Validate Scope

We’re talking about one of the most satisfying—yet sometimes frustrating—processes in Scope Management: Validate Scope.

There is a new PMBOK coming out this year. Start studying now before it changes. Go to PMNotebooks.com for a course that delivers results and saves you time. 

Sign up to get updates on new episode.

Get ready to ace the PMP exam like never before with Interactive PMP! Our interactive course is a game-changer, combining fun games and bite-sized videos to help you conquer the PMP certification. From project planning to risk management, we've got you covered. Master complex concepts effortlessly, thanks to our engaging and interactive approach. No more boring textbooks or sleep-inducing lectures. With the Interactive PMP, you'll be on your way to PMP success in no time! Don't wait to turbocharge your career.

Email us: info@pmnotebooks.com

PMNotebooks.com
Facebook | Instagram | Twitter | LinkedIn | YouTube

About Kaye B
Medium | LinkedIn

CAPMP, PMP and PMBOK are registered marks of Project Management Institute, Inc.

Transcript

Hey there, project rockstars! Welcome back to PMP in a Snap, the podcast where we break down PMP concepts into digestible, stress-free lessons. I’m your host, Kaye B., and today, we’re talking about one of the most satisfying—yet sometimes frustrating—processes in Scope Management: Validate Scope.

Ever finished a project deliverable only for the client to say, “Hmm, this isn’t quite what we wanted”? Or maybe you’ve been on the receiving end of endless change requests right before delivery? If so, you’ve felt firsthand the pain of not validating scope properly.

But don’t worry—today, we’re going to make sure you never have to deal with that headache again. Before we dive in, let’s do a quick refresher on Scope Management.

Scope Management is all about defining and controlling what’s included in a project—and, just as importantly, what’s not included.

The six Scope Management processes are:

1.    Plan Scope Management – Establishes how scope will be defined and controlled.

2.    Collect Requirements – Gathers stakeholder needs and expectations.

3.    Define Scope – Develops the detailed project scope statement.

4.    Create WBS – Breaks the scope down into manageable work packages.

5.    Validate Scope – Formally accepts completed deliverables (our topic today!).

6.    Control Scope – Manages changes to scope throughout the project.

Alright, let’s zoom in on Validate Scope and see why this process is a game-changer for project success.

The Validate Scope process is all about getting formal acceptance of completed deliverables. The key word here is formal—meaning no last-minute surprises or “I thought this was included” moments.

This process happens at the end of each phase or the entire project and ensures that what was delivered aligns with the agreed-upon requirements. It’s different from Control Quality, which checks if deliverables meet standards. Validate Scope is about getting sign-off from the customer or stakeholders.

To validate scope, you need the following inputs:

1.    Project Management Plan – Specifically, the Scope Management Plan and Requirements Management Plan to guide validation.

2.    Requirements Documentation – The full list of what the stakeholders expected from the project.

3.    Requirements Traceability Matrix – A fancy way of saying, "Here’s the proof that each requirement was met."

4.    Verified Deliverables – These have already passed quality checks and are ready for stakeholder review.

5.    Work Performance Data – Information on the project’s progress and deliverables’ completion.

To officially validate scope, project managers use these tools and techniques:

1.    Inspection – A formal review where stakeholders examine deliverables. This could be reviews, walkthroughs, testing, or even live demonstrations.

2.    Decision Making – Typically, stakeholders will approve, reject, or request changes based on inspections.

Quick tip: Always document everything! If a stakeholder verbally approves a deliverable, but later says, “Wait, I never signed off on that”, you’ll want written proof to avoid confusion.

After validating scope, you’ll get the following outputs:

1.    Accepted Deliverables – These are signed off and officially ready for use.

2.    Work Performance Information – Data on what’s been accepted, what’s been rejected, and why.

3.    Change Requests – If deliverables don’t meet expectations, stakeholders may request formal changes.

4.    Updates to Project Documents – The lessons learned register, requirements documentation, and project scope statement may all need updates.

When done right, Validate Scope helps:

●      Prevent rework by catching issues early.

●      Avoid scope creep by ensuring changes go through the right process.

●      Improve stakeholder relationships by keeping them engaged throughout the project.

●      Ensure smooth project closure by getting official acceptance before moving on.

Let’s sum it all up:

1.    Validate Scope is the process of getting formal acceptance of deliverables from stakeholders.

2.    Key inputs include the Scope Management Plan, Requirements Documentation, and Verified Deliverables.

3.    The main tools are Inspection (formal reviews) and Decision Making (approvals or change requests).

4.    The major outputs are Accepted Deliverables, Work Performance Information, Change Requests, and Document Updates.

5.    A strong validation process prevents rework, reduces scope creep, and keeps stakeholders happy.

 That’s a wrap for today’s episode of PMP in a Snap! If you found this helpful, subscribe, leave a review, and share this episode with your fellow project managers.

Until next time, keep your scope in check, your stakeholders engaged, and remember: It’s not done until it’s accepted! See you in the next episode!