When estimating project coordination time, how can you determine the scope of a project?

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Estimating project coordination time is a crucial skill for any project coordinator. It helps you plan, monitor, and control your project resources and deliverables. However, estimating time accurately can be challenging, especially when the scope of the project is unclear or changing. In this article, you will learn how to determine the scope of a project and use it as a basis for your time estimation.

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Ioannis (Yiannis) Leontiou

B.Tech Civil Eng - MBA (CM) - Senior Project Controls Professional
Andrew Nicholson

Retired

1 What is project scope?

Project scope is the sum of all the work, features, and requirements that are needed to complete a project successfully. It defines what the project will and will not deliver, as well as the boundaries and assumptions of the project. Project scope is usually documented in a scope statement, which is a formal agreement between the project stakeholders and the project team.

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Ioannis (Yiannis) Leontiou

B.Tech Civil Eng - MBA (CM) - Senior Project Controls Professional
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Designers, who are usually the first to face this issue, and the ones who eventually identify the needs and define the project scope compile the Project Master Plan which is the bible of project scope. Then project scope gradually "grows" like a healthy grass and trees via design development where, proper designers repory we should understand Clients vision and designers intend

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Andrew Nicholson

Retired
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At tender stage understanding project scope is essential to produce accurate project activities, coordination and timescales. The contract conditions require the contract program to be structured in certain ways, one of the dilemmas for our industry is change. Change management is fundamental to determining the impact and implications on the contract program. Too much change can be devastating to a project therefore when change impacts are not fully determined the contract program becomes unmanageable and more often than not the contract becomes distressed.

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Kristen Fosses

Project Estimator, Shipping/Receiving Supervisor and CSR at Creative Label, Inc.
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Being the middle person in most projects we project scope a little differently. I like to say we "make things look pretty". We don't do the design or printing so we're not involved in entire project scopes. What usually ends up happening in our situation is we're left to make up for time line fails. We'll be asked to do the impossible and push out items within a day or two to make up for printing or design teams not meeting their scheudle.

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2 Why is project scope important for time estimation?

Project scope is important for time estimation because it helps you break down the project into manageable tasks and activities. By identifying the scope of each task and activity, you can estimate how long they will take, what resources they will need, and how they will depend on each other. This way, you can create a realistic and reliable project schedule that reflects the scope of the project.

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3 How to determine the scope of a project?

To determine the scope of a project, you need to follow a systematic process that involves several steps. These include collecting and analyzing project requirements from stakeholders, customers, and users; defining project objectives, deliverables, and acceptance criteria; identifying project constraints, risks, and assumptions; creating a work breakdown structure (WBS) to divide the project scope into smaller components; and developing a scope statement to summarize and communicate the scope to stakeholders and the project team. To gather the necessary information, you can use various techniques such as interviews, surveys, focus groups, or workshops.

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4 How to use the scope of a project for time estimation?

Once you have determined and documented the scope of your project, you can use it as a basis for your time estimation. To do this, you need to estimate the duration of each task and activity in the WBS using methods such as expert judgment, historical data, analogies, or parametric models. Additionally, you should identify the dependencies and relationships between the tasks and activities by using a network diagram or Gantt chart. It's also important to add contingency and buffers to your time estimates to account for any uncertainties or variations that may occur in the project. Finally, review and validate your time estimates to ensure they are accurate and consistent with the project scope. Techniques such as peer review, benchmarking, or simulation can be used to evaluate and improve your estimates.

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5 How to manage the scope and time of a project?

Managing the scope and time of a project is an ongoing process that requires constant monitoring and control. To ensure the project scope and time are aligned and updated, you need to track and measure the project progress and performance. Compare the actual results with the planned results to identify any deviations or variances. Use tools such as status reports, dashboards, or earned value analysis to monitor and report the project status. Additionally, you must control and manage changes to the project scope and time. Evaluate and approve any requests or proposals that may affect the project scope and time with a change management process that defines roles, responsibilities, procedures, and criteria for managing changes. Finally, communicate and collaborate with stakeholders and the project team by informing them of any changes. Use communication methods such as meetings, emails, or newsletters to share information and exchange feedback.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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When estimating project coordination time, how can you determine the scope of a project?

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1 What is project scope?

2 Why is project scope important for time estimation?

3 How to determine the scope of a project?

4 How to use the scope of a project for time estimation?

5 How to manage the scope and time of a project?

6 Here’s what else to consider

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