Summary of "Project Scope Statement: How to Create it on Example"

Overview / Purpose

A project scope statement documents what a project will produce and how. It is a written confirmation of product and project scope used to align stakeholders and guide planning.

It follows the project charter and the collection of stakeholder requirements. Once approved, the scope statement becomes the basis for detailed planning (WBS, estimates, schedule, risks) and for change control.

Key Definitions

Requirement: A condition or capability the product/service/result must have (characteristics, behavior, performance).
Project scope: The work that must be performed to deliver a product/service/result that meets the requirements.
Project scope statement: A clear, readable description of product and project scope, intended for clients/customers and stakeholders.

The project scope statement should be readable and client-focused—its purpose is to align expectations and guide planning.

Inputs (what you need before drafting a scope statement)

Project charter (high-level project description and boundaries)
Identified stakeholders (clients, team members, subject-matter experts)
Collected/validated requirements (may use a requirements traceability matrix)

Step-by-step Methodology to Create a Project Scope Statement

Start with the project charter.
Identify and consult relevant stakeholders and subject-matter experts to collect requirements.
Clarify the difference between requirements (what the product should be) and scope (what work must be done).
Draft the project scope statement, including the sections listed below.
Use clear, understandable language for all stakeholders (the statement is mainly for clients).
Get client/customer review and formal approval (sign-off) of the scope statement.
Use the approved scope to:
- Break major deliverables into the Work Breakdown Structure (WBS).
- Decompose work to the level needed for estimation.
- Feed assumptions and constraints into risk management and schedule/cost planning.
Manage changes: treat new requests not in the approved scope as change requests that may require adjustments to budget, schedule, and plan.

Required Contents of a Project Scope Statement

Recommended sections and what to include:

Project justification: A short business need / why the project exists (often one sentence).
Product scope: Detailed description of product features, characteristics, and functionality—this aligns stakeholder expectations and shows the amount/complexity of work.
Acceptance criteria: Conditions for accepting deliverables (including acceptable defect levels, functional/visual conformance to specs, and final sign-off).
Main deliverables: List all tangible and intangible deliverables the project will hand off (product deliverables and project documentation).
Project exclusions: Explicit items/features that are out of scope (prevents false expectations and scope drift).
Constraints: Limitations that impact delivery (budget, deadlines, technology choices).
Assumptions: Uncertainties accepted during planning that, if invalidated, may require plan modification.

Example: Website Project for “PM Basics”

Justification:
- Need a platform to host project management articles and build an audience of loyal readers.
Product scope:
- Deliver a WordPress-based website (minimize custom software development).
- Include a homepage, blog archive, article template, and a forum or form to collect emails.
Acceptance criteria:
- Site accessible at the agreed domain (e.g., “PM Basics one on one dot-com”).
- Main functionality works with no defects that prevent use (minor defects must have simple workarounds).
- Visuals and behavior match specifications and designs.
- Client provides sign-off on final results (agreement, not a contract).
Main deliverables:
- Project deliverables: project documentation such as Work Breakdown Structure (WBS) and project schedule.
- Product deliverables: homepage with text/images and email form; blog archive with at least 10 recent articles and sidebar; blog post template so articles have a consistent look; email form at the end of each article.
Exclusions (explicitly out of scope):
- Custom software development (because WordPress is used).
- “Students-only area” for a junior PM program (not included in current project).
Constraints:
- Budget: $1,500.
- Deadline: August 25.
- Technology: must use WordPress (limited technology options).
Assumptions:
- Standard WordPress capabilities will suffice.
- The chosen email form/integration will work seamlessly with WordPress.

How to Use the Scope Statement During the Project

Use the main deliverables as the first-level elements in the WBS, then decompose for estimation and scheduling.
Use listed assumptions and constraints as initial inputs to risk management.
Refer to the scope statement when change requests arise; changes require formal amendment/approval and may alter cost/schedule.
Keep the statement readable and client-focused rather than overly legalistic—clarity prevents future conflicts.

Best Practices / Tips

Write scope in plain language all stakeholders understand.
Invest most effort into the product scope section (it aligns expectations and shows required work).
Be explicit about exclusions to avoid scope creep and false expectations.
Treat the scope statement as a mutual agreement: the project team commits to deliver described results under stated assumptions/constraints; the customer agrees to accept those results.
If changes occur, follow change control and adjust plans formally.