How to Create a Scope Baseline

A scope baseline describes product, service, or result boundaries and acceptance criteria, includes a project scope statement and work breakdown structure, and can only be changed through a formal change management process documented in a project management plan.

You draft the scope baseline based on the information from the project charter and scope management plan. Next, you collect requirements from the project team and client stakeholders at discovery meetings; this helps in setting realistic goals and ensuring the project meets the desired outcomes. Shortly after the discovery meetings, and using the requirements, you finalize the scope statement; this serves as a reference point and ensures everyone involved is on the same page about what is being delivered. Finally, you create a work breakdown structure based on input from the project team and client stakeholders; this helps in better planning, resource allocation, and tracking progress.

Access our Scope Baseline Template (includes examples)!

Steps for How to Create a Scope Baseline

Keep reading to learn how to create a scope baseline:

• Requirements
• Scope Statement
• Work Breakdown Structure

Requirements

The first step to create a scope baseline is to create the requirement documents. During the planning phase, the project team completes research and holds discovery meetings to discuss the specific features and functionalities that need to be included in the project deliverables, and then creates a requirements document (or spreadsheet) for the product, service, or result. This helps in setting realistic goals and ensuring the project meets the desired outcomes.

Ask the project team these questions to confirm the requirements:

• What are the goals or objectives of the project?
• What are the major deliverables and outcomes expected from the project?
• What are the requirements for each deliverable?
• What are the key features or functionalities that the deliverables should have?
• Are there any technical requirements or constraints that we should consider?
• Are there any dependencies or integrations with other systems or projects?
• Are there any specific design or branding guidelines that we should follow?
• Are there any specific user requirements or user experience considerations?
• What are the scalability or future expansion requirements for the deliverable?
• Are there any other relevant considerations or requirements that we should consider?

Scope Statement

Next, the project team creates a scope statement. During the planning phase, the project team uses the project charter, scope management plan, and requirements document to create a scope statement that outlines the project deliverables, constraints, assumptions, and any other relevant details for the product, service, or result. The team member(s) responsible for the deliverables typically develops the scope statement, but you should also add or reference the final scope statement in the project management plan. This serves as a reference point and ensures everyone involved is on the same page.

Ask the project team these questions to create the scope statement:

• What are the goals or objectives of the project?
• What are the major deliverables and outcomes expected from the project?
• What are the major phases or key milestones of the project?
• What are the boundaries and constraints of the project (e.g., time, budget, resources)?
• Are there any specific exclusions or items that are out of scope for this project?

Work Breakdown Structure

Finally, you create a work breakdown structure (WBS). During the planning phase, you use the project charter, scope management plan, and scope statement to create a WBS by identifying and dividing the project deliverables into smaller phases, tasks, and subtasks. This provides the project team with the WHAT for the project and helps in better planning, resource allocation, and tracking progress. During the planning phase, you document the work breakdown in a document, spreadsheet, or project management software.

To develop a WBS:

• the project name should be at the first level;
• the final deliverables should be the second level;
• the phase deliverables should be the third level;
• and the tasks to complete each deliverable should be the lower level(s).

‍

Ask the project team these questions to create the work breakdown structure:

• What are the goals or objectives of the project?
• What are the major deliverables and outcomes expected from the project?
• What are the major phases or key milestones of the project?
• What specific tasks or activities do we need to complete for each deliverable?
• Are there any administrative or management tasks that we should account for?
• Are there any communication or coordination activities that we should account for?
• Are there any procurement or vendor management activities that we should account for?
• How can we break down each task into smaller sub-tasks?
• Are there any specific testing or validation activities we need for the project?
• Are there any project closure or handover activities that we need to account for?
• Are there any other relevant tasks or activities that we should consider for this project?
• Which tasks do we need to complete before other tasks can start?
• What are the dependencies between each task?

What’s Next?

Once you create the scope baseline, including the requirements document, WBS, and scope statement, you are ready to create the rest of the planning documents and execute on the work for your project.

Check out How to Plan Your Project for more information on the next steps to plan a project.

Check out How to Control Your Project’s Scope (coming soon) for more information on how to manage your project’s scope.