Project Management Guide

Overview

Project Scoping Report

1. Title of project

2. Introduction/Background

A description of the background to the project including how the project came about, what the project is about, why we are undertaking the project, and what in very broad terms the outcome of the project will be to the organisation.

3. Mission Statement

A brief (5 to 10 line) overall definition and description of the project and its aims including some reference to likely timescales, budget and resources, and what the project will aim to deliver.

4. Key Objectives

A listing of the main stakeholders of the project with a statement for each of what the project will aim to deliver to them.

5. Project Organisation - Outline description

This should cover those actively involved in carrying out the project, i.e. Project Sponsor, Project Manager, Project support, the project team – and the key responsibilities and delegations. Also any other key contributors needed – specialist support, contractors, etc.

6. Equal Opportunities

Company Equal Opportunities statement.

7. Project Planning - Resource Requirements

This section identifies all the resources that will be needed for your project, including indicative dates for when the resources will be needed.

The complete list of activities and tasks to be carried out showing the units and people needed to do them should be drawn up. These activities should then be charted, this can be done in a variety of ways; Critical Path Analysis, Gantt Chart, milestone plan.

8. Benefits & Costs Analysis in Outline

A brief statement of the main benefits to be gained from undertaking this project and the main costs which will be incurred and which need to be controlled and contained.

9. Risk Assessment in Outline

The mains risks - implementation issues which may delay the project. The priority ones identified through a Hi-lo analysis, with suggestions as to how they could be averted.

This is best done with the project team and relevant others. Involves trying to establish what events are likely to throw the project seriously off course. The following should be worked through:

• Create a ‘risk register’ by brainstorming all the events that could cause problems for the project (think about the implementation issues)
• Map all the risks on a Hi-Lo diagram

10. Costs

This section should provide details of the project budget, including:

• Cost of external consultants
• Workshops & meetings
• Travel and subsistence
• Printing
• Publications
• Operational costs, IT, Contracts, Finance, Personnel, Secretariat
• Infrastructure
• Overall contingency (10% – see estimating guidelines)

Indicate when spend is likely to occur. There is no need to include details of internal staff costs unless more staff need to be recruited to do the work.
 

11. Timetable

A broad estimate of timings, in particular completion date and any other key milestones.

The project should be divided into stages or milestones and dates set against those milestones to determine the timescale and give a snapshot of where the project is at any given time. The following template should be used:

12. Project outcomes

What the project will deliver but in more detail than at section 2 above. This is critical to the success of any project because it will form the basis on which the project will be evaluated. For this reason it is important the deliverables are measurable. It is not good enough to merely state “ it will benefit the social care sector”. It needs to state how, why and when.

13. Project evaluation

To be used to identify when the project will be evaluated and how. This links to section 12 above and need not be too specific at the outset of a project but needs to be borne in mind as the project progresses and updated in the light of progress.
 

Revision History