Monitor and validate scope

Concepts

Monitor and Validate Scope is a crucial part of the Project Management Professional (PMP) exam. Understanding this concept plays a significant role in project planning and can be the deciding factor in a project’s success or failure. The aim of monitoring and validating the scope involves controlling the project’s requirements and ensuring that deliverables align with the project and product scope.

UNDERSTANDING MONITOR AND VALIDATE SCOPE

Scope monitoring involves tracking the project’s status and managing changes to the scope baseline. It ensures that the project remains on track and that any changes to the scope are properly documented, evaluated, approved, and managed. The process involves several tools and techniques such as variance analysis, requirement traceability matrix, performance reviews, and change requests analysis.

On the other hand, scope validation ensures that the deliverables meet the agreed-upon project and product requirements. It is often carried out by the project’s stakeholders during the inspection of the deliverables. This process confirms that the correct product has been produced based on the agreed-upon specifications.

WHEN TO MONITOR AND VALIDATE SCOPE

Monitor Scope activity takes place throughout the life of the project as it involves ensuring that the project stays within its planned scope. A vigilant project manager should monitor and control the project scope as soon as the project starts and continue until project closure, to flag and remediate any deviation from the project’s scope baseline.

Validate Scope should ideally be conducted at the end of each project stage or phase to approve the project’s deliverables. This process is crucial since it helps in identifying defects or variances in the early phases of the project and avoids the propagation of errors into subsequent phases.

TOOLS & TECHNIQUES FOR MONITORING AND VALIDATING SCOPE

Several tools and techniques are used in the process of monitoring and validating scope. Variance analysis, for example, involves examining the performance of the project to identify and understand any deviations from the scope baseline. The Requirement Traceability Matrix (RTM) is used to trace requirements back to the business need, opportunity, goal or objective that they address, and forward to the product components that implement them. This tool is crucial for managing the scope as it provides a clear overview of requirements fulfilment and identifies any scope creep or gold plating.

EXAMPLE OF SCOPE MONITORING AND VALIDATION

Let’s consider an example. Suppose a project’s scope involves constructing a building with a certain number of floors, rooms, and architectural features. The project manager must continuously monitor the project to ensure that the actual progress aligns with the planned progress. If any changes to the scope creep in, it is imperative to document, evaluate, and decide whether the project should be adjusted accordingly.

Towards the end of each phase, for instance, after constructing one floor, a scope validation is performed. This could involve a review by the architect or the client to ensure that the work performed matches the scope and design agreed upon. If the output meets the agreed scope, it is approved; if not, corrective measures or changes may need to be implemented.

In conclusion, for successful project management, understanding and effectively managing the project scope is crucial. By monitoring and validating the scope throughout the project life cycle, a project manager can ensure that the project remains focused on its agreed objectives and the deliverables satisfy the stakeholder’s requirements.

Answer the Questions in Comment Section

True or False: Validate Scope process is primarily concerned with validation of the project deliverables.

True

Explanation: Validate Scope is the process of formalizing acceptance of the completed project deliverables and forms a key aspect of scope management in project management.

The process to validate scope occurs during which Project Management Process Group?

A) Planning
B) Initiating
C) Executing
D) Monitoring and Controlling

Answer: D) Monitoring and Controlling

Explanation: The process comes under the monitoring and controlling process group, as it’s mainly about reviewing, inspecting, and verifying that the project deliverables have been completed as planned.

The Project Document that includes accepted deliverables and open claims is:

A) Project Statement
B) Quality Management Plan
C) Scope Management Plan
D) Lessons Learned Register

Answer: D) Lessons Learned Register

Explanation: Accepted deliverables and open claims are included in the Lessons Learned Register that is updated frequently throughout the project lifecycle.

True or False: Monitor and validate scope processes cannot exist without a Work Breakdown Structure (WBS).

True

Explanation: WBS is essential for scope monitoring and validating as it forms the baseline on which the project deliverables are compared and validated.

During the Validate Scope process, the main role of the stakeholders is to:

A) Create the project scope statement
B) Fix any defects identified
C) Formalize acceptance of the deliverables
D) Delegate work to the project team

Answer: C) Formalize acceptance of the deliverables

Explanation: During the Validate Scope process, the key role of the stakeholders is to formally accept the completed project deliverables.

True or False: Change requests are an output of the Monitor and Control Project Work process.

True

Explanation: Change requests are often triggered as an output of the Monitor and Control Project Work process when discrepancies or variances are identified in the project performance.

The primary benefit of Validate Scope is:

A) An improved understanding among stakeholders
B) Assurance that all work is complete
C) Decreased project risks
D) Formally ratified and accepted deliverables

Answer: D) Formally ratified and accepted deliverables

Explanation: The primary benefit of Validate Scope is bringing formal acceptance to finalized and accomplished project deliverables.

True or False: The purpose of the Validate Scope process is to keep the project on track, control deviations, and confirm that the project will meet the objectives outlined in the Project Scope Statement.

False

Explanation: The purpose of Validate Scope process is to formalize the acceptance of the project’s deliverables. Keeping the project on track and controlling deviations is the aim of Control Scope process.

In which project management knowledge area does the Validate Scope process belong?

A) Integration Management
B) Scope Management
C) Quality Management
D) Communications Management

Answer: B) Scope Management

Explanation: Validate Scope process falls under the project scope management knowledge area.

The Validate Scope process and the Control Quality process differ in that scope validation is primarily concerned with:

A) Acceptance of work results
B) Accuracy of work results
C) Policing the performance of the project team
D) Changing the scope baseline.

Answer: A) Acceptance of work results

Explanation: While Control Quality is focused on the correctness of the deliverables and meeting the quality requirements specified for the outputs, Validate Scope is focused on the acceptance of the project’s deliverables.