Project Scoping

Establish phases, create tasks, prioritize work and set deadlines

Main takeaways

Layout

The Scoping section is where you plan out your project, mainly determining and documenting the list of specific phases, tasks, deadlines and ultimately the cost of your project.

Once you have completed Scoping out your project, it might look like this.

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1. Project totals: From here you are able to get an overview of all the information based on the progress of the project in both financial and time registration spectrums.

Note: You are able to minimize project totals by clicking on the arrows that face each other.

2. Phases: These are your goals, referred to as Phases in Forecast. These are basically the phases of your project.

 

Before we get into the uses of the Scoping section, let's learn how to navigate on the page.

Navigating in Scoping

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Starting from the left:

1. View phases as All, Done or Active: Click on the dropdown to view phases that are either Done, Active or All of them.


2. Search bar, New Phase & Expand/Collapse: Click on the search bar to quickly find the task that you are looking for by name or ID. Create a new phase by clicking on the New Phase button. Choose to expand or collapse all of the phases in the scoping page by clicking on the Expand/Collapse button.  

3. Export as CSV, View Icon, Filters & More Options.
Click on the Eye Icon to view more information on each phase along with their tasks. Right next to the eye icon is the Download button. Click it to export the entire scope of your project into a csv. file.

NOTE: The export will reflect the time entries in minutes



 Click on the Filter Button to filter phases/tasks by Project, Status, Client Role, Label or Indicator. Click on the New Phase button to Add Phases.  Finally, see the More Options button to group by a person, show empty Persons or group by role.


How to Scope

Step 1: Access your desired project and select Scoping from the sub-menu (if this is a new project your Scoping section will be empty).

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Step 2: Click on New Phase (which is located on the top right-hand side of the scoping section) to add a phase.

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Step 3: Give the phase a name (1), and specify start- and end dates (2).

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Step 5: Add the necessary Tasks, People and Estimates within this new phase

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1. Name the Task

2. Assign the Role

3. Assign the assignee(s)

4. Set the estimate

5. Add the Task

 

Step 6: Choose to Approve the task or not (Collaborators will not be able to see tasks that are not approved. And, make sure to enable the approved option in your view through the eye icon).

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Useful features

Here is a list of further features on the Scoping page that will simplify to scope out your project and to change your project plan.

Grouping: Group the tasks inside of each phase by person or by role. With the grouping method you can see how many tasks were assigned to each person or role and you can keep track of the estimated and registered time per person as well as see the planned and actual revenue.
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Show Retainer Periods: In projects with the budget type "Retainer" you can display the retainer periods in your scoping page to match the periods with your phases.

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Phase actions: With the three dot icon on each phase you can move a phase to another project including all tasks, you can duplicate a phase, you can merge phases which allows you to combine the tasks from two phases into one and you can delete a phase. Please note that this will only delete the phase and not the tasks belonging to it.


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Finally, a great feature that Forecast provides is its own AI. To learn more about the AI and how it can assist you while Scoping a project please visit the article here.