Scoping a Project

Establishing Project Objectives and Terms of Reference

Organisational and policy projects are complex and project objectives need to be specified on a broad scale. In particular, the project needs to be defined to take account of the requirements/desires of the key stakeholders - those with a vested interest in the outcomes of the project.

For these projects, the following two-stage process is the best approach.

Step 1 Establish Stakeholders Requirements

Review of the various stakeholders of the project and their requirements.

Brainstorm to establish the stakeholders of the project - those with a vested interest in the project and its’ outcomes
For each stakeholder, establish the key criteria (four or five) by which they will assess the success of the project - what will make them say that the project is a success..

Step 2 Develop Project Mission/Terms of Reference

Developing a project mission statement to satisfy those criteria.

Write an overall definition and description of the project and its aims (possibly including cost, time and quality),
Then formulate project objectives for each of the major stakeholders.

Step 1 Analysis of Stakeholder Requirements

Stakeholders Diagram

Step 2 Develop Project Mission/Terms of Reference

Project to introduce Project Management Training

Overall Description

To develop and introduce project management training into the organisation for managers who manage projects as part of their wider responsibilities. Training to be cost effective and start late 1999.

Key Objectives

For the Managers & Staff; to provide training for managers and staff which is practical and relevant, and which builds skills and confidence in their ability to manage their projects and produce successful outcomes.
For Senior Management; to support them with a programme of training which will lead to an increase in the organisation’s project management capability, and a consistent approach to its management of projects.
For the IT Unit; to support rather than conflict with the established PRINCE methodology used by the IT Unit in project managing IT projects.
For the Human Resources Unit; to ensure that it has project management training, which is leading edge, which fits with its other training, and which is seen to make a significant contribution to the organisation’s effectiveness and capability.

Note:

We find this approach provides the best balance between on the one hand taking account conflicting requirements and on the other having a clear project focus.
It needs to be done during the initial scoping study (perhaps updated later) and is best done with the project team, possibly supplemented by key stakeholder representatives. This not only creates a better mission statement but is also excellent team-building.
The resulting project mission statement then provides an excellent basis for the project scoping report and for discussions/negotiations with the Project Sponsor and possibly certain key stakeholders.
When agreed with the Sponsor, this then forms the terms of reference.