Project Scope Management Guidelines

This assignment delves into the crucial aspect of project scope management. It outlines specific guidelines for defining project scope, including a template for a Scope Statement. The emphasis is on understanding how to clearly articulate project objectives, deliverables, and limitations to ensure successful project completion.

Scope management

TABLE OF CONTENTS
introduction......................................................................................................................................4
TASK 1............................................................................................................................................4
1 Describing how project in Tesco are initiated, authorized and allocated.................................4
2 Describing the level of authority and commitment of resources..............................................5
3 Outlining the roles and responsibilities of a project manager in relation to project planning..6
TASK 2............................................................................................................................................6
1. a) How requirements are defined and agreed with stakeholders.............................................6
b) Link of project objectives with project outcome and benefits that can obtain from project...7
c) How the project boundaries are defined..................................................................................7
d) Project scope statements relate to the hierarchy of component and sub-projects...................8
2. Scope statements extended into work breakdown structures...................................................8
3. a) Purpose of the scope statement and its function..................................................................9
b) Ways through which progress of work is measured, reported and analyzed........................10
c) How any proposed changes of scope are identified and described.......................................10
TASK 3..........................................................................................................................................11
1. a) Elements of the scope management plan applied to project and Tesco............................11
b) Range of tools and techniques used for this purpose............................................................11
2 Describing how scope statement evolves thorough the life cycle of current project and
approaches to manage the scope................................................................................................12
3 Providing two examples of the challenges in managing the scope of the projects.................13
4 ................................................................................................................................................14
a) Issues in managing the scope of projects...............................................................................14
b) documenting the recommended improvements ....................................................................15
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................17
APPENDIX....................................................................................................................................19
Scope statement guideline.........................................................................................................19

INTRODUCTION
Scope management refers to the process of handling the project management related
activities which assists corporation to accomplish the task related to operation. It defines that all
activities of project are defined accurately for meeting the specific objectives of the project. This
is helpful in defining the project effectively and allocating resources for the same. The present
report is based on Tesco; multinational grocery and general merchandise retailer. The firm has
project to introduce the food package consisting three dishes as per the taste of the customers. In
this regard, initiation of project has been described along with presentation of suitable document.
In addition to this, project scope-control process have been explained. Apart from this, scope
statement has been presented.
TASK 1
1 Describing how project in Tesco are initiated, authorized and allocated
The project is initiated with the proper planning with responsible people. Under this
purpose of the project is defined along with role of project manager. It is clearly defined that how
effective project manager will work on the project and arrange for the necessary resources in
order to meet the specific objectives. For example, project manager guides workforce and hire
them so as to complete the project right on time (Kerzner, 2013).
At this juncture, the scope of the project is defined such as proposal development,
breakdown structure and identification of deliverables as well as tentative time require for
completing the project. The initiation phase also reflects about the higher level work breakdown
structure. These detail information is passed to project manager so their approval can be granted.
It facilitates to accomplish all related activities and support business to cater requirement of all
related parties.
Furthermore, authorization is done through which higher management only and then
consultation leads to an allocation of necessary resources. However, the proposed is signed by
higher authority along with particular budget. Different types of skills are required to complete
the project and people are identified and they contribute to the achievement of the project. The
allocation is done in teams with individuals who are capable enough to understand their roles and
act accordingly.

Table 1: Document of project initiation
Purpose of the project
Role of project manager
Input
Output
2 Describing the level of authority and commitment of resources
The level of authority included in the Tesco are managing director, project manager, chef
and employees as well as marketing personnel. These key people will be provided authority to
work in the direction of growth and success of the business. This enables corporation to work in
the direction of growth and success and accordingly manage the related project activities.
Here, project manager plays important role and delegate the authority among all
responsible members for fulfilling their allotted task on right time (Burke, 2013). This proves to
be effective in meeting the specific objectives. For example, project manager will be given
appropriate financial resources along with resources. It has been presented in the following
manner-
Activities Resources
Planning Project manager and other team
Collecting information Team members
Arranging resources Financial, physical (machine, vegetables and
drink). chef and service providers
Implementing the plan Entire project team
Monitoring Entire project team
Review Project manager
The above mentioned table is showing that time, money and people as well as necessary
resources are assigned for each project activity. This proves to be effective in allocating
resources effectively and managing the performance effectively. It leads to determine the success
of the business and manage the project of extending the product range effectively. Further,
materials, equipment and machinery are identified as per the plan that is developed by the project
manager.

3 Outlining the roles and responsibilities of a project manager in relation to project planning
The project manager plays important role in the planning phase of the project as he has
all knowledge related to introduction of new product in the company. It is the prime duty of
project manager to outline every single activity of projects and resources required for the same in
order to accomplish the project right time (What is Project Scope Management?, 2017). The
roles of responsibilities of project manager in the Tesco are explained as follows-
 Applying the appropriate project management tools and standard
 He needs to accomplish the activities related to setting the objectives of the project
 Expected outcome from the project are decided by the manager only
 Project manager is responsible to make contingency plan
 The planning, controlling and monitoring as well as management activities of project is
the responsibility of project manager (Bryde, Broquetas and Volm, 2013).
 He is responsible to monitor the organizational structure or culture and motivate team
members to accomplish the objectives
 Project manager provide the guidance, training and learning the project members to meet
the set standards.
 The reporting of project is done by project manager only through passing the important
stages such as scope, schedule, quality and cost.
Further, teams will be developed in which marketing, finance, sales, etc. will be involved
who will help to undertake the project in an effective manner.
TASK 2
1. a) How requirements are defined and agreed with stakeholders
In order to make stakeholders understand about the requirement, the proper data is
provided to them so that they understand the need of developing a project. There is proper
meeting called on in which all the stakeholders are involved and then they are conveyed with the
benefits or the advantages when the project that has to be developed (Schwalbe, 2015). In this
context, Tesco will convey the importance of new product line that they are willing to introduce
and the benefits that they will get.

Along with this Tesco is also conducted annual meeting in which they describe their
future plan with their stakeholders and make them aware regrading to the entities polices and
through reasoning they agree to the same. In order to make successful project management also
ask to their stakeholders if any modification they want to apply in their management. By using
such techniques they make stakeholders understand about the requirement.
b) Link of project objectives with project outcome and benefits that can obtain from project
Objectives are developed in order to reach out the goals that are being set. When
objectives are set, then it becomes helpful enough to develop a path on which objectives can be
achieved (Chang, Chu and Lin, 2015). Objectives enables to develop step by step initiatives that
has to be taken up with the help of which the determined project can be achieved.
By setting the project objectives with their outcomes helps organization to take proper
outcomes. In this order the project objectives are set in such a manner that it helps to
management for achieving their goals. There is direct like in between project objectives and their
outcomes.
c) How the project boundaries are defined
Project boundaries are defined as per the type of project work that is to be achieved. This
represents the scope statement and it is also called the project boundary identification. Further, it
acts as an important tool with the help of which decision is made (Heagney, 2016). It is defined
by audit-able and measurable characteristics that are closely linked with project objectives.
In order to make set of project boundaries type of project is very important. Boundaries
are in such a manner in which they help to identify the requirement of project and management
can make effective decisions. With the help of such boundaries Tesco improve its decisions
making process.
Further, there are different type of components that are also required and they are as follows:
Background: It enables to make sure that the information related with the project that has
to be prepared is determined. Adequate inform enables to understand the way project need to be
prepared.

Benefits & outcomes: Project is developed in order for the individual to get benefited and
the outcomes need to be determined when project is to be prepared.
Requirements: To develop a project, it is essential to have proper information about the
requirement with the help of which project can be undertaken.
Project objectives: Objectives need to be set as it helps to develop path on which desired
goals can be achieved.
In scope and out scope: It is determined as the planning that needs to be followed for the
project and out scope is the details set of features of the project.
Constraints: There are three significant constraints which are cost, scope and schedule.
Assumptions: Plan are made as per the assumption and the financial support that one has.
Broad strategy: To develop a project it requires effective plan and for achieving the that
plan it requires one to have proper strategies that has to be applied.
d) Project scope statements relate to the hierarchy of component and sub-projects
When a project is decided, then it requires involvement of all the stakeholders so that the
project can be complete and the performance of business can be raised. With Tesco, there are
different employees who are provided with diverse set of wok and they all work with an aim to
make sure that they put on their full efforts to achieve the desired goals. The flow of information
need to have proper hierarchy so that all the people involved in the project will be able to
understand the development that take place.
Along with the employees other stakeholder are also involved such as suppliers and
shareholders which helps to them for improving their project quality. By involved in each and
every stakeholders they make try to raise business performances.
2. Scope statements extended into work breakdown structures
In order to develop new product like and that is for ready-made food products by Tesco.
It is important to make sure that management consider all the departments as it require
marketing, finance, operations, etc. (Kerzner, 2013 ). To fulfill the project, it is important to
make sure that all are able to understand their part of role and perform according. All the
departments will be involved to complete the project. For this process, it is important to hire new

workers who will support the firm to make their project complete. For development of WBS,
there are different levels that need to be considered and when these level are complemented
when WBS is developed. There are four different type of steps that involved which are function,
initial breakdown, further, break down and implementation. Function is the hierarchical map for
the project in which proper plan is written. In initial breakdown, top level objectives are
developed
For example, workers need to hired in marketing will convey information about the new
products that cite firm is willing to distribute. Further, it is also essential to have employees who
look after financial support for the raw materials that will be required. Similarly, to develop a
new set of product line, it is important for the firm to make sure that they hire employees and
develop new WBS so that the developed project can be fulfilled.
3. a) Purpose of the scope statement and its function
Scope statement depends upon the type of project that is being developed. Further, it
enables to provide the deliverables and the objectives set for achieving or completing the project.
More specifically, main purpose of the scope statement is to provide a baseline and to understand
the main scope or the benefit that firm will get when the desired project will be achieved. There
are mainly three type of functions that are involved in this. Scope of a project enables to
determine the benefits and outcome that the firm will get when the project will get completed.
It includes planning, controlling and closing (Snyder, 2014). Planning can be determined
when an attempt is made to raise the competition level. Controlling arises when it is concerned
with documenting tracking, approving or disapproving project. Lastly, closing arise when there
is a project that will provide better scope when compared with other plan.
Function of the scope statements
The main function of scope statements is provided the guidelines of the project. In Tesco
the function of the scope statement is related to the strategics of the project and their implication
in which they involved planning and their raise their competition level.

b) Ways through which progress of work is measured, reported and analyzed
In order to identify the process of work, frequent monitoring will be done by managers
and the areas in which workers lack will be identified. As per their finding workers will be
provided with proper training and development. Further, the time that are scheduled will be
analysed.
In the plan for each of the activities there are certain set of time period that are
determined (Chang, Chu and Lin, 2015) . In order to make measurement of the project, the time
duration that is taken to complete the activity will be analyzed. When the activity is completed
on time, then it will get to know whether the plan is moving on right direction or not. There are
different types of ways in which the progress can be measured. The best method for determining
the project progress is establishment of checkpoint in which they different criteria has been set
and this helps to measure quality of work progress. Work is reported by the individuals who are
involved in the project. They have better understanding about it and they help in reporting the
issuers or developments.
In accordance with the components like background, constraints, project objective, etc. is
to be measured with the help of analysis that is made of the place on which project needs to be
developed. With this respect, one of the effective tool is marketing mix that will enable to Tesco
to develop strategies. Through measurement and reporting, analysis is made in which proper
steps are determined to improve the project.
c) How any proposed changes of scope are identified and described
In the scope management there are conditions in which certain type of changes are
identified and this is identified through the issues that are found by the people involved. The
major changes which need to be involved is investment and time factors. As per the type of
evaluation made, the time that is being determined, if it is not complete, then it can be stated that
changes need to be made in the scope (Turner, 2016). Time, cost, quality, resources, contract,
etc. have negative impact on the project when there are changes made.
Further, for each and every activity certain cost is involved and when these cost become
raised up, then it is important to made sure that there need to make changes in the proposed

scope of the project. Further, it also includes lack of resources, contract, quality, etc. due to
which changes need to be made in the project (Project scope management, 2017).
TASK 3
1. a) Elements of the scope management plan applied to project and Tesco
There are various elements of scope management plan that involves planning, controlling
and closing so that it should be implemented within business and project so that competition
could be raised. It is essential for Tesco to introduce the food package consisting three dishes as
per the taste of customers and use planning element that is related to scope management. While,
controlling function arises in regard to document tracking, approving and disapproving project in
Tesco and thus improve its efficiency so that set targets could be achieved. There are different
type of element that are involved in scope of management plan. In this context, they are as
follows:
Approach: As per this element, it is important for the firm to makes sure that they define
the project that they are willing to achieve. This context, the project for Tesco is to introduce a
new like of product in which the division will be made for ready-made product (Leach, 2014).
This will be beneficial for the firm as the rate of ready made products are increasing and by
developing project in this area will be beneficial.
WBS: As per the project, it is important for Tesco to introduce new employees who will
support for the firm in make the product develop to make them reach customers. For this
purpose, it includes workers form marketing, finance, operations, etc.
Roles and responsibilities: In order to achieve the plan. It is essential for Tesco to make
sure that they select skilful and knowledgeable work who will be able to support the firm in
order to achieve their desired goals and objectives (Chang, Chu and Lin, 2015). Their roles and
responsibilities should be determined.
b) Range of tools and techniques used for this purpose
For this purpose, there are different set of tools that will be required in regard to
introduce the food package consisting three dishes as per the taste of the customers. In this
context, some of them are as follows:

Monitoring: All the employees who are required for the project to be achieved, proper
monitoring of their performance will be done this will enable to make sure that they are skilful
enough or not so as to achieve the desired goals and objectives. Further 360 degree feedback will
be performed (Chang, Chu and Lin, 2015). This will help to know where the worker stand. As
per the analysis made, management will be able to select the most effective workers.
Evaluation of cost: The cost will be evaluated so that the activities planned can be
completed effectively and efficiently.
Stakeholder analysis: It could be assessed that stakeholder influences and interests their
document and needs, wants and expectations. It is essential to identify the stakeholder analysis so
that needs and wants of stakeholders could be assessed at the time of ntroducing the food
package consisting three dishes as per the taste of the customers
Product analysis: It is one of the crucial method for translating project objective i.e.
introduce the food package consisting three dishes as per the taste of the customers into tangible
deliverable and requirement. Product breakdown system helps in analyzing, value engineering
and functional analysis so that set targets could be attained.
2 Describing how scope statement evolves thorough the life cycle of current project and
approaches to manage the scope
The scope statement will be evolved through the life cycle of project in such a manner
that all activities can be integrated effectively. Here, members are informed regarding their task
and they are informed regarding their task. The below mentioned image is showing the
promotion of scope statement among the entire project team.
According to the project manager defines roles and responsibilities of each members
associated in the team. This helps members to complete their task effectively and integrate all

business activities so as to derive the valid outcome for the business. With the application of
such kind of aspects corporation integrate all related resources and enable project manager to
accomplish all related activities is the right direction. This proves to be effective for deriving the
valid outcome and support corporation to cater the requirement of all related parties. However,
individual will be allotted work in accordance with their capacity or quality. In addition to this,
project boundaries is also defined by the management of the project so that all people abide by
the same and do not go beyond it (Jansen, 2014). Moreover, the clear documentation is provided
for entire project team through which people allotted their respective task can understand
regarding the same. Scope statement evolves around the life cycle of current project of Tesco and
approaches in relation to manage scope and then introduce the food package consisting three
dishes as per the taste of the customers. Thus, identifying such current scope and then manage
the project in regard to attract more number of customers. It is significant for firm to evolve
around the scope and thus develop approaches to managing scope through the life cycle so that
needs of customers could be fulfilled.
Moreover, formal meeting will be organized for providing the information. At the same
time another mode of communication such as Mail and notice board are used in order to clear
specify the responsibility of each team member sin the light of scope of project. In this manner,
current project related to introducing new food package will be effectively implemented.
3 Providing two examples of the challenges in managing the scope of the projects
The effective scope management reflects to clear communication related to the project
among the responsible personnel. This in turn corporation should focus on better communication
which should always be two way. This assists business to support the organizational activities
effectively and enable project manager to work on the issues which are being faced in the
management of effective project (Rees-Caldwell and Pinnington, 2013). Following are the two
challenges that is being faced in regard to manage the scope of the project i.e. to introduce the
food package consisting three dishes as per the taste of the customers. This assists business to
ensure better integration of project related activities. These two examples are listed as follows- Poor team composition- It is the greatest barrier in completing the project in a right
manner under which project manager do not compose the right kind of team. For
example, people from different background and varied culture are associated who face

issue in understanding the views of each other. Such kind of team formation leads to
affect the scope of project in a negative manner as people will not be understood about
the requirement of the same. Owing to this, they might some wrong thing under the
project which does not suit as per the standards. For instance, at the time of introducing
the food package consisting three dishes as per the taste of the customers, it is essential
for firm to involve skilled team composition so that product could be delivered to
customers quickly. However, if poor team composition does not exist than it affects the
team members working within firm.
 Poor communication- Under this management need to ensure that appropriateness mode
of communication is selected. For example, if only formal communication is held and
everything is told to team members in the meeting then it might be possible that they do
not understand the exact requirement of the business (Too and Weaver, 2014). It affects
the operational activities to a great extent and scope of the project will be not clarified.
However, they face issue in understand the basic requirement of the project and work
areas which is allotted to them. For example of the workforce might get clarification from
personal notice related to their work areas. Tesco at the time of introducing the food
package consisting three dishes as per the taste of the customers requires poor
communication but if it lacks in communicating with each other than required product
would not be delivered and thus it affects the sale of goods.
4
a) Issues in managing the scope of projects
The are several issues faced under the management of project management which must
be considered by manager in order to address those issues. For this purpose, some common
issues such as ambiguity which force employees work unnecessary and consider the less relevant
areas which merely to consume the time and affect the duration allotted for completion of the
project. It happens due to income definition of the some specific schedule associated with the
project. This leads to increase the cost of project to a great extent and set criteria of project are
not on right time (Beringer, Jonas and Kock, 2013). Apart from this, un-collaborative scope is
another major issue associated with scope of project under which misinterpretation related to
requirement of project affect the stakeholders or other parties associated with the project.

Moreover, the issue related to transience under which scope creep affect the operational
efficiency to a great extent. For this purpose, it is important to integrate all related activities and
make the members understand about the basic requirement of the project. The issue faced in
managing the scope of project i.e. introduce the food package consisting three dishes as per the
taste of the customers therefore, poor communication and lack of team composition affects to
attain scope of project. Also, problem is being faced in regard to identify and record the project
in relation to manage the scope.
b) documenting the recommended improvements
There are several kind of recommendation which can be provided for the purpose of
completing the project in accordance with set specification. For this purpose, minute of progress
meeting can be organized under which workforce are allowed to raise the queries and
accordingly they take part in the process of completing the plan or project on the right time. In
addition to this, e-mail and informal meeting take place between project managers and members
associated with the project. This in turn they can detail information related to specific
requirement and resolve the potential issues which are being faced by the workforce. Apart from
this, proper involvement of employees should be there so they contribute towards completing the
related activities of project in the right manner. This aids to ascertain the growth and
development of the project (Teller, Kock and Gemünden, 2014). Moreover, inclusion of right
kind of personnel and preparing the right schedule of the project is important for resolving such
kind of issues involved under the project. This in turn business or project of Tesco will be
implemented and completed on right time as per the set standard. Hence, communication of
scope of project should be done properly. Business should bring improvements in relation to
introduce the food package consisting three dishes as per the taste of the customers in attractive
form. Thus, it is essential for them to carry out effective documented and disseminated so that
information could be delivered to customers through effective channel so that sales could be
enhanced.
CONCLUSION
Scope management of project must be managed effectively through the help of clear
communication and investment of right kind of resources. This proves to be effective to allocate
all kind of resources in accordance with the requirement of the project. It can also be said that.

Strategic management of action can be implemented under the project for the purpose of meeting
the scope in the right manner and catering the requirement of all related stakeholders effectively.
The communication related aspect must be done effectively under the project
management through which business can effectively conduct all the operational activities. The
employees associated with the project can be informed by using the uniform procedure.
However, the aspect related to meeting must be in trend so as to ensure better integration and
completing the all project related activities effectively. This facilitates to meet operational
objectives of the business. It can also be concluded that collaborative practices can be
implemented to line up the activities related to project and meeting the expectations of related
stakeholders. However, it might be typical to resolve these particular issues on time. Owing to
this, workforce can be participated in the decision making process. Apart from this, document
related to communication and project must be distributed on right by specifying the roles and
responsibilities of each involved person. This leads to complete the project under consideration
in a successful manner and determine the long run success of the business.

REFERENCES
Journals and books
Beringer, C., Jonas, D. and Kock, A., 2013. Behavior of internal stakeholders in project portfolio
management and its impact on success. International Journal of Project Management.
31(6). pp.830-846.
Bryde, D., Broquetas, M. and Volm, J.M., 2013. The project benefits of building information
modelling (BIM). International journal of project management. 31(7). pp.971-980.
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Chang, A. A. P., Chu, B. T. J. and Lin, C. J. D., 2015, June. Study of scope of intelligent green
building project management definition. In Environmental Science and Information
Application Technology: Proceedings of the 2014 5th International Conference on
Environmental Science and Information Application Technology (ESIAT 2014). Hong
Kong, November 7-8, 2014 (p. 7). CRC Press.
Heagney, J., 2016. Fundamentals of project management. AMACOM Div American Mgmt Assn.
Jansen, S., 2014. Measuring the health of open source software ecosystems: Beyond the scope of
project health. Information and Software Technology. 56(11). pp.1508-1519.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Leach, L. P., 2014. Critical chain project management. Artech House.
Rees-Caldwell, K. and Pinnington, A.H., 2013. National culture differences in project
management: Comparing British and Arab project managers' perceptions of different
planning areas. International Journal of Project Management. 31(2). pp.212-227.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Snyder, C. S., 2014. A Guide to the Project Management Body of Knowledge: PMBOK (®)
Guide. Project Management Institute.
Teller, J., Kock, A. and Gemünden, H.G., 2014. Risk management in project portfolios is more
than managing project risks: A contingency perspective on risk management. Project
Management Journal. 45(4). pp.67-80.

Too, E.G. and Weaver, P., 2014. The management of project management: A conceptual
framework for project governance. International Journal of Project Management. 32(8).
pp.1382-1394.
Turner, R., 2016. Gower handbook of project management. Routledge.
Online
What is Project Scope Management?. 2017. [Online]. Available through:
<https://www.thebalance.com/what-is-project-scope-management-3875060>. [Accessed
on 20th April 2017].
Project scope management. 2017. [Online]. Available through:
<http://www.preparepm.com/notes/scope.html>. [Accessed on 20th April 2017].

APPENDIX
Scope statement guideline
Rule No.: _________
Relating to: __________
Rule Type:_________
1. Nature/Findings of emergency :
2. Description of the objectives:
3. Description of the existing policies:
4. Detailed explanation of statutory authority:
5. Amount estimated:
6. Description of all entities:
7. Summary and preliminary comparison:
8. Anticipated economic impact:
9. Anticipated number, month and locations:
Contact Person: