Business requirements: Describe the higher-level needs of the organization as a whole, such as business issues or opportunities, and reasons why a project has been undertaken. Show
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Stakeholder requirements: Describe the needs of a stakeholder or stakeholder group. Solution requirements: Describes features, functions, and characteristics of the product, service, or result that will meet the business and stakeholder requirements. Functional requirements: Describe the behaviors of the product. Like actions, processes, data, and interactions. Nonfunctional requirements: Supplement functional requirements and describe the environmental conditions or qualities required for the product to be effective. Like reliability, security, performance, safety. Transition and readiness requirements: Describe temporary capabilities, such as data conversion, and training requirements, needed to transition from the current as-is state to the desired future state. Project requirements: Describe the actions, processes, or other conditions the project needs to meet. Like milestone dates, contractual obligations, constraints. Quality requirements: Capture any condition needed to validate the successful completion of a project deliverable or fulfillment of other project requirements. Like tests, certifications, validations. This blog post was written based on the fourth edition of the PMBOK Guide. Since the arrival of the PMBOK Guide 5th Edition, this post is no longer valid. However, I am leaving it intact as part of organizational process assets. If you wish to review old definitions you can read them here. Many PMP aspirants may confuse validated deliverables and accepted deliverables. They seem similar, but they are not. Validated deliverables and accepted deliverables are important concepts in project management. You will see a few questions on these topics on your PMP exam. Validated DeliverablesValidated deliverables have been checked for completeness and correctness. According to the PMBOK Guide, they are an output of the perform quality control process and are an input of the verify scope process. The perform quality control process belongs to the Monitoring & Controlling Process Group. Accepted DeliverablesAccording to the PMBOK guide, accepted deliverables have met the acceptance criteria and are approved by the customer or client. Accepted deliverables are the output of the verify scope process. The client accepts the deliverable when it has passed the validation process. First, the project management team checks it for its completeness and correctness, then they send it to the customers to be accepted or rejected. SummaryValidated deliverables and accepted deliverables belong to different knowledge areas. They help project managers develop and deliver the correct product. A validated deliverable means you have checked the deliverable for its completeness and it meets quality requirements. You do this during the quality control process. On the other hand, an accepted deliverable means the client has accepted the deliverable and it meets their requirements. How is a deliverable validated and accepted in your project experience? Please share in the comments section. What is project scope?Project scope is the part of project planning that involves determining and documenting a list of specific project goals, deliverables, tasks, costs and deadlines. The documentation of a project's scope is called a scope statement or terms of reference. It explains the boundaries of the project, establishes responsibilities for each team member and sets up procedures for how completed work will be verified and approved. During the project, this documentation helps the project team remain focused and on task. The scope statement also provides the team with guidelines for making decisions about change requests during the project. Note that a project's scope statement should not be confused with its charter; a project's charter simply documents that the project exists. Large projects tend to change as they progress. If a project has been effectively "scoped" at the beginning, then approving and managing these changes will be easier. When documenting a project's scope, stakeholders should be as specific as possible to avoid scope creep. Scope creep is a situation in which one or more parts of a project end up requiring more work, time or effort because of poor planning or miscommunication. Effective scope management requires good communication. That ensures everyone on the team understands the extent of the project and agrees upon exactly how the project's goals will be met. As part of scope management, the team leader should ask for approvals and signoffs from stakeholders as the project proceeds, ensuring that the proposed finished project meets everyone's needs.
The importance of defining a project's scopeWriting a project scope statement that includes information on the project deliverables is a first step in project planning. The benefits a project scope statement provides to any organization undertaking a new initiative include the following:
Establishing project scope ensures that projects are focused and executed to expectations. The scope provides a strong foundation for managing a project as it moves forward and helps ensure that resources aren't diverted or wasted on out-of-scope elements. How to define the scope of a projectDefining project scope requires input from the project stakeholders. They work with project managers to establish the key elements of budget, objectives, quality and timeline. To determine scope, project managers must collect requirements for what the stakeholders need from the project. This includes the following elements:
The goal is to gather and record precise and accurate information during this process, so the project scope reflects all requirements. Doing this improves the chances for project leaders to deliver products that meet stakeholder expectations on time and on budget.  Writing a project scope statementA project scope statement is a written document that includes all the required information for producing the project deliverables. It is more detailed than a statement of work; it helps the project team remain focused and on task. The scope statement also provides the project team leader or facilitator with guidelines for making decisions about change requests during the project. The project scope statement establishes what is not included in its initiatives, either implicitly or explicitly. Objectives and tasks not listed in the scope statement should be considered out of scope. Project managers can also list specific work that will not be part of the project. As such, this statement establishes the boundaries of a project. Project leaders must take those requirements and map what should happen and in what order those items should occur. This leads to the creation of a work breakdown structure (WBS). The WBS breaks down planned work into smaller, defined portions and required tasks. A well-articulated scope statement is a critical part of effective project management. Project scope should be determined for every project, regardless of what project management method is used. Stakeholders for the project should review the project scope statement, revise it as necessary and approve it. Once the project scope statement is completed and approved, project managers can assign tasks and give their teams directions on what they need to do to meet the target timelines, budget and goals. Scope planning and managementUpdates and changes are part of the project management process. As work progresses, managers must carefully control what changes are made to the project scope and document them. This requires strong project management skills. The change management process also requires that project managers and stakeholders adhere to the project scope statement. They must recognize what elements are within the project scope and what requests are out of scope. Change management processes help project managers determine how to evaluate requests for updates and alterations to the project. Distinguishing between needed requests and ones that are out of scope enables organizations to avoid scope creep. Scope creep is when more work is tacked onto a project while it is underway. It can add costs and unnecessary work, while distracting from the objectives and threatening the quality of the intended deliverables. Project scope exampleScope statements attempt to provide key stakeholders with all the information they'll need. The following are some elements that should be included in a scope statement:
Project scope vs. product scopeProject scope should not be confused with product scope. Product scope defines the capabilities, characteristics, features and functions of the deliverables at the end of the project. Project leaders should create a separate product scope statement. They should use both the project scope and the product scope statements to support each other and establish a clear understanding of what every project aims to achieve. The takeawayDefining project scope is an important step in project planning and management. Before a project begins, project managers need to understand what the scope of the project is to determine what must be done and what falls outside of the project. Project scope is defined in the scope statement, a document that provides the objectives, schedules, tasks and deliverables of a project. Scope statements align stakeholders' expectations and give projects a framework for success. Once a project is underway, it is important to keep it on track and within scope. Various project management tools and strategies are available to help teams do that. This was last updated in September 2021 Continue Reading About project scope
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How do you get formal acceptance of the completed project deliverables?Validate Scope is the process of formalizing acceptance of the completed project deliverables. A process that shows the stakeholders have received what was agreed upon and formalizes their approval. It is primarily concerned with the recognition of the product by validating each deliverable. Which documentation describes how individual requirements meet the business need for the project?Requirements documentation describes how individual requirements meet the business need for the project. Requirements may start out at a high level and become progressively more detailed as more information about the requirements is known. What is a document that contains a project scope and objectives?The project scope document, often called a statement of work (SOW), records all these features, functions, and requirements that stakeholders expect from the project. It's the part of the project plan that outlines what work must be done for the project. Which of the following document contains detailed description of work packages?Which of the following documents contain detailed descriptions of work packages? Answer : A Hint: PMBOK 5, Page 132, WBS dictionary 132 According to McGregor. How do you get formal acceptance of the completed project deliverables?Validate Scope is the process of formalizing acceptance of the completed project deliverables. A process that shows the stakeholders have received what was agreed upon and formalizes their approval. It is primarily concerned with the recognition of the product by validating each deliverable.
Which documentation describes how individual requirements meet the business need for the project?Requirements documentation describes how individual requirements meet the business need for the project. Requirements may start out at a high level and become progressively more detailed as more information about the requirements is known.
Which project management process is used to define and document the high level requirements and description of the project?Project Charter
The project charter is a document that provides the high-level project description and product characteristics. It also enlists all the project approval requirements.
What is a document that contains a project scope and objectives?The project scope document, often called a statement of work (SOW), records all these features, functions, and requirements that stakeholders expect from the project. It's the part of the project plan that outlines what work must be done for the project.
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Which document contains information that describes how the formal verification and acceptance of the project deliverables will be obtained?
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