Product scope

Recently, I came across a discussion in a PMP forum where someone sought clarity on the differences between project scope and product scope. The responses were varied, with some being incomplete or incorrect, leading to confusion rather than resolution. This highlights a common challenge of forums: the inability to reliably find accurate answers, as users may accept incorrect information that aligns with their pre-existing beliefs. While forums can provide valuable lessons and anecdotes, they are not always suitable for technical clarifications.

To address this gap, I am providing a detailed overview of project scope and product scope.

Understanding Key Terms: Product, Project, and Scope

What is a Product?
According to the PMBOK Guide, a product is an artifact or quantifiable item that can be either an end product or a component. Essentially, a product is anything created through natural, chemical, or manufacturing processes, characterized by its physical and chemical properties. For instance, if a computer is considered a product, its specifications would include elements like processor type, screen size, memory, and hard disk capacity.

What is a Project?
The PMBOK Guide defines a project as a temporary endeavor aimed at producing a unique product, service, or result. The term “temporary” indicates that a project has a defined beginning and end, and once the desired output is achieved, the project concludes. This output can be either tangible or intangible.

What is Scope?
Scope refers to the extent, detail, or boundaries of a term to which it is attached. It is typically used as a prefix or suffix in relation to other terms. For example, when associated with “product,” it defines the particulars of the product, while in the context of “project,” it refers to the details concerning the project itself. According to the PMBOK Guide, scope encompasses all the products, services, and results delivered by a project.

Distinguishing Product Scope from Project Scope

Product Scope
Product scope involves the details of the product, including its features, functionality, and specifications. According to the PMBOK Guide, it encompasses the characteristics that define a product, service, or result. For instance, in the case of a bridge, the product scope would specify its dimensions and load-bearing capacity. If considering a cell phone, the product scope would include attributes like screen size, battery life, processor speed, camera quality, and memory specifications. In a service context, product scope outlines the tasks and responsibilities of the service provider.

Determining Product Scope
Typically, the product scope is defined by individuals with significant business expertise, often a business analyst. The analyst engages with stakeholders to gather their expectations and requirements for the final product. Ensuring all requirements are documented is essential, as changes made later in the project can be costly. A well-defined product scope is crucial, as it directly influences the project scope.

Project Scope
Conversely, the project scope specifies the requirements for the product and the work necessary to create it. It defines what is included and excluded, helping to prevent scope creep. According to the PMBOK Guide, the project scope represents the tasks required to deliver a product, service, or result with specific features and functionalities. The project scope statement outlines expected outcomes, constraints, and assumptions, which in turn helps achieve the product scope.

Determining Project Scope
The project manager is responsible for defining the project scope, which is influenced by various factors. For instance, with a fixed-price contract, the client usually provides a clear product description, making it easier to formulate the project scope statement. However, in cases where the project is initiated by your organization, the project manager must develop the project scope from the ground up, collecting requirements from stakeholders and securing management approval.

A well-articulated project scope statement significantly simplifies the project manager’s role, facilitating smoother project execution. This scope document serves as a binding agreement between the project team and the organization, so it should be precise and detailed. Completing the scope statement early in the project is essential, as it guides the project’s schedule, budget, and resource allocation.

Real-World Example of Project and Product Scope

Consider a project aimed at constructing a school building. The client specifies requirements such as building size, number of classrooms, playground details, toilet count, and color scheme. As the project manager, you estimate the budget, create a project plan, and develop a schedule.

Upon approval, the construction phase begins, and once the school building is completed and meets the client’s expectations, the project is finalized with the final payment.

In this scenario, the initial client requirements represent the product scope, while the subsequent construction process falls under the project scope. Thus, the school building is the product, and the work undertaken to build it constitutes the project.

Monitoring and Controlling Scope

To monitor the product scope, the requirement traceability matrix is a vital tool, ensuring all project features are produced, analyzed, reviewed, and approved throughout the project life cycle. It also aids in managing product changes alongside the configuration management plan.

The project scope is monitored using variance analysis.

Key Differences Between Project Scope and Product Scope

• Focus: Project scope entails the work necessary to deliver the product, whereas product scope encompasses all the features, functions, and characteristics of the product itself.
• Orientation: Product scope is centered on the “what” (functional requirements), while project scope focuses on the “how” (work-related).
• Definition Authority: The product scope is typically defined by a business analyst, while the project manager is responsible for defining the project scope.

Summary

Both product scope and project scope are essential components of the scope management knowledge area in the PMBOK Guide. While product scope represents the outcomes of the project, project scope details the processes to achieve those outcomes. These concepts are fundamental to project success, and understanding them is crucial, especially for those preparing for the PMP exam. Familiarity with both scopes is key to navigating project challenges effectively.