Scope Management Techniques

The following techniques have proven beneficial and are essential to successful scope management on projects. These techniques should be utilized at the discretion of the PM based on project scope and complexity. Project managers must:

Planning

  • assist clients to develop comprehensive functional requirements by:
    • foster open communications, establish the documentation process and identify regulatory concerns
    • involve internal discipline expertise in the pre-design stages of the project or ensuring qualified private sector consultants are engaged
    • establish a risk management plan identifying all areas where contingencies should be pre-established to provide for increased costs
  • ensure that project objectives are managed by the client so that the project team does not receive direction from several individuals
  • ensure stakeholder commitment to minimizing and controlling scope changes. Where such scope changes are not related to health and safety, operations, security, codes, system integrity and/or cost savings concerns, suggest that they be implemented through other means such as a new project with separate funding.
  • establish in the Project Plan all work required to make the final project fully operational (including non-project requirements pertaining to a program of works for a particular asset or group of assets)
  • establish with client the change management process for scope change approvals (PM is then responsible for managing the process)

Design

  • ensure design options are carefully monitored to maintain consistency with the project scope and budget

Implementation

  • report scope changes in PBMS and other systems as per Project Business Rules
  • manage the project record of scope changes by documenting both the requested and approved changes in the change management process and business systems as per the Project Plan
  • identify any changes in scope that could result in additional cost and/or time early enough to either obtain additional funding and/or time, or else return to the original scope

Close-Out

  • provide a final project report detailing the project delivery costs and completion dates as per the Project Business Rules
  • obtain stakeholder agreement to the effect that a project is measured against the most recently approved estimated costs and schedules approved by the client, and not against those time or cost identified with the initial scope of the project
  • ensure projects are also measured against the original plan at PPA and EPA stages in order to provide historical data for the enhancement of future planning