SOP: Scope Confirmation

1. Purpose

The purpose of this SOP is to ensure that project scope is explicitly validated and agreed upon by both client and delivery teams after kickoff. This prevents misunderstandings, manages change effectively, and provides a baseline for execution.

2. Scope

This SOP applies to:

  • All projects post-kickoff where execution is about to begin.
  • Delivery Managers, Project Managers, Pre-Sales Consultants, and Client Stakeholders.
  • IT Services & SaaS engagements across SMB, mid-market, and enterprise clients.

3. Definitions

  • Scope of Work (SOW): Document outlining agreed activities, deliverables, assumptions, and exclusions.
  • Scope Confirmation Document: Final validated scope shared post-kickoff, based on SOW and client discussions.
  • Change Control Process: Formal mechanism for managing any deviations from agreed scope.

4. Step-by-Step Process

A. Trigger for Scope Confirmation

  • Client kickoff meeting completed (see Client Onboarding Meeting SOP).
  • All parties aligned on high-level goals, deliverables, and timelines.

B. Review of Scope (Internal)

  1. Delivery Manager reviews signed proposal and SOW.
  2. Project Manager extracts key deliverables and milestones.
  3. Pre-Sales (if involved) validates technical feasibility.
  4. Document potential gaps, dependencies, or risks.

C. Drafting Scope Confirmation Document

  1. Structure must include:
    • Project overview (objectives, context).
    • Final deliverables list.
    • Exclusions (not part of scope).
    • Timeline & milestones (high-level).
    • Roles & responsibilities (client vs. internal).
    • Dependencies/assumptions.
    • Risk register (initial version).
  2. Use standardized template maintained in repository.

D. Client Validation & Sign-Off

  1. Delivery Manager shares draft scope confirmation document with client.
  2. Conduct a short review call to walk through scope line by line.
  3. Address clarifications and update if needed.
  4. Secure formal approval via:
    • Client signature on scope confirmation document, OR
    • Email confirmation attached to repository.

E. Post-Sign-Off Actions

  1. Store signed scope confirmation document in Project Tool folder.
  2. Link approved scope to CRM opportunity and Delivery workspace.
  3. Any changes raised later → handled through Change Control Policy.
  4. Project execution begins based on confirmed scope.

5. Roles & Responsibilities

  • Delivery Manager: Leads scope confirmation process, obtains client approval.
  • Project Manager: Extracts deliverables, timelines, and prepares scope draft.
  • Pre-Sales Consultant: Provides technical validation if scope is complex.
  • Client Stakeholders: Validate and approve scope.
  • Sales Rep: Supports clarification during first month if disputes arise.

6. Governance, Violations & Consequences

  • Project execution cannot begin until scope confirmation is signed.
  • Unapproved changes → automatically escalated to Change Control process.
  • Missing client confirmation → project flagged “On Hold” in Project Tool.

7. Review & Ownership

  • Document Owner: Head of Delivery.
  • Review Cycle: Per project; quarterly for template updates.
  • Version Control: Scope confirmation template maintained in repository.