Scope of a project

The scope of a project is the set of processes necessary to end the project. In this sense, processes such as its design, execution and control. The scope is established by the stakeholders in the project.

When an organization thinks about a project, it must do some preliminary evaluations. This is the case of the financial evaluation of the project, legal, environmental, social, economic evaluations, etc. Until, finally, and having obtained favorable results in these evaluations described, it is decided to start the project.

But in addition to evolution, starting a project also means defining what the project's radius of action will be, as well as everything that is needed to execute it. For this reason, it is important to know its scope and define it in advance.

Scope of the objectives

A project can be from a method to solve a problem, improve the situation of an organization, to the investment undertaken in something that, in the future, will bring benefits. But it is important to know that the project will not solve all the aspects of the organization, but only those in which its objectives are related.

For example, if a company decides to build a new warehouse for the storage of inventories, this project will solve problems of space, stock capacity, production (because having more space to store, it can produce a little more), and faster distribution.

This is due to the greater stock available, which will allow products to be dispatched more frequently. However, this project does not have to affect the quality of the products that are manufactured, since its objectives are related to stock, space and storage. But not in the previous production chain.

Stakeholder scope

The scope of the project is a process that is planned with the people who are interested in the project, either because they participate directly in it (engineers, accountants, supervisors and managers), or because they finance this project.

Defining the scope of stakeholders is important as it defines how and when they will participate in the project.

• Engineers in the design and supervision stage.
• Accountants during execution to control expenses;
• Supervisors during the task execution phase
• And investors before, during and after, but only for accountability purposes.

This allows the project not to intervene excessively with personal appreciations, leaving each participant to participate in the way that corresponds to them.

Scope of activities

The activities of the project, from its ideation, design, execution phase, to the closing phase, must be defined from a list and subsequent programming, with their respective managers, financial and operational resources necessary. In this sense, a Gantt chart or project management software tools can be used to better monitor each stage.

The scope of the activities allows, in turn, to delimit the project time, the necessary people and the financial and non-financial resources to carry it out.

Can the scope of the project be modified?

Of course yes. And it is very likely that a project requires modifications in its scope, since it is very difficult to establish a completely assertive baseline, because the activities and resources are planned without knowing the eventualities that may appear.

The important thing in this sense is that all interested parties participate again in the modifications to the scope of the project, in order to give their approval and be aware of the new programming and adjustments.

However, it is not a good sign to make too many modifications to the scope of a project, since it shows that there were many aspects that were not predicted. Therefore, it is the cause of a technical planning inability.

In this sense, it is recommended that in the study of the scope of a project, if the interested parties do not have enough experience to define it, an expert in the area or similar projects be incorporated, to deliver their appreciation and recommendations. In this way, too, we can minimize the risks involved in having to constantly modify the project. Well, if so, with this we would incur in the consumption of more resources, at the same time that the times for their completion and obtaining benefits would be lengthened.

Responsibilities in the scope of a project

A principle in management control is to establish those responsible for each strategic line. Thus, in project management it is important to know who will be responsible for each stage. In this way, reports can be requested to follow up on the project management. And, in addition, we will be able to know if it is being carried out correctly in the gear of the project cycle.

Those responsible are the ones who will be able to warn if an extension of time, an increase in resources or people is required.

In short, the scope of a project is a preliminary structure of time, resources, people, objectives and expected results of the project, which is developed with a group of people who participate and / or will benefit from it.

Although the scope of the project may undergo modifications, it is advisable to plan it flexibly and with a realistic view of its execution and results. The objective of this is not to suffer disappointments that have not been foreseen with sufficient technical rigor.