Define Scope is the process of developing a detailed description of the project and product. The Define Scope process chooses the final project requirements from the requirements documentation created during the Collect Requirements process because not all the requirements resulting from the Collect Requirements process may be included in the project.

The Define Scope process then creates a thorough description of the project, service, or outcome. The two outputs of the process are project scope statement and project documents updates.

Process inputs include project charter, project management plan, project documents, enterprise environmental factors, and organizational process assets. In consulting, previous project experience, stored as organizational process assets, is often the main influence on the process.

The organizational process assets that can influence the Define Scope process usually include:

  • Policies, procedures, and templates for a project scope statement
  • Project files from previous projects
  • Lessons learned from previous phases or projects

Create Define Scope Tasks

A separate Project Management folder can be used to manage project management activities (as opposed to project work). In the Project Management folder, create the Define scope task with two subtasks corresponding to the outputs of the Define scope process: Develop project scope statement and Update project documents.

Provide instructions in the task and subtask description on how to define scope, develop scope statement, and update project documents.

Extensive interaction between the project management team and stakeholders is often required when detailing and finalizing project scope. Workshops and working sessions with key stakeholders who have a variety of expectations or fields of expertise need to be planned and organized. Their requirements and preferences must be elicited, reconciled, and recorded, with the objective to arrive at a cross-functional understanding of the project deliverables and boundaries.

The Define Scope process can be highly iterative depending on the development approach chosen. In addition, the components of the project scope statement may be progressively elaborated throughout the project.

Project documents that may be updated as a result of carrying out this process include but are not limited to:

  • Assumption log
  • Requirements documentation
  • Requirements traceability matrix
  • Stakeholder register

Collaborate with your team on scope definition, creating project scope statement, and updating project documents using task comment functionality. For example, you can assign comments and mention team members.

Create Project Scope Statement Doc

In the Docs section, create the Project Scope Statement document. Provide document structure and content manually, paste the content from an MS Word or MS Excel document (ClickUp will do its best to transform the content into the ClickUp format) or create the doc from a company template (organizational process assets).

Add a relationship between the doc and the corresponding task for ease of access.

A project scope statement is the description of the project scope, major deliverables, assumptions, and constraints. It documents the entire scope, including project and product scope. A project scope statement may contain explicit scope exclusions that can assist in managing stakeholder expectations.

A project scope statement usually includes the following:

  • Product scope description
  • Deliverables (including project management reports and documentation)
  • Acceptance criteria
  • Project exclusions

ClickUp’s collaboration features ensure everyone in your workspace is able to comment, edit, and work on docs at the same time, without any overlap. When someone else is editing, you see their live cursor typing. You’re also able to edit at the same time, just like Google Docs. You can add a contributor to a doc or designate a team member as the author.

In addition, comments are one of ClickUp’s most powerful tools for collaboration. Assign a comment if it requires effort from anyone on your team. This creates a new required item for the assignee to complete before the task can be closed.

Share Project Scope Statement Doc

A project scope statement can be shred with:

  • Project sponsor(s): the person who formally authorizes the existence of a project and provides the project manager with the authority to apply organizational resources to project activities
  • Project management team: the members of the project team who are directly involved in project management activities
  • Project team: a set of individuals performing the work of the project to achieve its objectives

Here are your sharing options:

  • Everyone in the workspace (does not include guests)
  • Specific people and teams, including guests
  • People you invite to your workspace while sharing a doc
  • Specific tasks or locations

You can also:

  • Export a doc
  • Share publicly
  • Copy the Internal link to share it with your team

You can also use similar sharing options with individual pages:

  • With workspace members using the internal link
  • Export the page
  • Share publicly

Pages always inherit permissions from the doc they live in.

When sharing with specific people, you can set their permissions.

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