project plan effortlessly.
Assists in developing project baselines.

The project scope statement lessens uncertainty by restricting the scope and giving all stakeholders clear project insight.

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What is Included in the Project Scope Statement?

The project scope statement helps visualize the complete project and its deliverable. It includes the following:

1. Product Scope Description: A detailed description of the product to be produced.

2. Product Acceptance Criteria: These are the criteria by which the consumers will readily accept the product as it satisfies their
expectations.
3. Project Deliverables: These are the project output, including elements like software or documents.
4. Project Exclusions: These elements are outside of the project’s boundaries.
5. Project Constraints: These include resource, organizational, political, technological, and any other constraints that affect
performance.
6. Project Assumptions: These are conditions accepted to be true for your project to function smoothly—for example, the availability
of employees when required.
7. Milestones: Significant stages in a project’s timeline where crucial events occur.
8. Agreement: This shows stakeholders’ sign-off at the end of the statement, indicating their support.

How to Develop a Project Scope Statement

The following pointers will help you develop the project scope statement.

Identify Requirements
You should identify the various elements of a requirement that are essential in developing a project scope statement.

You can collect stakeholder, user, and project sponsor‘s requirements through questionnaires, workshops, interviews, or observation
methods. Then, translate the complex requirements into simplified deliverables.
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The requirements include business requirements, stakeholder requirements, solution requirements, project requirements, transition
requirements, and assumptions. These allow you to meet desires and expectations.

Define Products
You should document and detail the product requirements using a Requirements Traceability Matrix (RTM). This can also assist in tracking
the status and revisions of products during development.

Define Major Deliverables

The project scope statement should summarize the deliverables that give stakeholders an overview of final product expectations.

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Define Milestones
Detail all project milestones so stakeholders can see the progress and know when the project will be completed.

Acceptance Criteria
The product must meet the client’s requirements. If these conditions are not met, the client will reject the product.

Project Exclusion
Sometimes it is necessary to exclude some elements so stakeholders understand explicitly. In later stages, this helps avoid scope creep.

Characteristics of a Robust Project Scope Statement

Detailed but Simple
The project scope statement must provide a detailed overview so stakeholders can go through it quickly. Avoid complex jargon that can
be confusing.
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Specificity
The project scope statement should answer particular questions about the execution of tasks, allowing stakeholders to estimate the
potential for success.

Example of Project Scope Statement

Product Scope Statement for Developing a Low-Cost Electric Car

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Pros & Cons of Project Scope Statement

Pros
A well-written scope statement helps avoid scope creep. This occurs due to misunderstanding or miscommunication with
stakeholders.
A project scope statement makes you aware of the risks and constraints.
It is a good communication tool.

Cons
A project scope statement takes time and resources to create, which might be counterproductive for small projects or businesses.
A detailed scope statement is not useful for agile projects.

Project Charter Vs Project Scope Statement

You may have noticed that the project scope statement element can also be seen in the project charter, and you might be wondering
about the difference between the two.

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Note that though the project charter contains elements of the scope statement, these two documents have different detail levels.

The project charter has high-level details, and it does not change often. On the other hand, the scope statement has all possible details of
scope elements; it is usually updated when required through the project life cycle.

Also, the project charter can have the following:

Business case
Project objective
High-level project description
Key deliverables
Key milestones
Project budget
Project duration
Name of key stakeholders
Project success criteria
High-level project requirements
Key risks
Acceptance criteria
Name of the client
Exit criteria
Name of the project manager
Key assumptions and constraints

And the scope statement focuses on the following elements in detail:

Detailed scope description

Acceptance criteria
Project exclusions
Project deliverables

Project Scope Statement Vs Scope of Work

The Project Scope Statement and the Scope of Work help define the project scope. Although these terms are sometimes used
interchangeably, they serve distinct purposes and have different focuses.

The differences between these two project management documents are as follows:

Project Scope Statement

The Project Scope Statement outlines the project’s objectives, deliverables, boundaries, and requirements. The Project Scope Statement
includes:

Project Objectives: Describes the goals and outcomes the project aims to achieve.
Project Deliverables: Identifies the tangible or intangible products or results that will be produced.
Project Boundaries: Defines the project’s limits, specifying what is included and excluded.
Project Requirements: Documents the functional and non-functional requirements that must be met for project success.

The Project Scope Statement is a communication tool aligning all stakeholders regarding the project’s scope and objectives. It helps
prevent misunderstandings and avoid scope creep, as it establishes the project scope baseline and acts as a reference throughout the
project lifecycle.

Scope of Work

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The Scope of Work (SOW) focuses on tasks, activities, and deliverables required to complete the project. It details the work to be
performed by the project team.

The Scope of Work includes:

Project Description: Provides an overview of the project and its objectives.

Work Breakdown Structure (WBS): Breaks down the project into smaller, manageable tasks and activities.
Milestones: Identifies key project milestones or checkpoints for monitoring progress.
Resource Allocation: Specifies the resources, including personnel, equipment, and materials required for the project.
Project Timeline: Outlines the schedule or timeline for each task or activity.

The Scope of Work provides a detailed understanding of the project’s execution. It manages expectations, enables resource planning, and
provides a basis for evaluating project performance.

Key Differences

Focus: The Project Scope Statement focuses on the overall project scope, objectives, and requirements, providing a high-level view.
The Scope of Work focuses on the tasks, activities, and resources required to complete the project.
Level of Detail: The Project Scope Statement provides a broad overview and does not delve into specific activities or resources. In
contrast, the Scope of Work provides detailed information about the project execution, including tasks, resources, and timelines.
Communication Vs Execution: The Project Scope Statement is a communication tool to align stakeholders and prevent
misunderstandings. The Scope of Work, however, is a more execution-focused document that guides the project team’s day-to-day
activities.

Project Scope Statement Vs Scope Management Plan

Scope Management Plan
The Scope Management Plan is a subsidiary document of the project management plan, specifically focusing on managing and
controlling the project’s scope. It outlines the approach and processes that will define, validate, and control the project scope.

The Scope Management Plan includes the following elements:

Scope Definition: Describes the methodology for defining the project’s scope, including the techniques and tools used.
Scope Verification: Outlines the process for validating and gaining stakeholders’ acceptance of the project scope.
Scope Change Control: Establishes the procedures and responsibilities for managing scope changes, including the change request
process, impact assessment, and approval mechanisms.
Scope Reporting: Defines how scope-related information will be documented, communicated, and reported throughout the project.

The Scope Management Plan guides the project team on effectively managing and controlling the project’s scope. It ensures that
changes to the scope are properly evaluated, managed, and communicated to minimize risks and maintain project alignment.

Key Differences

1. Content: The Scope Statement focuses on defining the project’s scope, objectives, deliverables, and requirements, while the Scope
Management Plan concentrates on the processes, procedures, and methodologies for managing and controlling the project’s scope.

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2. Level of Detail: The Scope Statement provides a high-level overview of the project’s scope and objectives, while the Scope
Management Plan delves into the specific procedures, techniques, and tools that will manage scope-related activities.
3. Purpose: The Scope Statement serves as a communication tool to ensure stakeholders have a common understanding of the
project’s scope, while the Scope Management Plan guides the project team on managing and controlling the scope throughout the
project lifecycle effectively.

Summary
A project scope statement is an essential document and part of the scope baseline. It defines the product and includes the total work
required to build it.

This document is a good communication tool. Any change in the product or project must be reflected here. Ensure that it has all details
to avoid conflict in the later stages of the project.

How is a scope statement helpful in your project? Please share with us through the comments section.

Fahad Usmani, PMP

I am Mohammad Fahad Usmani, B.E. PMP, PMI-RMP. I have been blogging on project management topics since
2011. To date, thousands of professionals have passed the PMP exam using my resources.

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2 Comments

Anita Akinmade says:

September 13, 2023 at 2:54 AM

Excellent delivery. Thank you!

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Jonathan Dziwani says:

November 3, 2022 at 9:22 PM

This is very helpful… Thank YOU

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