How do you conduct a scope verification and validation process with your clients and sponsors?

1 Define the scope

The first step in the scope verification and validation process is to define the scope clearly and precisely. The scope is the set of features, functions, and outcomes that the project aims to deliver. You can use tools such as a scope statement, a work breakdown structure (WBS), and a requirements traceability matrix (RTM) to document the scope and link it to the project objectives and stakeholder needs. You should also establish the scope baseline, which is the approved version of the scope statement, WBS, and WBS dictionary.

2 Engage the stakeholders

The next step is to engage the stakeholders, especially the clients and sponsors, in reviewing and approving the scope. You should communicate the scope clearly and regularly, and solicit feedback and input from the stakeholders. You should also manage their expectations and address any issues or concerns they may have. You can use techniques such as workshops, meetings, presentations, and surveys to facilitate stakeholder engagement and obtain formal acceptance of the scope.

3 Perform scope verification

The third step is to perform scope verification, which is the process of confirming that the project deliverables meet the scope requirements and are acceptable to the stakeholders. You should use quality control methods, such as inspections, tests, audits, and reviews, to measure and evaluate the deliverables against the scope baseline and the quality standards. You should also document the results of the scope verification and obtain formal sign-off from the stakeholders.

4 Perform scope validation

The fourth step is to perform scope validation, which is the process of ensuring that the project deliverables meet the stakeholder expectations and provide the intended benefits. You should use value analysis methods, such as cost-benefit analysis, return on investment, and customer satisfaction, to assess the value and impact of the deliverables on the project objectives and the business goals. You should also document the lessons learned and the best practices from the scope validation and share them with the stakeholders.

5 Manage scope changes

The fifth step is to manage scope changes, which are inevitable in any project due to changing requirements, assumptions, risks, or opportunities. You should use a scope change control system, which is a set of procedures and tools to identify, evaluate, approve, and implement scope changes. You should also update the scope baseline and the project documents accordingly, and communicate the scope changes to the stakeholders.

6 Monitor and control scope

The final step is to monitor and control scope, which is the process of tracking and measuring the scope performance and variance throughout the project lifecycle. You should use performance indicators, such as scope variance, earned value, and schedule variance, to compare the actual scope results with the planned scope baseline. You should also identify and resolve any scope issues or risks, and report the scope status and progress to the stakeholders.

7 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?