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Tool Guide

Project Steps

Idea

Approve Vision

Approve Vision #

The Approve Vision project flow block is the final step in the project vision development cycle. Its primary objective is to approve the prepared Project Scope Statement as the main document defining the project’s boundaries and content. This decision is made by key stakeholders to confirm the strategic direction and ensure alignment among all project participants.

Preparation for Approval

Approve Vision

Stakeholder Meeting Organization

Approve Vision

Formalizing Feedback

Approve Vision

Document Approval

Approve Vision

Documenting the Decision

Approve Vision

Post-Approval Actions

Approve Vision

Project Scope Statement and Its Importance #

The Project Scope Statement is the primary document that serves as the foundation for approving the project vision. It includes:

The Project Scope Statement consists of several components that help clearly define what will be created and what elements are outside the project’s scope:

  • Collect Requirements

    Product Scope Description #

    – a description of the project’s product, its configuration, and characteristics planned to be developed within the Project Scope. Ideally, it aligns with the Product Vision.

  • Project Goals, Milestones, and Deliverables #

    – a clear articulation of the project’s objectives, key checkpoints, and expected results that must be achieved throughout the project lifecycle.

  • Formalizing Feedback #

    – parameters that will be used to evaluate the project’s outcomes.

  • Constraints and Assumptions #

    – critical aspects that must be considered at all stages of project execution.

  • Define Scope

    Exclusions #

    – elements that fall outside the project scope to prevent misunderstandings and scope creep.

  • Define Scope

    Risks #

    – known or anticipated project risks that can already be identified at this stage. A more comprehensive risk analysis and mitigation planning will be conducted later during the project's planning phase.

At the approval stage, all stakeholders focus on this document, eliminating the need for additional tools or the creation of new materials.

The Process of Approving the Project Scope Statement #

Picture of Preparation for Approval

Preparation for Approval #

  • Ensure that the Project Scope Statement is fully completed and has undergone preliminary internal reviews.
  • Distribute the document to all relevant stakeholders in advance so they can familiarize themselves with its content.
  • Prepare a brief presentation highlighting the key aspects of the document for discussion during the meeting.
    • Picture of Stakeholder Meeting Organization

    Stakeholder Meeting Organization #

    A meeting should be held with key stakeholders, including project sponsors, executives, and team representatives.

    Meeting format:

  • Introduction: A brief overview of the document’s objectives and content.
  • Main Discussion: Review of the document sections, including questions, clarifications, and suggestions from participants.
  • Conclusion: Determining the level of agreement and recording final edits (if needed).
    • Picture of Formalizing Feedback

    Formalizing Feedback #

  • If changes or additions were proposed during the discussion, update the Project Scope Statement accordingly.
  • Ensure that all revisions are agreed upon with key participants before final approval.
    • Picture of Document Approval

    Document Approval #

    The final approval process can be conducted in the following ways:

  • Stakeholder voting: Agreement is confirmed by a majority vote.
  • Direct sponsor approval: If the project is sponsored by a specific individual or group, final approval is confirmed by their signature.
  • Electronic approval: In the case of remote work, the document is signed via electronic systems.
    • Picture of Documenting the Decision

    Documenting the Decision #

  • Finalize the Project Scope Statement and store it in a centralized project management system.
  • Ensure that all participants have access to the approved version.
  • Document the meeting minutes to record the approval process and date.
    • Picture of Post-Approval Actions

    Post-Approval Actions #

    Once the Project Scope Statement is approved:

  • All stakeholders confirm their agreement with the document’s content.
  • The project receives formal approval to proceed to the next stage—detailed research of the market, external environment, and influencing factors.
  • All decisions are documented, and the statement becomes the foundation for project execution control.

    • Ongoing Change Management – Scope Creep Matrix #

    To effectively manage changes and potential scope expansion (scope creep), it is essential not only to define the project boundaries but also to implement systems that enable tracking and control of modifications. One such tool is the Scope Creep Matrix, which provides a structured approach for analyzing, monitoring, and documenting all change requests that arise during project execution.

    What is the Scope Creep Matrix? #

    The Scope Creep Matrix is a visual tool that helps systematize information about change requests, including their impact on the scope, approval status, and final decisions. This matrix enables the project team and stakeholders to:

    • Gain a complete overview of the current state of change requests.
    • Assess which requests significantly impact the project scope.
    • Make timely decisions on each request.
    • Record communication and assign responsibility.

    How is the Scope Creep Matrix structured? #

    The matrix includes the following key components:

    • Request ID: #

      A unique number assigned to each request for easy identification and tracking.

    • Request Date: #

      Indicates when the change request was submitted, helping to assess review timeliness.

    • Request Description: #

      A detailed explanation of what is being proposed—whether to add, remove, or update an element.

    • Impact on Scope: #

      Evaluates the extent of the change’s impact: Minor, Moderate, or Significant. This helps prioritize actions.

    • Approval Status (Approved): #

      Indicates whether the change has been approved (Yes), rejected (No), or is still under review (Pending).

    • Comments and Additional Notes: #

      A field to document the reasons for approval or rejection, as well as any additional instructions or remarks.

    • Assigned To: #

      Specifies who on the team is responsible for implementing or reviewing the request further.

    At the approval stage, all stakeholders focus on this document, eliminating the need for additional tools or the creation of new materials.

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    Updated on 24.03.2025
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