2.4 Clarifying your project scope
When you develop a research proposal for funding, you need to provide a clear statement relating to the project scope. This statement identifies the anticipated research outcomes, and a list of objectives, deliverables, and requirements which will contribute to a clear understanding of the project. ‘Scope’ is the aspect around which all of the elements of the research relate (objectives, requirements, deliverables, and description of the framework of the research). It is the framework on which time, costs, risks, and quality also operate. As you move from concept to implementation, this statement of the project scope will need to be regularly reviewed and discussed with the various stakeholders involved.
In this topic, the elements of a good scoping statement are outlined. They will assist you in preparing an effective funding proposal and in managing the project when you receive your funding.
Scoping Statement Components
Scope description: If you have applied for research grants, no doubt you will have been asked to provide a brief description that describes the project in layman's terms. It can sometimes be hard to distil a project down to a few clear sentences that clarify what the project is about. However, this is most important. Your project scope description helps people to understand the project intentions and why it is important. Key elements to include in this scoping statement include: why the project is being done, what it will achieve, and why it is important.
Out-of-scope statement: Equally important when defining the project is to be clear about what is ‘out-of-scope’. You won't be able to do everything, and it is most important to be very clear about what needs to be ignored. This is not to say that the research won't pursue those lines of enquiry later, but they will be the subject of another research proposal. It can be useful to keep track of interesting issues that warrant further investigation, as these encourage continuing lines of research. The out-of-scope statement may be something that grows over time as people find new and interesting elements that intrigue them, but it also recognises an inability to pursue those interests within the agreed project framework. It can also provide clarity as to the original intent of the project to avoid misinterpretation by colleagues and stakeholders.
Objectives clarify what is to be achieved through the research project. They can relate to the goal toward which your research will be directed, a purpose to be achieved, a result to be obtained, a product to be produced, or a service to be performed. They provide a series of signposts that clarify the standards and outcomes to be met by the research team.
Objectives are often very specific, providing clear guidance on what is to be measured, to what standard, and by when. Objectives should be ‘SMART’: specific, measurable, achievable, realistic, and time-bound. The more they reflect these principles, the more they can support the project outcomes. Some examples of SMART objectives are provided here to illustrate.
- A review of the literature relating to smart communities will be completed by June 2015.
- By July 2016, a template for Assum laboratory testing will be developed, trialled, introduced to all laboratory staff, and established as standard practice in all laboratory processes.
- By May 2017, interviews with key stakeholders will be undertaken to clarify their expectations of the project.
- By August 2018, a draft funding proposal relating to the revegetation project will be presented to the key stakeholders for ratification.
Deliverables: At the end of your research project you will hope to have something to deliver to the research sponsors, the research community, and other interested parties. A deliverable is a unique and verifiable product, result, or capability that must be demonstrated at the conclusion of the project or phase of the research. In simple terms it describes what you expect to produce. It might be a paper, a research finding, or completion of a pilot study to verify the next stage of your research.
Milestones are key points at which a major outcome of the research will be evident. Typical milestones may include: data collection phase concluded; an experiment completed; a conference paper presented; a report submitted; or any other number of outcomes. These often reflect considerable interchange across team members and may have required a major push to reach the milestone within the time limits set. By clarifying the milestones, team members are provided with clear goals and priorities to which they can work. This helps promote timely completion of the project.
Requirements: A requirement is a condition or capability that must be met or possessed by a system, product, service, result, or component to satisfy a contract, standard, specification, or other formally imposed documents (PMI, 2004/2008, pp. 365-371).
Requirements include quantified and documented needs that are testable, including the wants and expectations of the granting bodies, community, and other stakeholders. Progress reports are typical requirements by your university and the granting body. Ethical research and the exercise of social responsibility are also examples of requirements. If you have research students, you will also have a number of requirements to ensure their academic progress is being furthered.
Reference
PMI (2008). A Guide to the Project Management Body of Knowledge, 4th edition, Project Management Institute.
http://www.pmi.org/PMBOK-Guide-and-Standards/Standards-Library-of-PMI-Global-Standards.aspx
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