Scope management plan template

For every project, there are three interdependent constraints: timeline, budget, and scope. But while a project's timeframe and budget get the majority of attention during planning, scope is just as important, and often overlooked. A project scope management plan template helps your team define scope for every new project, so you can hit your goals on time and on budget.

In this article, you'll learn what a scope management plan template is, who's responsible for creating one, the four components it should include, and how to build a reusable template that keeps your projects focused and on budget.

What is project scope?

Project scope defines the boundaries of your project, what will be delivered, the deadlines, the budget, and the deliverables required for success. When you define your project scope before work begins, you can allocate resources effectively and set realistic expectations for stakeholders.

Project scope management comprises a variety of related initiatives, including:

• Scope creep: When a project grows beyond its original scope with additional deliverables, an extended timeline, or more costs than originally planned.

• Project management triangle: The trifecta of project management: scope, budget, and timeline. When you coordinate all three of these properly, you complete your projects without needing additional resources.

• Project scope statement: Guidelines to help your team determine what's in and out of scope.

• Project scope management plan: The plan you use to define and oversee your project scope.

What is a project scope management plan template, and do you need one?

A project scope management plan template is a reusable template you can use to plan a new project's scope. With a project scope management plan template, you can standardize project scope across your program or project team.

Many teams overlook project scope, either prioritizing it below budget and timeline or skipping it entirely, but scope is just as important as every other component of the project management triangle. Brushing over it can result in scope creep and an overworked, under-resourced team. A project scope management plan template makes it easy to define the scope for every project you launch, so you're more likely to hit your deliverables on time and on budget.

Benefits of using a project scope management plan template

The main benefit of creating a project scope management plan template is that it encourages everyone on your team to define the scope for each new project. In addition, your template gives you full scope control over your projects. Thanks to your template, you can:

• Standardize the project scope management planning process.

• Get buy-in from stakeholders, especially leadership, who want to ensure that the project is viable.

• Allow new team members to step in and manage projects because processes are already established.

Who creates a scope management plan?

The project manager typically leads the creation of the scope management plan, but they don't do it alone. The following people usually contribute:

• Project manager: Owns the plan and coordinates input from all parties.

• Project sponsor: Provides strategic direction and approves the scope.

• Team members and subject matter experts: Offer insights on what's realistic and required.

• Executive leadership: Ensures the project aligns with organizational goals.

• Project management office (PMO): In larger organizations, it sets the standard template that project managers customize.

No matter who takes the lead, the key is to involve the right people early so everyone is aligned on what's in scope before work begins.

4 components of a scope management plan

A strong scope management plan is built on four core components. Each one plays a specific role in defining, tracking, and controlling what your project will deliver.

1. Project scope statement: The foundation of your plan. It outlines the project's goals, deliverables, boundaries, and assumptions, answering the essential question: what will this project accomplish, and what's excluded?

2. Work breakdown structure (WBS): The WBS breaks your scope statement into smaller, manageable tasks and sub-tasks. It gives your team a clear, visual view of all the work required.

3. Scope baseline: The approved version of the scope statement and WBS, serving as your reference point for measuring progress and your project baseline for future changes. If something changes, you compare it to the baseline to understand the full effect on your project.

4. Scope verification: The process of formally accepting completed deliverables. It ensures each deliverable meets the defined acceptance criteria and that stakeholders sign off before the project moves forward.

Project scope management plan template sections

Your project scope management plan template is the backbone of your project scope processes. This is where you'll define scope, set expectations for stakeholders, and set up your project plan.

If you're using project management software, you can use your template teamwide to ensure that you're always communicating the right information during the scope management process. When you create your template, be sure to include sections (like the ones below) to define scope throughout the entire project lifecycle.

Project deliverables that are in scope

One of the main goals of your project management plan template is to establish which items, metrics, or tasks must be completed for this project to succeed. Your deliverables can be smaller items (such as completed project documents) or larger outputs (such as the launch of your new website). Connect these deliverables to your goals and team-wide objectives to ensure that every deliverable supports these larger initiatives.

Work breakdown structure

Your work breakdown structure (WBS) breaks your deliverables into the sub-tasks you need to complete to finish each larger task. Including a WBS section in your template helps your team track critical sub-deliverables and key dependencies. This WBS should include your project objectives, your project scope statement, and project schedule, all displayed visually.

The project timeline

Include your project timeline here so you can track your project's progress against key deadlines and milestones. Use flexible software, such as a project management tool, so you can update your timeline as your scope changes without having to manually edit every date.

Work that is out of scope

It's just as important to define what isn't in scope as it is to define what you're working towards. Setting these boundaries gives everyone realistic expectations and a shared understanding of what's needed for project success. If a stakeholder requests something out of scope later on, you can point to this section and explain that it wasn't part of the original plan.

Stakeholder RACI or RAPID

Your project stakeholders, team members, project sponsors, and executive leadership want to be involved, and that's a good thing. But without careful guardrails, even well-meaning stakeholders can accidentally derail a project, leading to scope creep. To prevent this, use stakeholder assignment charts (such as RACI or RAPID) alongside a stakeholder engagement plan template to clearly define each stakeholder's responsibility.

A change control process or form

Even the best-planned projects run into unexpected changes, and while you want your scope to be firm, it shouldn't be completely set in stone. A change control process allows stakeholders to submit change requests that may affect the project scope. With a change control form, you can capture why the change is being requested, what the effect is, and whether it's worth including in your project.

How to create a project scope management plan template

Start by reviewing your recent scope plans to identify what information your template needs. Here's how to build one that works for your team:

• Audit past projects: Look at recent scope management plans and identify which sections and requirements are universal across your program or team.

• Include sections for recurring work: If you always create design prototypes, for example, add a dedicated section for that in your template.

• Customize for your workflow: The most effective scope management plan is the one that fits your work, your team, and your organization.

6 steps of project scope management

Whether you follow PMBOK guidelines or a similar methodology, project scope management typically follows six steps. Understanding these steps helps you see how your scope management plan template fits into the bigger picture.

1. Plan scope management: Define how your project's scope will be documented, validated, and controlled. This is where your scope management plan template comes in, setting the standard for every step that follows.

2. Collect requirements: Gather input from stakeholders, team members, and subject matter experts to understand what the project needs to deliver. Document these requirements clearly in a business requirements document so nothing is left to assumption.

3. Define scope: Write your project scope statement, outlining the deliverables, boundaries, and exclusions. This is your team's reference point for what's in and out of scope.

4. Create WBS: Break down your deliverables into smaller, manageable tasks using a work breakdown structure. This gives your team a clear, visual view of all the work required.

5. Validate scope: Review completed deliverables with stakeholders to confirm they meet the acceptance criteria defined in your scope statement. This step ensures that what you deliver matches what was agreed upon.

6. Control scope: Monitor the project for changes and manage any scope change requests through your change control process. This step helps you catch and address scope creep before it derails your project.

By following these six steps, you create a repeatable process that keeps your projects focused and your stakeholders aligned from planning through delivery.

Get started with scope management

A well-built scope management plan template sets every project up for success. When your team has a consistent way to define boundaries, track deliverables, and manage changes, you spend less time on confusion and more time on the work that matters.

With Asana, you can create a reusable scope management plan template that your entire team can duplicate for every new project. Define your deliverables, assign stakeholder roles, set timelines, and track progress, all in one place. Get started and bring clarity to every project you manage.

Integrated features

• List View. List View is a grid-style view that makes it easy to see all of your project's information at a glance. Like a to-do list or a spreadsheet, List View displays all your tasks at once so you can see not only task titles and due dates but also relevant custom fields such as Priority, Status, and more. Unlock effortless collaboration by giving your entire team visibility into who's doing what by when.

• Board View. Board View is a Kanban-style board that displays your project's information in columns. Columns are typically organized by work status (like To Do, Doing, and Done), but you can adjust column titles depending on your project needs. Within each column, tasks are displayed as cards, with a variety of associated information, including task title, due date, and custom fields. Track work as it moves through stages and get an at-a-glance insight into where your project stands.

• Reporting. Reporting in Asana translates project data into visual charts and digestible graphs. By reporting on work where work lives, you can reduce duplicative work and cut down on unnecessary app switching. And, because all of your team's work is already in Asana, you can pull data from any project or team to get an accurate picture of what's happening in one place.

• Project status updates. Say goodbye to sorting through multiple tools to find project status information, or to sitting through another meeting that could have been an email. Project status updates in Asana aren't just easier to use; they're also directly connected to the work your team does. This makes it easy for team members to access additional project information, like your project plan, communication plan, project goals, milestones, deliverables, and more. Ultimately, project status reports reduce your manual work, centralize information, and keep everyone up to date.

Recommended apps

• Google Workplace. Attach files directly to tasks in Asana using the Google Workplace file chooser built into the Asana task pane. Easily attach any My Drive file with just a few clicks.

• OneDrive. Attach files directly to tasks in Asana using the Microsoft OneDrive file chooser built into the Asana task pane. Easily attach files from Word, Excel, PowerPoint, and more.

• Lucidchart. The Lucidchart + Asana integration seamlessly embeds diagrams, flowcharts, process maps, and wireframes into your Asana project. Important project context lives right where you need it: in Asana. Teams can have easy access to all the right information as they work, without switching between different applications.

FAQs about scope management plan templates