Home > Articles > Real World Project Management: Managing the Project Scope

Real World Project Management: Managing the Project Scope

  • Date: Jan 28, 2005.

Article Description

How many of your projects fail? Can you blame that failure on lack of scope control, poorly defined requirements, or stakeholders who think your project is a la carte? If so, you need real-world scope management, as discussed by project management expert Joseph Phillips.

Decently and In Order

Sometimes new project managers get frustrated at all these processes and extra procedures, and just want to get to work. Rookie mistake. Projects, well...successful projects, follow a proven system to get to the execution of the project plan. If there were a Robert's Rules of Order for Project Management, the precedence of all this activity would go something like this:

  1. Get a project charter.

  2. Create the project scope statement.

  3. Create the WBS with the project team.

  4. Create the activity list from the WBS.

  5. Sequence the activities in the order in which they must—or should—happen.

  6. Estimate the time of the activities based on which resources you have to complete the activities.

  7. Assign the needed resources to the activities.

  8. Get it done.

Of course, that's a quick summation of how the project team gets to work in a perfect world. I realize that it doesn't always go this way; in the real world, projects often fail.

Once the scope has been defined, the WBS has been created, and the customers sign off on both documents, the project manager wants to lock down any additions or changes. This is scope change control. How many projects have you worked on where the customer bangs on your door every day with a few hundred changes for the project deliverable? Okay, maybe they don't bang on your door every day, but I bet they pop in with some "oh-yeah moments." Or they're so impressed with the good job your team is doing that they realize you could easily work in a few more details for them. Right?

Oh the horrors.

Once a project scope and WBS have been agreed upon, it's up to the project manager to ensure that the project team and the customer that changes won't easily be allowed into the project. The only way this is going to work is if the project manager communicates to the customer the documented and tightly followed Change Control System (CCS). A CCS serves as a shield from unnecessary and bloated changes. It requires the requestor to document the change request, why the change is needed, and the ramifications of the project deliverable if the change is denied.

From the requestor, the change is promoted to the manager, project sponsor, or directly to the project manager. Eventually the change may be promoted to a Change Control Board (CCB) where some cheery folks will debate the value and worthiness of the proposed change, and can elect to decline or approve the proposed change.

Any change that is seriously considered must have plenty of research to determine the influence of the change request on the rest of the project. At a minimum, the change must be evaluated for the following attributes:

  • Ramifications of declining the change request.

  • Risk of accepting the change.

  • Cost and time to include the requested change.

  • Effect of the change on the project quality.

  • Effect of the change on any procurement decisions, contracts, and financials.

  • Effect of the change or series of changes on the project team's ability to complete the project on schedule.

  • Effect of the change on the project team's morale.

  • Effect of the change on the project manager's chances of a promotion or bonus. Kidding.

Like it or not, some changes are great for the project deliverable, and it just makes sense to include them in the project scope. Other changes—again like it or not—will not be good for the project. All changes, good or bad, need to be documented and researched. This takes time. A flurry of change requests, even if they are all declined, will usually pull the project manager and/or the project team away from their focus of getting the project work done. A documented and working CCS is mandatory for any organization.

So how do you know when the project is done? Some would say when you run out of money or out of time. To some extent, that's true—if the planning has been done accurately, the project should end on time and with no remaining funds. But this is supposed to be a realistic discussion on project management.

Projects are finished when the project scope has been completed. A project is complete when the project scope equates to the present state. A project is complete when the project manager and the project customer can take the WBS and check off each item like last week's shopping list. This is scope verification.

Scope verification is simply the project manager and the project customer inspecting the project deliverables to ensure that all the promises in the project plan exist in the project deliverable. There may be some rework, corrective actions, or last-minute change requests to complete the project; if all goes according to plan, the project manager and the customer are in agreement that the deliverables equate to the project scope.

This takes time.

Whether you're managing the creation of software or building a new four-bedroom home, there is usually a window of opportunity for the customer and the project team to continue to work together to ensure that the deliverables are good and working as planned. This can be through a service agreement or a warranty. The bottom line is that most major projects have a certain amount of time allotted for the customer to use the deliverable and to report any problem to the project manager for corrections or support.

This business needs to be defined upfront; it cannot be left to assumptions. It's no fun when the customer assumes that you and your project team would be supporting the deliverable for eternity when you assume that you'll be supporting the deliverable for the next three months. No fun at all. A clearly defined Operational Transfer Plan, warranty, or agreed level of service must be defined early in the project. And then stick to it.

If only I had known all this business back when I was sweating out lawn work for Ms. Rite. Scope management, big or small, boils down to agreeing on what the project will and will not deliver. Then both parties must live by the agreement. After all, a deal's a deal.

Cisco Press Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from Cisco Press and its family of brands. I can unsubscribe at any time.

Overview

Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about Cisco Press products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information

To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites; develop new products and services; conduct educational research; and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@ciscopress.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information

Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security

Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children

This site is not directed to children under the age of 13.

Marketing

Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information

If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out

Users can always make an informed choice as to whether they should proceed with certain services offered by Cisco Press. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.ciscopress.com/u.aspx.

Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links

This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020