CDC UNIFIED PROCESS

PRACTICES GUIDE
PROJECT SCOPE PLANNING

Purpose
The purpose of this document is to provide guidance on the practice of Project Scope Planning and to
describe the practice overview, requirements, best practices, activities, and key terms related to these
requirements. In addition, templates relevant to this practice are provided at the end of this guide.

Practice Overview
Each projects product and/or service is unique and requires its own careful balance of practices,
processes, tools and techniques, etc. to ensure the required work is completed as agreed upon by key
project stakeholders. The sum of these along with the product and/or service to be delivered by the
project is known as the projects scope. Getting key parties to agree upon what is the scope of the
projects work is known as project scope planning.

The practice of project scope planning is a key management practice for planning and delivering projects
successfully. Project scope includes high level features or capabilities that the business team has
committed to delivering to a customer as well as those they have not committed to delivering. Project
scope is often defined by executive sponsor, steering committee, project sponsor, and the projects
customer with input from other appropriate stakeholders.

Understanding and analyzing who project stakeholders are is an important early step in the scope
planning process. Project stakeholders are persons and/or organizations such as customers, sponsors,
the public, etc. that are actively involved in the project, whose interests may be affected by the project, or
who exert influence over the project and/or its deliverables.

Diligent scope planning works toward ensuring that key project stakeholders agree upon the project work
to be accomplished. Achieving this agreement is facilitated through a process of progressively elaborating
and documenting project work and communicating with project stakeholders. This process forms the
basis for an agreement between the project team and the customer by relating the work of the project to
the project's objectives and ensuring that the project includes all of the work required, and only the work
required to meet the agreed upon project objectives. At a minimum the scope planning process should
consider:
Project justification Defining the business need that the project was undertaken to address.
Such as, a customer request, market demand, etc.
Product description Documenting the relationship between the created product and/or service
and the business need the project was undertaken to address.
Project objective Outlining criteria the project needs to meet for it to be considered a success.
This includes measures of cost, quality, schedule, etc. to meet the business needs behind why
the project was chartered.

Four primary actions are conducted throughout the scope planning process:
1. Scope Planning Creating a project scope management plan that documents how the project
scope will be defined, verified, controlled, and how the work breakdown structure (WBS) will be
created and defined.
2. Scope Definition Developing a detailed project scope statement as the basis for future project
decisions.
3. Scope Verification Formalizing a plan for acceptance of the completed project deliverables.
4. Scope Control Establishing a mechanism for controlling changes to the project scope.

Scope Planning
The foundation for scope planning is a detailed project scope statement derived from the preliminary
scope statement documented within the project charter and business case documents. Using a
detailed scope statement as a foundation, the scope management planning process outlines the

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processes that will govern how the projects scope will be defined, verified, and controlled. Some of the
activities conducted to accomplish this include:
Conducting planning workshops
Researching previous project experiences
Developing strategies and plans
Etc.

A scope management plan is the end result of the scope planning process and is used by the project
team to document scope management decisions. The scope management plan provides guidance to
stakeholders on how project scope will be managed and controlled throughout the life of the project.
The scope management plan is often created as part of the project management plan, but may also be
a separate subsidiary plan if necessary to meet the needs of the project.

Scope Definition
Defining project scope involves subdividing major project deliverables, as identified in the project scope
statement, into smaller, more manageable components. This effort results in the development of the
WBS and eventually the identification of resources and milestones that will provide perspective on the
project as a whole. The practice of scope definition accomplishes things such as:
Identifying major project work components, deliverables, and requirements
More accurately estimating time, cost, and resource requirements
Easier management of project components and performance measures
Etc.

Scope Verification
A formal plan for verifying scope defines how project work will be confirmed and ultimately accepted by
the client. Scope verification activities include measuring, examining, and testing project deliverables to
ensure that they comply with agreed upon requirements. A plan for how this will be accomplished
needs to be documented and agreed upon by key stakeholders.

The ultimate objective of this process is a documented plan for formally accepting completed project
deliverables. The project team will need to comply with all agreed-upon acceptance procedures as
outlined within the scope management plan and ensure that all accepted deliverables have been
documented and signed-off on by the appropriate stakeholder(s).

Scope Control
Project scope sometimes needs to be adjusted to adapt to a dynamic project environment. Changes
may include fluctuations in resources, schedule, cost, client requirements, etc. Scope change itself is
not necessarily bad assuming that it is recognized early, addressed quickly, and that project
stakeholders are in agreement as to the impact of the change on project activities and objectives.
However, uncontrolled changes can become an issue quickly. Uncontrolled change is often referred to
as scope creep.

Establishing a mechanism for controlling project scope change is critical to project success. This
process is concerned with influencing the factors that create scope creep and controlling the impact of
those changes. Planning and documenting within the scope management plan how changes to scope
will be controlled ensures that all requested changes and recommended corrective actions will be
managed through an agreed upon change control process. Scope change control involves activities
such as:
Influencing factors that create scope changes
Identifying when scope change has occurred
Helping to ensure that changes are beneficial to project objectives
Managing the actual changes when and if they do occur

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Etc.

Best Practices
The following best practices are recommended for the practice of Project Scope Planning:
Review - Have the scope statement reviewed and approved by both the project sponsors and the
customer.
Confidential Information- Do not include confidential information such as budgets, costs, etc.
Communication Involve many different project stakeholders during the planning of project
scope and creation of the scope management plan.
Process As part of the change management planning process, establish a formal process to
manage scope change requests.
Ensure/Verify Ensure that all interested parties are in agreement as to what the scope of the
project is, how it will be managed, controlled, and verified.

Practice Activities
For software development projects the following practice activities are appropriate:
Gather Information Gather information such as analysis of information contained in the project
charter, the preliminary project scope statement, the latest approved version of the project
management plan, historical information contained in the organizational process assets, and any
relevant enterprise environmental factors.
Understand Stakeholders Understand stakeholder needs, wants, and expectations.
Detailed Scope Statement Define and describe the project scope statement with greater
specificity as more information about the project is known.
Analyze Analyze stakeholder needs, wants, and expectations.
Convert Convert stakeholder needs, wants, and expectations into project requirements.
Document Document scope management plan.
Review Review scope management plan with project stakeholder to ensure agreement as to
how project scope will be defined, verified, and controlled.
WBS Create the projects WBS.
Verify Verify project scope with project stakeholders.

Practice Attributes
This section provides a list of practice attributes to help project teams determine when and how the
practice of Project Scope Planning impacts a project.

Practice Owner CDC UP Project Office

All projects regardless of type or size need to define the scope of the
projects effort. Depending on project requirements, documenting how scope
Criteria
will be managed may be done as part of the project management plan or as
a separate supporting document.
Estimated Level of
Moderate
Effort
Prerequisites Approved Project Charter
Practice
N/A
Dependencies
Practice Timing in Developing a scope management plan is an activity that takes place during
Project Life Cycle the early planning phase of the project life cycle.
Project Scope Planning Practices Guide, Change Management Practices
Templates/Tools
Guide, Change Management Plan Templates, Change Management

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Checklist, WBS Practices Guide, WBS Templates, WBS Checklist
Additional N/A
Information

Key Terms
Follow the link below to for definitions of project management terms and acronyms used in this document.
http://www2.cdc.gov/cdcup/library/other/help.htm

Related Templates/Tools
Below is a list of template(s) related to this practice. Follow the link below to download the document(s).
http://www2.cdc.gov/cdcup/library/matrix/default.htm
Work Breakdown Structure Practices Guide
Work Breakdown Structure Template
Work Breakdown Dictionary Template
Work Breakdown Structure Checklist
Stakeholder Analysis Template

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