How formal acceptance of the completed project deliverables will be obtained?

Since it focuses on the deliverables, the verified deliverables are obtained from Control Quality. They are then reviewed with the customer to ensure that they have been satisfactorily completed before it is received formally by the customer. The basis for the final acceptance of the deliverables is based on different outputs of the Project Scope Management Knowledge area like scope baseline and work performance data.

This particular project management process is different from the Control Quality process. While the former is concerned with the acceptance of deliverables, the latter is concerned with the correctness and accuracy of the deliverables as well as meeting the quality requirements. However, both processes are performed in parallel or side by side.

The control quality and validate scope processes help you build the right product and deliver it to the client. These are important processes; you should understand them well. 

Control Quality Vs Validate Scope

Before I differential control quality and validate scope, let me explain two key terms in quality management that may confuse many professionals.

These terms are “validate” and “verify.” I have seen experienced project managers who don’t understand the difference.

Verification is about building the product correctly. 

Here, you inspect the deliverable for completeness and correctness, ensuring that the product is built correctly. It is an internal process to confirm that the requirements and specifications are met. 

A quality control engineer performs this function.

Validation, on the other hand, is about building the right product.

This process ensures that products meet customer requirements. This process does not involve the project team. Generally, the project manager performs this function with the client or other stakeholders.

The validation process comes after the verification process.

Let me give you an example of verification and validation.

Suppose you plan to launch a new product. You develop it and check to see if it matches the design. Are the specifications meeting the requirements? If the answer is yes, you have verified the product. 

You launch the product into the market and receive a good customer response. Sales are better than expected, and you earned a good profit. 

The product is validated because it fulfills the customer’s requirements; they are satisfied. 

Now, we come to the topic of this blog post. Many professionals believe that the control quality and validate scope processes are similar because they involve inspection and review of deliverables. This is an incorrect assumption. They are different processes. Let me explain.

Control Quality

According to the PMBOK Guide, “Control Quality is the process of monitoring and recording results of executing the quality management activities to assess performance and ensure the project outputs are complete, correct, and meet customer expectations.” 

You perform the control quality process internally during the execution phase to ensure defect-free deliverables and fulfill the stated requirements. You will recommend corrective action if you find any deviation. 

Put simply, you inspect the deliverable for its correctness.

Example of the Control Quality Process

You have a project to build a 200km road. You start the work and appoint a quality control engineer. They will check the deliverables at each stage: raw materials, road level, the slope on the turn, alignment of the footpaths, and more. They will take necessary corrective actions if they find any variation in the process or product. 

The above example shows quality control activities.

Validate Scope

According to the PMBOK Guide, “Validate Scope is the process of formalizing acceptance of the completed project deliverables.” 

After the product is ready, the project manager performs the validate scope process with the client. The objective is to get a formal product acceptance from the client. 

You verify the product in the control quality process and then validate it with the client in the validate scope process.

Example of the Validate Scope Process

Let’s continue with the example given for the control quality process. 

You have completed 50km out of 200km of the road. You invite the client to inspect and accept it so you can receive payment. 

They check to see if the width of the road is correct, if the footpath is properly aligned, and if the length is right. After inspecting these parameters, the client examines the strength of the road. 

Once they are satisfied, they sign the acceptance letter, and you get paid for the completed work. 

This is an example of the validate scope process. 

This is not always performed at the end of the project. You can perform it during the project execution, along with the control quality process, as you saw in the example above. 

The client has accepted 50km of the road while you remain busy completing the rest.

Similarities Between Control Quality and Validate Scope

• The processes belong to the monitor and control process groups.
• Both involve the inspection and review of deliverables.

Differences Between Control Quality and Validate Scope

• Control quality is an internal process, while validate scope is external.
• Control quality checks if the product was developed the right way and validate scope is concerned with building the right product.
• The control quality process ensures the product is ready for delivery, while the validate scope process gets the client’s formal acceptance.
• Control quality is performed during the project execution, and validate scope is usually performed at the end of the phase or project.

Summary

The control quality and validate scope processes are a part of the monitoring and controlling process group, and both involve the inspection of deliverables. However, their purpose is different. One helps you build the correct product in the first place, and the other gets formal acceptance from the client. Both processes complement each other and help you deliver a high-quality product. 

What activities do you carry out in the control quality and validate scope processes? Please share your experiences in the comment section.

How to obtain formal acceptance of the completed project deliverables?

How the project deliverables are formally accepted?

Which monitoring and controlling process is the formal acceptance of completed project outputs and deliverables?

Which process requires obtaining formal acceptance of the completed project scope and associated deliverables from the stakeholders?