Handle Scope Change Requests with Appropriate Discipline

Introduction:

When a project kicks off, you and your sponsor agree on its scope. This scope is outlined generally in the Project Charter or Project Scope Statement. As you move forward, the scope becomes clearer with the approval of business requirements. Once these documents are given the green light, you have a solid understanding of the project’s scope throughout its lifecycle.

However, as sure as change is a constant in life, it’s also predictable in projects. There are two main reasons for this. Firstly, it’s nearly impossible to predict precisely what the final solution should look like, so requirements may shift as the solution takes shape. Secondly, huge shifts in business conditions can also require changes to the project scope in unexpected ways.

So, how should you respond when these expected changes start rolling in? Saying “yes” without considering the impact on project objectives might increase the risk of failure. On the other side, saying “no” could lead to conflicts with the client and the delivery of a solution that does not meet their needs or expectations.

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scope change management process.

The right approach to scope change management is neither a simple “yes” nor “no.” Instead, it involves following a structured scope change management process. This process should include the following steps:

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Evaluate and Understand Business Value:
Assess the business value of making the change. Understand why this change is necessary and what benefits it brings.
Estimate Impact:
Estimate how the change will affect project objectives, such as cost, time, and scope.
Seek Approval:
Present all the relevant information to the project sponsor (or their representative) for approval. Ensure they have a clear understanding of the facts and implications.

Scope change management places the decision-making power in the hands of the sponsor—once they are fully informed.

The procedures for handle scope change should be tailored based on the project’s size. For small projects (perhaps less than 250 effort hours or 25 calendar days), scope change may not be a significant concern. These projects often start and finish before significant business changes occur, and most requirements are well-defined. The project manager can quickly evaluate a small change request and collaborate with the sponsor to decide whether to accommodate it.

For larger projects, scope change is a critical matter and requires precise management. All stakeholders, including the sponsor, must be aware of when a scope change request is initiated. The scope change request process may involve several steps and templates. If the sponsor approves the change, the budget and timeline are adjusted accordingly. Surprisingly, many scope changes are not approved once the sponsor figures out their impact on the project.

In summary, effective handle scope management is not about avoiding conflict with the client. Instead, it’s about ensuring that the scope change management process runs smoothly. It’s about equipping the project sponsor with the necessary information to make informed decisions about whether to accept scope changes. As a project manager, always remember that “At the beginning of any project, you and the project sponsor have a well-defined project scope, but it can change at any time.”

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