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5: Project Scope Management
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The best way to prevent scope creep is to start with a clearly defined scope statement and have formal change control, as mentioned earlier However, controlling scope creep is easier said than done Change happens; projects are dynamic in nature and don t just stand still over the course of the project Many PMs equate the attempt to manage scope much like trying to herd cats in an open field Managing scope creep is one of the more difficult parts of a Project Manager s job, but solid documentation, clear communication and detailed information will minimize any risk to the project and the client relationship When in doubt, draw on the expertise of your team to determine a few options your client can choose from In the end, this will help ensure your projects are delivered on budget and on time [6]
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How Do You Identify Scope Creep In order to identity scope creep, a project manager must be able to prove that a given item falls outside the original agreement The best way to do this is to reference the project plan, project charter, statement of work, or other similar documentation This means project documentation needs to define the work effort of an initiative or deliverable in a very precise manner More importantly, exclusions and assumptions will also support the identification of scope creep by clearly spelling out any items that are considered additional work (out of scope)[7] What Do You Do When Scope Creep Occurs When you are confident that the client or project team has requested a change that is out of scope, it s important to immediately raise the flag by documenting the change and initiating the change process This sends a message and sets expectations that the change must be handled as an out-of-scope change request As part of the documentation, you should clearly state the reason the request is out of scope and what the impact might be to the project if you move forward with the change Note that the specific impact may require further evaluation and it could be costly to perform this analysis; therefore, as part of the change process, the client must agree to the additional time and cost to review and respond to the change request even if the change is not approved at the end of the review Ideally, you want to be able to go back to the requester and clearly articulate the impact of the requested change You may also want to look at alternative solutions that might yield the same benefits with lower cost or schedule impact to the project Another approach is to recommend a postponement of the requested change to a later date or phase of the project
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to allow you to stay focused on the deliverables and schedule at hand Regardless of the solution, be very clear, and work with your team and customer to come to agreement on the solution Then document the outcome in the change log and communicate the results to the team
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Scope creep can originate from several sources and is a leading cause of project failure when handled poorly You must take measures to control project embellishment and to ensure that you and your team don t fall victim to its unsavory results deadline delay and budget shortage Controlling the scope of your project begins before the first line of code is written (or the first design document begins) Each development effort should have a corresponding project plan or project agreement, regardless of the situation Even if you re just one developer trying to make the boss happy, you ll benefit greatly from documenting your efforts before you begin them Use the following guidelines (from Seven steps for avoiding scope creep by Shelley Doll) to set yourself up to successfully control the scope of your project:
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