Website Design Adelaide | Graphic Design Adelaide | Project Scope Document Methodology

Project scoping is a major component of project planning for both graphic design and website design...

...it helps bring your project in on time and within budget.

Project scoping is an important part of most project planning methodologies, whether it be as an incorporated component of a solution document, or as a stand alone project scope document.

A project scoping document is a separate document that defines the scope of a project at a “high level”, covering the problem areas and proposed solutions. For website design projects and online systems, the scoping document does not usually contain technical specifications; if needed this is normally covered in separate functional specification document.

Scope vs. Brief

A scoping document and a brief are two related but totally separate documents. A brief is usually produced by the client and gives a broad overview of the current perceptions, the project expectations, and outcomes.

A project scope document on the other hand, will seek to further define the current situation and issues, investigate and research the solutions, define what items are (and are not) important to the project, present benefits and recommendations, and provide associated costs for the solutions. For example a data connectivity scoping document on linking online and offline systems (i.e. data flowing between a website with an online shop, an accounting package and a client relationship management system) would contain an analysis of the current systems, investigations of the solutions, costs, recommendations for any new systems, and a defined project scope.

Investigating & researching Solutions

Scoping documents are frequently used to investigate, research and present proposed solutions to a problem. Typically the client may have an idea of the desired outcome, but not know the available solutions, or how to get there. The scoping document is therefore used to workout through the problems/issues; how they can be handled, what are the available solutions, and associated the benefits/drawbacks of each. This often involves looking at the trade off between the solutions, the costs and the times to complete.

Project Boundaries

A scoping document seeks to specify what lies within the boundaries of a project; (i.e. what it will and will not include). Clearly defining this is crucial as it allows the focus to be on the important aspects of the project and ensures that project does not go off on tangents, or expand unwittingly in size (scope creep). It also helps place constraints on the project, in order to provide a more creative outcome that truly addresses the problem.

Deciding on what will and what won’t be within the scope of a project is an important skill for graphic designers and website developers alike to possess. If the scope of a project is correct, then it is more likely that the project will be delivered on time, and within budget.

When is it produced?

At Proof Creative, project scope is frequently incorporated in the solutions proposal, with the production of a separate scoping document being reserved for projects that are complex, need custom programming, or require additional investigation (i.e. planning data connectivity between disparate business systems).

Cost to produce the Document

A scoping document is usually charged separately, with the price being negated when the solution goes into production. The reason for the separate cost is that production of a scoping document usually involves in-depth and unique discovery, investigation and research, and the application of acquired knowledge, in order to create the best solution(s) to the problem; and simply, that takes time and money.

This means there is recompense for the knowledge and skill that goes into the professional researching and planning of the solution, not just in its execution. There is often a misconception that all designers and developers possess the necessary knowledge base to accurately plan and execute custom solutions; this is frequently not the case.

Scope Creep

Scope creep (or project creep) is a term that refers to the incremental expansion of the scope of a project by introducing requirements that were not part of the initial planning of the project, and yet nevertheless fail to adjust the schedule and budget. So the project goes over time and budget for either the designer/developer,  the client or both. The scoping document seeks to addresses this issue by clearly identifying what is within the initial project plan. The project scope can then be expanded, if so desired, including an adjustment of the schedule and budget.

Technical Details

If the project requires documentation of the technical details (i.e. to specify custom requirements/programming, or complex systems), then the scoping document usually provides a high level guide for the production of a separate functional specification document.

In Summary

In essence, a professional scoping document is a high-level problem-solving document that presents the issues/problems, the solutions, expected efforts and associated costs to deliver the solutions. It is also used to help manage the expectations of both the client and the developer, and to assist in bringing the project in on time and budget. Project scoping is used within solution proposals and should really only be used as a separate document when required.

Where to next?

• Read about the solutions document
• Read about functional specification document
• Read about online & marketing strategic plans
• Read about design procedures & methodologies
• Schedule a meeting with us