Projects are ideal for organizations to achieve both short- and long-term goals. Everyone, from employees to management to other stakeholders, desires everything to work out. You want everything to run smoothly from launch to completion. However, this is not always the reality. Changes can still arise even after discussing the plan with all stakeholders.
As a project manager, you must do your best to ensure success. You must deploy strategies to ensure smooth execution and simple transitions during changes. Two techniques you can use include effective scope management and change control. The former helps manage stakeholder expectations and focuses on achieving objectives. The latter aids in managing project creep, the deviation of a project from the initial plan.
This article explores scope management, its benefits, and change management. You will learn how to complete a project while managing adjustments. Let's get started!
Understanding Scope Management
We need to define a few essential terms before exploring scope management.
- Scope: This is a description of what a project includes and excludes. It details all the work involved, including deliverables, resources, timelines, and tasks.
- Scope Statement: This document details a project's boundaries, team expectations, and responsibilities. It is also known as a "statement of work" or "terms of reference." The document also defines all procedures for assessing and approving results.
- Scope Creep: This is a gradual and uncontrolled expansion of scope. It is a common occurrence that can happen during any project. Scope creep results from unchecked deliverables, resources, and requirements changes.
Scope management is the process of defining and controlling what is included and excluded in a project. It consists of the main approaches and activities that help manage the scope and focus on the steps to achieve your goals.
What is the Scope Management Process?
Appropriate scope management is essential for success. Certain steps guide you through the process. You can apply the steps to any project across various fields. The steps overlap, but they are usually in the following order.
1. Planning
You cannot start a process without preparations. The first step in the scope management process is to plan. This initial stage defines how the project scope activities will happen. You'll define the rules, roles, and approaches for handling scope-related tasks. The step requires input from all stakeholders. It is like a brainstorming meeting where everyone involved gets the same understanding of the scope. Everyone will offer suggestions on definition, management, validation, and control.
The key results of the planning stage are a scope and requirements management plan.
2. Collecting Requirements
Different stakeholders have varying expectations regarding requirements, many of which are unrealistic. As a project manager, you must provide an acceptable solution to all. Stakeholders include clients, employees, investors, senior executives, the public, and regulators. You can gather opinions and input through discussions, surveys, interviews, and meetings.
Together with stakeholders, you determine the project lifetime, resource allocation, and objectives. You'll have the following after the requirements collection:
- Transition requirement
- Business requirements
- Functional requirements
- Quality requirements
- Product requirements
You'll document all the stakeholder requirements in a "Requirements Documentation" document. This helps you categorize the must-do requirements and non-functional ones.
3. Defining Scope
It is now time to consolidate the stakeholder requirements as effectively as possible. The scope entails a detailed project description, clearly defining the work needed to meet your goals and objectives. Some of the items you include in the scope statement are the following:
- Goals and objectives
- Tasks
- Sub-phases
- Schedule
- Budget
- Resources
Recording what is outside the project's scope is also essential. This prevents you from handling tasks that don't contribute to the project. Defining the scope gives you a reference point for the project's team and all stakeholders. It also helps identify any expansion or drift in the project.
4. Creating Work Breakdown Structure (WBS)
A project entails tasks, stages, and an overall goal. The only way to achieve objectives is to break down everything you need to accomplish. WBS enables you to subdivide high-level deliverables into smaller, manageable activities. This makes planning and monitoring success much easier. As a result, you can avoid unnecessary setbacks and bottlenecks. WBS also ensures that every stakeholder, especially team members, knows their specific roles.
WBS takes a hierarchical structure with more details at the lower levels.
- Level 1: Phases and Goals
- Level 2: Sub-deliverables
- Level 3: Activities and roles
You can rely on project management software for this step. It enables you to easily track the project's progress and monitor each employee's progress.
5. Verify Scope
How does everyone feel about the deliverables and the overall scope? This step involves obtaining formal acceptance from stakeholders. As a project manager, you'll review and confirm the deliverables with stakeholders. Stakeholders will compare the scope to their expectations and may have varying reactions. You can win them over by explaining your decisions.
When they accept the project scope, you'll create a document called 'Accepted Deliverables.' You'll also have an accompanying document called 'Formal Sign-off'. Verifying the scope ensures stakeholders cannot complain later. Additionally, if any changes occur, you will use the 'Change Request Document' to address them.
6. Control Scope
Once you have your scope, the project can commence. More importantly, you must ensure that everything goes according to plan. Controlling the scope entails comparing progress to the scope. Unfortunately, things can go off track, making you do things outside the scope. This is scope creep, which entails doing extra activities without adjusting the scope.
The most important thing to do is to manage the change. You must take measures to introduce alterations to the project formally. You can also reject any scope creep and record it in the 'Scope Change Log'.
What is Change Control in Project Management?
Change control is a structured process through which technical or procedural changes are made to a project. It entails the review, approval, and implementation of change by stakeholders. However, stakeholders can deny any change request and stick to the scope. The process focuses on documentation, assessment, and compliance to ensure in-depth vetting. It ensures that the stability of the project is strong throughout its lifetime. Changes can arise from any stakeholder, ranging from simple edits to new goals.
Before looking at the change control process, let's differentiate it from change management. The latter is a wider plan that starts with the change control process. It will include coordinating the schedule, budget, and resources. On the other hand, change control is about creating a document that details a change request. It also outlines how the change will impact the project and its objectives.
The Five Steps of Change Control
The change control process may differ slightly depending on your project. However, all processes contain certain key elements.
1. Change Request Initiation
This is the first stage, where a stakeholder will request a change. The request is recorded, clearly defined, and justified before further action. The requestor will use a form with various sections that will include the following:
- Description of the change
- Reason for the change
- Change requestor
- Impact of change
- Priority of the change
2. Change Request Evaluation
Once you record the change request, the documents are sent to higher-ups. These are individuals, like managers, who can determine the feasibility of the change. They'll also assess the impact of the request on the scope and who it will be forwarded to. Ensure you involve stakeholders and evaluate the risks and benefits of the change.
3. Change Request Analysis
If stakeholders find the change feasible, you will create an implementation plan. You'll then communicate it to stakeholders for the next step. The change implementation plan should include:
- Resources required, i.e., personnel and finances
- Deadlines and milestones
- Specific roles and activities
- Communication strategy
4. Change Implementation
Now you have an approved plan, and the next obvious step is implementation. Kick off the process and closely monitor it, addressing any arising issues. You'll monitor the progress against the schedule and scope. It is critical to communicate progress and adjustments to stakeholders. Lastly, verify that the change process meets high-quality standards.
5. Change Request Closure
After implementation, it is time to shut down the process and transition into normal operations. This step involves evaluating the change process's success and gathering stakeholder feedback. You'll also document the implementation results and lessons learned. You can also make recommendations for future change processes.
Learn About Scope Management and Change Control at Atton Institute
Are you a project manager or professional who wants to excel in your field? Some of the concepts you must master include scope management and change control. The two will help you manage a process successfully and deal with any changes along the way. At a professional training center, you can learn about scope management and change control.
Atton Institute's Certified Project Management Professional (CPD) course covers many topics. It covers various project management strategies that ensure you thrive at work. The expert tutors will provide insight into scope management and change control, as well as how to implement them. The short course takes 5 days, and you will get a certificate on completion.