Scope Statement Development Instructions

Scope Statement Development Instructions

Office of Enterprise Technology

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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Table of Contents
A. Executive Summary .........................................................................................................................................3
B. Business Objectives ........................................................................................................................................3
C. Project Description ........................................................................................................................................4
D. Project Approach ...........................................................................................................................................5
E. Project Estimates ............................................................................................................................................5
F. Project Controls .............................................................................................................................................6
H. Scope Statement Approval Form/Signatures ..................................................................................................6

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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 text.

B. Business Objectives

1. Business Need/Opportunity/Objectives
The business need/opportunity should be stated in business terms and should provide an
understanding of:
 What created the need, or how the opportunity was recognized
 The magnitude of the need/opportunity
 Contributing factors, such as workload increases or staff reductions, and fiscal
constraints
 An understanding of the extent to which the need/opportunity would be addressed if an
appropriate alternative were implemented
 The consequences for the State and its customers if the need or opportunity is not
addressed.

2. Product Description (Solution)

Describe the proposed solution and state how it meets the business goals.

< ……>Project objectives describe the proposed solution and help define how the project
supports the business objectives. Include such things as:
 Solution description.
 Benefits of doing the project. Benefits should link back to the business need or
opportunity.
 The criteria by which the project will be deemed successful by key stakeholders.
Examples:
 Implementation of this new service will reduce operational expenses by $200,000 per
year.
 This project will be successful if delivered within 10% of the approved budget.

3. Deliverables
Deliverables are tangible products or things that the project will produce, stated at a high
level. They describe what the business clients will get when the project is done. It is
important to also state exclusions, or what will not be included in the project. Deliverables
will be detailed elsewhere in the project plan.
Examples:
Deliverables included:

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 A new service
 Recommendations on new automation
 A feasibility study
 A new voice response system

C. Project Description

1. Scope

Includes:
Describe the functionality that is included within the project.

Does Not Include:

Describe the functionality or elements related to the project that are not included

2. Completion Criteria
Describe what will be created in terms of deliverables (and their characteristics) and/or what
constitutes a successful phase completion.

3. Risk Assessment
Describe the top two or three projects risk and a high-level mitigation plan. This brief
assessment will be expanded in the formal Risk Management Plan, completed as part of the
Project Plan.

4. Constraints
All projects have constraints, and these need to be defined from the outset. Projects have
resource limits in terms of people, money, time, and equipment.

5. Measures of Project Success

This section describes the metrics that will be used on the project to determine how success
will be measured. Such metrics might include how to measure customer satisfaction or
might state what a “user friendly” system is

6. Stakeholders

Identify stakeholders by role.

Name Role
Project Sponsor
Project Owner
Project Manager
Steering Committee Member
Steering Committee Member
Steering Committee Member
Team Member

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D. Project Approach

Planned Approach

Describe how the project will be implemented. For example, discuss phasing, outsourcing
plans, or the hiring of temporary resources, creation of various testing environments, etc..

E. Project Estimates

1. Estimated Schedule

Key Project milestones relative to project start are as follows:

Project Milestones Target Date

Project Start MM/DD/YY

Project Completion

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2. Resource Requirements – Team and Support Resources

Not all resources required are known at the scope statement development stage of a project.
Team and support resources may be estimated, however, based on what is known about the
deliverables and the approach. Resource assumptions are stated here as well.

The following personnel resources are required to complete this project:

Personnel Resource Types Quantity

Total Personnel Resources

Identify any resource assumptions.

3. Estimated Cost

F. Project Controls

Typical project controls are Steering Committee Meetings, Monthly Status Reports, Risk
Management assessment and mitigation planning and monitoring, Issue Management,

B.Issue Management
D.Change Management, and Communication Management.

Define 3 items

H. Scope Statement Approval Form/Signatures

Scope Statement Approval Form

Project Name:

Project Manager:
The purpose of this document is to provide a vehicle for documenting the initial planning efforts
for the project. It is used to reach a satisfactory level of mutual agreement between the project
manager and the project sponsors on the objectives and scope of the project before significant
resources are committed and expenses incurred.

I have reviewed the information contained in this Scope Statement and agree.

Name Signature Date

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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
Scope Statement.

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