Topic Definitions #
Project Scope Statement
Key Stakeholders
Project Modification
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.
Approve Vision
Approve Vision
Approve Vision
Approve Vision
Approve Vision
Approve Vision
Project Scope Statement and Its Importance #
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:
-
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
the process of officially recording and incorporating feedback from stakeholders into the project documentation.
-
Constraints and Assumptions
– critical aspects that must be considered at all stages of project execution.
-
Exclusions
– elements that fall outside the project scope to prevent misunderstandings and scope creep.
-
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 #
Preparation for Approval
Stakeholder Meeting Organization
A meeting should be held with key stakeholders, including project sponsors, executives, and team representatives.
Meeting format:
Formalizing Feedback
Document Approval
The final approval process can be conducted in the following ways:
Documenting the Decision
Post-Approval Actions
Once the Project Scope Statement is approved:
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:
At the approval stage, all stakeholders focus on this document, eliminating the need for additional tools or the creation of new materials.
Conclusion #
The approval of the project vision through the confirmation of the Project Scope Statement is a critical milestone that ensures a shared understanding of the project’s goals, boundaries, and deliverables among all stakeholders. This document serves as a foundational reference for subsequent planning and execution phases, clearly outlining what is included in the project, what is excluded, the risks to consider, and the requirements to be fulfilled.
The approval process involves thorough discussion, incorporation of feedback, final edits, formal endorsement, and proper documentation of the decision. Moving forward, effective change management is ensured by utilizing the Scope Creep Matrix, which allows the team to maintain control over the scope and adhere to the agreed-upon plan. Thus, a well-prepared and approved Project Scope Statement provides a solid basis for the successful implementation of the project.
