Friday, July 4, 2008

Project Product Descriptions and Scope Statements

The product description document, which is an important input to project quality planning, does just what you would expect—it describes the product. Specifically, it describes the product characteristics a project will create. It contains technical information as well as other issues that affect quality planning.

At the beginning of a project, the product description document will be vague. However, as the project evolves and the product characteristics become more complicated, more details will be added to the product description. Some points to keep in mind about the product description documents are listed below.
  • When a supplier does work under contract for a client, the initial product description is provided by the client.
  • The product description needs enough detail to support project planning in later stages.
  • The product description should state the relationship between the product or service and the business need, opportunity, or problem that initiated the project.
Throughout the project, the product description document will be modified to add the details that were unknown when the project first began. This process assists with the development of the quality outputs.

Parts of the product description may be included in the scope statement, which is another important input to quality planning. Scope statements include information on project deliverables and objectives. Specifically, a scope statement is a description of what the stakeholders want. Details about the scope statement are provided below.
  • The scope statement is a written source for making decisions later on in the project.
  • The scope statement confirms that the stakeholders all have the same expectations of the project.
  • The scope statement is a written source for making decisions later on in the project.
  • The scope statement confirms that the stakeholders all have the same expectations of the project.
Just like the product description, the scope statement may need to be revised as the project changes. A scope statement should refer to, or include a description of, the project justification, project product, project deliverables, and project objectives. These four elements of the scope statement are described below.
  • Project justification. The project justification can be taken directly from the product description document. It states the business need that initiated the project.
  • Project product. This is the actual product description. This portion of the scope statement can be taken from the product description document.
  • Project deliverables. The project is considered complete when all the products that make up the project are delivered. If you discover that something has been excluded, you should immediately add it to the scope statement.
  • Project objectives. These are the criteria that mark the success of a project. Project objectives detail costs, schedules, and quality measures.
A clear product description and scope statement confirm that everyone involved in a project has the same expectations. You have to know what your customers really want. Your project's success depends on it.

2 comments:

Hallebose said...

Knowing what customers really want makes the difference between their seeing the job as a success or making multiple changes. If managers can study their clients and accurately figure out their needs then they can provide for them better.

This is true in the office and out on a site.

Anonymous said...


Tag: PM200A53. Let me share all of you about #5 Tips for Project Management Success,, I hope you enjoy it

1. Plan your day using time management techniques

As a project manager, time management skills are essential because you are dealing with a wide range of tasks that demand a quick turnaround time. Planning your day will go a long way in keeping you organized and increasing your productivity. Assist your task planning by using project management software which helps you track the work of you and your team.

If you are not very tech savvy, a simple to-do list can also be a great organizational tool. Prioritize your most important tasks by putting them at the top of the list and less important ones at the bottom. Having a visual plan of your daily tasks helps to keep you on track and aware of time.

Related post: Free ebook 104 secrets to become a great project manager

2. Include stakeholders in important project conversations

While you will have plenty of responsibilities regarding the project, don’t neglect your clients.

Good communication is essential is keeping both parties informed of project progression, curtailing scope creep, and apprised of changing requirements. Some clients may have different expectations when it comes to communication, so make sure to establish the frequency and type of communication (like emails, phone calls, and face-to-face conversations) at the beginning of your project.

Establishing communication expectations early helps alleviate stakeholder uncertainty about communication frequency and delivery.

3. Regularly communicate with your team

Daily team communication helps keep misunderstandings and unclear requirements under control. Keeping your team informed in every step of the project is essential to project management success.

For example, a study published by Procedia Technology found that good communication skills were the cornerstone of project management. The study examined over 300 “construction project managers, architects, construction managers, engineers and quantity surveyors” and their successes and failures on various construction projects.

4. Anticipate project setbacks

Even the best-laid plans often go awry.

Remember that even with a high amount of planning and attention to detail, your project may still encounter some challenges. Pay attention to complaints from stakeholders or colleagues, and other warning signs, like a missed deadline or cost overrun, that there may be a problem.

Preventing a crisis will keep your project running smoothly, save you a lot of time, and keep you, your team, and your stakeholders confident in progressing with the project.

Unfortunately not every complication can be avoided. Crisis management skills are essential for dealing with the unexpected. Project managers need to be flexible and pragmatic. Improvise and make sharp decisions when needed.

Related post: 92 free project management templates

5. Stay focused on the details

A common problem project managers encounter is having the project aims not aligned with the organization’s objectives. A great project manager will strategize a plan for the project to lead back to the overall success of the business.

Know your project’s scope by heart and avoid wandering outside of the project’s requirements. It’s too easy to get lost in minor details and forget what your focus is, so a well-planned project scope is essential for success.

And final, you should use KPI to measure effectiveness of the project, here are full list: 76 project management KPIs