HKSM

A documented plan that explains how project and product scope will be defined, approved, validated, and controlled. It sets roles, processes, and tools for creating and maintaining the scope baseline or backlog.

Definition

A documented plan that explains how project and product scope will be defined, approved, validated, and controlled. It sets roles, processes, and tools for creating and maintaining the scope baseline or backlog.

Key Points

• Part of the overall project management plan and tailored to predictive, hybrid, or agile delivery methods.
• Addresses both product scope (features) and project scope (the work to deliver them).
• Explains how requirements translate into scope and how the WBS or product backlog will be built.
• Defines acceptance criteria and who approves deliverables and the scope baseline.
• Specifies how scope changes are evaluated, approved, and incorporated into plans and baselines.
• Integrates with schedule, cost, quality, and change control to manage scope performance.

Purpose

Provide a clear, shared method to define what is in and out of scope and how scope decisions are made. Reduce scope creep by setting a consistent approach for evaluating changes and gaining acceptance. Enable alignment among stakeholders on how the WBS or backlog is created and maintained.

Typical Sections

• Scope definition approach (predictive, hybrid, agile).
• Roles and responsibilities for scope activities and approvals.
• Requirements-to-scope linkage and traceability approach.
• WBS or backlog creation and maintenance strategy.
• Scope baseline components and approval process.
• Scope validation and acceptance criteria.
• Change control process for scope changes (including thresholds and decision rights).
• Variance monitoring and reporting (metrics, tolerances, and escalation).
• Tools, templates, and repositories to be used.
• Tailoring considerations and interfaces with other plans (schedule, cost, quality).

How to Create

• Confirm delivery approach and tailoring with the team and key stakeholders.
• Define how requirements will be gathered, analyzed, and traced to scope items.
• Decide whether to use a WBS (predictive/hybrid) or a backlog (agile/hybrid) or both.
• Document roles for scope definition, review, approval, and validation, including sign-off authorities.
• Set criteria for defining done and acceptance for deliverables and increments.
• Establish the change control process: intake, impact analysis, decision-making, and update steps.
• Identify metrics and thresholds for scope performance (e.g., requirement volatility, rework rate).
• Select tools and templates (WBS dictionary, backlog tool, change request form).
• Align with related plans (requirements, schedule, cost, quality, risk, configuration).
• Review the draft with sponsors and key stakeholders and secure approval.

How to Use

• Guide creation of the WBS and WBS dictionary or the product backlog and definition of done.
• Direct scope validation activities and formal acceptance of deliverables.
• Screen and process change requests consistently using the documented steps.
• Inform planning for schedule and cost by defining how scope is decomposed and estimated.
• Communicate scope boundaries, decision rights, and approval checkpoints to the team.
• Track scope performance and trigger escalations when thresholds are exceeded.
• Support audits and governance by providing a single reference for scope practices.

Maintenance Cadence

• At project start and after major tailoring decisions.
• At phase gates or key milestones to confirm continued fit.
• For adaptive teams, during release planning or when governance rules change.
• When significant scope control issues arise or thresholds are breached.
• After approval of major process changes by the change control authority.

Example

Excerpt from a scope management plan for a hybrid project:

• Approach: Use a WBS for regulatory deliverables and a product backlog for feature development.
• Roles: Product owner approves backlog items; sponsor approves scope baseline changes; PM coordinates impact analysis.
• Definition: WBS decomposed to work package level; backlog items have acceptance criteria and definition of done.
• Validation: Demonstrations each sprint; formal sign-off at phase gates for regulatory documents.
• Change Control: Requests logged in the change register; PM facilitates impact analysis; CCB decisions within 5 business days; approved changes update the baseline/backlog and are communicated to all stakeholders.
• Metrics: Requirement volatility under 10% per release; rework rate under 5% of effort; escalate when thresholds exceeded.

PMP Example Question

A stakeholder proposes adding new features during execution. What should the project manager do first?

1. Log the change and implement it after the team agrees.
2. Review the scope management plan and follow the defined change control process.
3. Reject the request because it is scope creep.
4. Add the features to the backlog immediately to maintain velocity.

Correct Answer: B — Review the scope management plan and follow the defined change control process.

Explanation: The scope management plan defines how scope changes are evaluated and approved. Following it ensures consistent governance and proper impact analysis before any implementation.