Purpose
The purpose of this SOP is to establish a structured process for defining, documenting, and approving the project scope at Memorres. It ensures lean PM teams (1–3 members) can clearly articulate what is included in the project (in-scope) and what is excluded (out-of-scope). This explicit definition prevents scope creep, misaligned expectations, and disputes during delivery.
Projects often fail not because of technical shortcomings, but because stakeholders and delivery teams interpret the scope differently. This SOP provides Project Managers with a repeatable, evidence-based process to define boundaries, secure sponsor approval, and maintain discipline throughout the lifecycle. It links requirements to objectives, documents exclusions, and clarifies assumptions or constraints that directly influence scope.
By enforcing scope clarity early, lean teams can conserve bandwidth, plan effectively, and protect delivery timelines. The SOP also ensures that any future changes to scope are processed through the Change Request & Scope Control Policy, safeguarding governance while enabling controlled adaptability.
Scope
This SOP applies to all projects managed under the Memorres Project Management Department. It is mandatory during the Requirements & Scope Baseline phase, after requirements have been elicited and validated. The SOP covers the preparation of the Scope Statement, identification of in-scope deliverables, explicit recording of out-of-scope items, and the process for obtaining approvals.
The SOP excludes engineering-level design documentation or task-level WBS creation, which are addressed in planning documents. Instead, it focuses on governance and clarity: identifying what the project will deliver, what it will not deliver, and how these boundaries are approved and controlled.
The Project Manager is responsible for preparing and maintaining the Scope Statement. Sponsors must approve scope boundaries, while stakeholders are accountable for reviewing inclusions and exclusions. The PMO ensures compliance with MIC standards and cross-checks consistency against requirements and assumptions.
Main Section
Table 1: RACI – Scope Definition Activities
| Activity | Project Manager | Sponsor | Stakeholders | PMO | Example |
| Draft Scope Statement | R | C | C | I | PM prepares initial draft |
| Define In-Scope Deliverables | R | A | C | I | Portal redesign included |
| Define Out-of-Scope Items | R | A | C | I | Mobile app explicitly excluded |
| Validate Scope with Stakeholders | R | C | A | I | Workshop review completed |
| Approve Scope Statement | C | A | C | R | Sponsor sign-off, PMO records |
Table 2: Workflow – Scope Statement & Out-of-Scope Definition
| Step | Inputs | PM Activities | Outputs | Gate Criteria | Example |
| 1 | Validated requirements, Charter | Draft initial Scope Statement | Draft scope document | All requirements covered | Draft lists portal features |
| 2 | Requirements, assumptions | Define in-scope deliverables | In-scope list | Matches objectives in Charter | Onboarding module included |
| 3 | Assumptions, constraints | Define out-of-scope items | Exclusion list | Explicitly documented | Mobile app excluded |
| 4 | Draft scope doc | Circulate to stakeholders | Reviewed scope document | No conflicts raised | SME review complete |
| 5 | Reviewed scope doc | Present to Sponsor/PMO | Approved Scope Statement | Sign-off recorded | Scope v1.0 signed 15-Sep-2025 |
Table 3: Quality Checklist
| Criterion | Test | Evidence | Example |
| Completeness | All validated requirements addressed | Scope statement cross-check | Requirements-to-scope matrix |
| Clarity | Inclusions and exclusions are unambiguous | No overlaps or vague items | “Mobile app excluded” |
| Alignment | Scope matches objectives in Charter | Traceability matrix | Objective: faster onboarding linked to scope |
| Approval | Sponsor sign-off captured | Signed Scope Statement in MIC | v1.0 signed on 15-Sep-2025 |
Closing Note & Cross-References
The Scope Statement & Out-of-Scope Definition SOP provides lean PM teams with a disciplined method to set project boundaries and secure sponsor alignment. Once approved, the Scope Statement becomes the baseline for planning and delivery. Any future changes to scope must follow the Change Request & Scope Control Policy, ensuring governance and auditability.