Often misunderstood or even underestimated, the project framework note is nevertheless one of the most decisive documents at the launch of a project. In just a few pages, it lays the foundations: objectives, scope, deliverables, actors.
But it is still necessary to know how to build it effectively. Indeed, a poorly written scoping note can generate misunderstandings and jeopardize the progress of the project.
In this article, we'll show you how to write a clear and relevant framework note, and we'll provide you with a ready-to-use framework note template.
A project scoping note is a scoping document that outlines the essential elements of a project. Thus, it serves as a reference for project planning and monitoring as it provides an overview of the project's actions and objectives.
The framework note ensures that everyone has the necessary information. It validates:
objectives,
the issues,
the scope of the project.
the content,
chronology,
deliverables,
the target audience. Thus, the project framework note must make it possible to answer the QQOQCP questions.
Written by the project manager, it is relatively concise and offers a macro vision of the project.
However, the timing depends on the context and in any case, it is written at the beginning of the project.
In the pre-sales phase
In the IT Services and consulting firms, the project framework note is useful from thepre-sales stage.
Written with the sales team, it clarifies the value proposition to the customer and serves as a transition between pre-sales and operational launch.
In the launch phase
In other contexts, the project framework note is written between the validation phase of the need and the operational start of the project.
More complete than in pre-sales, it becomes a reference for writing specifications.
Who is the project framework note for?
The project scoping sheet has two main targets.
The stakeholders involved in the implementation of the project : i.e., the project team, the copil who acts on important decisions, the person responsible for allocating resources.
Contacts with a need for information: such as the customer and the management committee in particular.
What is the purpose of a framing note?
The project scoping note serves several purposes.
Organize the macro schedule
This project sheet defines the main lines of the mission:
the estimation of the resources required,
Identification of stakeholders,
roles and responsibilities
priorities,
the budget allocated,
the risks to watch out for.
Constitute a contractual support
In addition, it becomes a single point of reference for project monitoring and ensures that stakeholders remain aligned with the initial objectives.
It puts in black and white the orientations taken to minimize misunderstandings.
Determine the scope of the project
The note allows you to frame the project by dealing with each aspect of the project. It gives a global vision to launch and monitor the project.
Clarifying the expected benefits
The framework note establishes the objectives to be achieved, what will be delivered and what will not.
It provides maximum transparency, right from the start, to avoid any misunderstandings.
Validate alignment with the customer
Alignment with the client is facilitated by the clarity of the key points of the project mentioned in the scoping note.
This helps to set expectations.
How to differentiate the project scoping note from other project monitoring methods?
The project scoping note has a very specific role and is different from other tools, such as:
the COPIL, which acts on decisions during the project.
the project review, which monitors the progress of the project on a regular basis,
the specifications, a document that also includes a framework document that organizes themicro planning of the project and details each task in a specific way,
The project plan, a more detailed and complete version of the scoping note.
What are the challenges of a project scoping note?
The challenges for the project manager
The project scoping note is strategic because it allows stakeholders tobe aligned:
the customer,
the team,
management.
The project manager must then ensure that the information is realistic, reliable, and understandable by all.
The scoping note clarifies strategic points of the project such as objectives, scope, budget and risks. However, interests sometimes diverge between the client's expectations and internal feasibility.
The challenge then becomes to put everything on the table in order to avoid any tension that could complicate the development of the project.
Finally, this strategic document clarifies the scope of the project in order to limit abuses.
The framework note, which is clear, concise and factual, clearly indicates what will be done and what will not be done.
Management's expectations
For the CEO
The project framework note has a strategic scope which, therefore, involves the CEO. Indeed, it can impact the sustainability of the customer relationship if expectations diverge, which can also have repercussions on the company's reputation.
In addition, it must ensure that the project remains aligned with the company's overall strategy.
Through the project scoping note, the CEO must then be able to clearly visualize the benefits for the customer, identify the measures taken to control risks and deadlines in order to avoid project deviations.
For the CFO / CFO
For the CFO, the framework note represents a financial commitment and allows them to take stock of the costs of the project : what it will bring in but also the financial risks taken if it is implemented. Controlling project costs is one of the priorities and the project framework note must give a realistic vision in order to anticipate as well as possible.
The project framework note then allows you to define a provisional budget and invoicing terms. This ensures maximum transparency on the organisation of budget planning.
Stafiz is a game-changer
In just a few clicks, enjoy complete visibility on the profitability of your business: – overall, – by project, – by type of invoicing (management or fixed price), – on landing.
The project scoping note has a key role in the operational organization of the project because it organizes the management of the capacity planning so that the right skills are available at the right time.
Thus, the project scoping note makes it possible to optimize capacity and workload in order to ensure the fluidity of projects and the respect of priorities. It facilitates the anticipation of needs and the sourcing of talent.
The project scoping note provides clarity on:
outbuildings,
project milestones,
the expected deliverables,
resource requirements.
In the event of a change in scope, this note can be modified and updated during a scoping meeting.
A more balanced workload
The project framework note gives an idea of occupancy needs. It establishes the resources needed to:
optimize the occupancy rate,
ensure that the utilization rate is optimal,
avoid inter-contract periods,
identify and limit underload and overload,
anticipate skills needs.
The summary note thus helps to obtain visibility on the resource planning, both long-term and short-term.
The challenges of project framing on production
The project scoping note allows operational teams to clearly understand what is expected, in terms of objectives and deliverables. In addition, it helps to identify the different interlocutors and the roles of each.
As a result, the scoping note highlights clear objectives, structured in a realistic schedule by including specific deliverables. This approach greatly facilitates project planning.
What does a project scoping note contain?
Here is a project scoping note template that adapts to a digital and IT project, but can be adapted to meet specific needs.
Project definition
In a few words, describe what the project is about. This is the "what" of the QQOQCP matrix.
Background and origin of the project
Specify theorigin of the project, where did it come from and why is it taking place now?
Quickly introduce the context in which the project takes place, both internal and external (economic, political, environmental situation).
Project objectives
This is one of the most important parts of the project scoping note.
Explain what the project will bring once it is completed and what it seeks to accomplish, identify success criteria that will allow you toevaluate the success of the project.
Use the SMART method : Specific, Measurable, Achievable, Realistic, Time-bound, and introduce quantitative (e.g., additional revenue achieved) and qualitative (customer satisfaction) data.
Perimeter
This part describes what the project encompasses, and especially what it does not, to ensure that all stakeholders are aligned.
Actors
The executive summary notes list all stakeholders.
The management, in charge of project governance, ensures that the project is integrated into the company's strategic vision.
The client or their representative validates the decisions and keeps an eye on the direction the project is taking.
The operational teams, who put in place the necessary actions to ensure that the project takes shape in a concrete way.
Experts, when the project involves advanced technical issues.
Thus, the project framework note clarifies who does what, who is responsible for what so that everyone knows their role and responsibilities.
Schedule
This part details the key milestones of the project and sets up the timeline of the project.
It is thus a question of clarifying the start date of the project, the stages, the deadlines, the end of the project but also the way in which each of the stages is structured.
Resources
The scoping document details the resources essential to the success of the project:
both internal and external,
Material
Financial.
It is therefore essential to specify the budget allocated to the development of the project and to establish a provisional budget.
Communication
The summary note specifies the means of communication used and evokes the communication processes so that exchanges are fluid, regular and constructive.
Risks and constraints
The project launch note mentions everything that can put the project at risk: a changing external environment, complicated interpersonal relationships, overly optimistic deadlines...
Anticipate potential risks as much as possible in order toanticipate solutions.
4 mistakes to avoid when writing your framework note
The scoping note is strategic for the project and must be written carefully.
Thus, we recommend that you follow a few rules in order to maximize its relevance and effectiveness.
Here are some mistakes to avoid.
A vague or overly wide perimeter
The more the project framework is established, the more essential information the teams have to move forward.
Avoid being vague, too broad, and open to interpretation. Expectations must be clear to the customer as well as to the operational teams and management.
A lack of formal validation
The project is punctuated by validation meetings such as project reviews. These are to ensure that everything is in order before proceeding.
We recommend that you do not move forward without formal validation from the strategic interlocutors, such as the client or the project sponsor. This could require you to rework parts and thus delay the schedule, or even generate additional costs.
Inaccurate estimates
Rely on reliable forecasts and data to estimate the resources and budget needed for the project.
Incorrect estimates could jeopardize the development of the project and impact the credibility of the teams or the company.
Writing a note that is too technical or vague
Your project scoping note must be understood by all project stakeholders, from management to the client to the operational teams.
Make sure you speak the same language.
The scoping note not only makes it possible to set out in black and white the conditions for the implementation of the project, but also to guarantee a clear alignment between all stakeholders.
Writing it requires rigour and reliable data, but above all it offers a valuable opportunity: that of clarifying expectations, explaining commitments, and creating the conditions for a successful project, from the start.
Questions:
The scoping note is a summary that lays the foundations of the project, while the specifications specifically describe all the tasks of the project.
The scoping note is generally used in the launch or pre-sales phase, while the specifications often mark the beginning of the project by intervening in the preparation phase.
The framework note cannot legally be used as a contract because it does not contain any legal clauses or provisions in the event of a dispute.
However, it can be used as a basis to formalize a commitment, by defining:
objectives,
the perimeter,
roles,
deliverables,
the deadlines.
No, the scoping note is not mandatory for every project but it is still strongly recommended.
Here are the cases where it is not necessarily necessary:
a small software evolution, already well framed,
a small-scale project carried out with an agile methodology, in a small team,
when it comes to adjustments or iterations in a project that has already been launched.
