Change in scope

Change of scope in project management is the process of adding, removing, or modifying project objectives and deliverables, either due to external or internal factors. It is an integral part of the project planning process and is closely linked to risk management and quality management. Change of scope includes the adjustment of time, costs, resources and quality requirements. It is important to ensure that any change of scope is documented, evaluated and communicated to all stakeholders for a successful outcome.

Example of change in scope

• Adding a new feature to a software application: A software development team is working on a project and halfway through the project, the customer requests an additional feature that was not included in the initial scope of the project. This change in scope requires the team to adjust their timeline, resources and budget to accommodate the new feature and make sure that it is completed within the agreed upon timeframe.
• Replacing an existing product with a new one: A company is producing a product and decides to replace it with a newer, more up-to-date version. This requires the team to adjust their timeline, resources and budget to accommodate the new product and make sure that it is completed within the agreed upon timeframe.
• Adding more resources to a project: A project is underway and the customer requests additional resources to complete the project sooner. This requires the team to adjust their timeline, resources and budget to accommodate the new resources and make sure that the project is completed within the agreed upon timeframe.
• Reducing the timeline of a project: A project is underway and the customer requests that the project be completed sooner. This requires the team to adjust their timeline, resources and budget to accommodate the new timeline and make sure that the project is completed within the new timeframe.

Best practices of change in scope

1. Establish a Change Control System: It is important to establish a formal process for change control. This process should include a change request form, a process for reviewing and approving changes, and a system for tracking changes.
2. Identify Change Drivers: It is important to identify the reason for the change. This can help to ensure that the change is necessary and beneficial.
3. Assess Impact: It is important to assess the impact of the change on the project plan, budget, timeline, resources, and other stakeholders.
4. Evaluate Risk: It is important to evaluate the risk associated with the change. This can help to identify risks that may need to be mitigated prior to the change.
5. Communicate: It is important to ensure that all stakeholders are aware of any changes to the project plan. This can help to ensure that all stakeholders are working in the same direction.
6. Implement: After the change has been approved, it is important to ensure that the change is properly implemented. This can help to ensure that the change is successful.
7. Monitor and Evaluate: It is important to monitor and evaluate the impact of the change. This can help to identify any further changes that may be needed and to make sure that the change is effective.

When to use change in scope

Change of scope is used when any external or internal factors require adjustments to the project objectives and deliverables. This includes:

• Changes in customer requirements or specifications;
• Unexpected events or circumstances that require the project to be adjusted;
• Changes in the availability of resources;
• The need to update the project plan in response to changing conditions;
• The need to adjust the project timeline due to delays or overruns;
• Unforeseen risks that require a change in the project scope;
• The need to adjust the project budget to accommodate cost overruns;
• The need to adjust the project quality requirements;
• The need to adjust the project scope to meet regulatory requirements.

Types of change in scope

Change of scope in project management can take various forms, including:

• Expansion of scope - This type of scope change involves adding new deliverables, tasks, or activities to the project.
• Reduction of scope - This type of scope change involves removing or reducing certain deliverables, tasks, or activities from the project.
• Modification of scope - This type of scope change involves modifying the scope of the project by changing the objectives, deliverables, tasks, or activities that are included.
• Re-prioritization of scope - This type of scope change involves changing the priority of tasks or activities within the project.
• Extension of scope - This type of scope change involves extending the timeline of the project.
• Change in resource requirements - This type of scope change involves increasing or decreasing the resources needed to complete the project.
• Change in quality requirements - This type of scope change involves changing the quality standards or requirements of the project.

Advantages of change in scope

Change of scope in project management can bring many advantages, including:

• Improved efficiency and productivity, as it allows for the project team to adjust their resources and plans accordingly to better meet project objectives.
• More flexibility in the project timeline and deliverables, as the project team can accommodate changes in the project scope or the environment.
• Increased quality of the project, as the project team can adjust the scope to better meet customer requirements.
• Improved communication between stakeholders, as any changes to the scope can be discussed and agreed upon before implementation.
• Reduced risk, as the project team can adjust the scope to mitigate any potential risks associated with the project.

Limitations of change in scope

Change of scope can be beneficial for a project, however, it also has certain limitations. These include:

• Additional cost: Making changes to a project often requires additional resources and funding, which can increase the overall cost of the project.
• Time constraint: Making changes to a project can take up considerable time and effort, which can push back the project's timeline.
• Loss of control: Making changes to a project can lead to a loss of control over the project, as the changes can affect the project's objectives and deliverables.
• Risk of failure: Making changes to a project can increase the risk of failure, as the changes may not be compatible with the original objectives and deliverables.
• Loss of credibility: Making changes to a project may also lead to a loss of credibility among stakeholders, as they may doubt the project's ability to meet its objectives.

Other approaches related to change in scope

An important part of project management is managing changes in scope. Here are some other approaches related to change in scope:

• Impact Analysis: This involves assessing the implications of a change on the project, both positive and negative. It should include a thorough analysis of the cost, timeline, resources, and quality of the project.
• Communication: It is important to ensure that all stakeholders are informed of the changes in scope and how it will affect the project.
• Risk Management: It is important to identify and address risks associated with a change in scope.
• Documentation: All changes in scope should be documented so that they can be tracked and monitored.

In conclusion, change of scope is an important part of project management, and there are many approaches to managing it. It is important to assess the impacts, communicate with stakeholders, manage risks and document changes in order to ensure successful outcomes.

Change in scope — recommended articles

Scope change — Project change management — Integration of risk management — Configuration management plan — Risk response strategies — Time and money — Project management success — Project monitoring and control — Project management plan

References

• Khan, A. (2006). Project scope management. Cost engineering, 48(6), 12-16.