The scope management plan defines the processes that are necessary to ensure that the project includes all and only activities that are necessary for the successful completion of the project.
Project scope management is primarily concerned with defining and controlling what is and is not included in the project deliverables.
Scope Management Procedure
Scope management is an ongoing process consisting of several steps, including regular reporting., Reference: “Scope change management”, https://bvop.org/learn/scopechangemanagement/
Scoping
The scope of the project is defined by three main documents:
Technical specification
Technical proposal
The listed documents define the framework of the project in terms of the activities to be carried out, concerning the implementation of the project, and in terms of the scope of the implemented solution.
The Technical Specification and Technical Proposal define the framework, such as the functionalities to be implemented and the activities to be performed. The technical specification also defines the framework of the business processes that will be implemented in the individual functionalities.
In the Project Study stage, the business processes that will be implemented in the information system will be described in detail.
The documents that will be prepared as a result of the meetings with the experts – “Implementation Concept” contain detailed information not only about the business processes but also about the printed forms, the necessary references, roles, and authorizations in the system, the necessary settings, and refinements. In this stage, the data that will be migrated and the method of their migration are determined.
Scope Confirmation
The scope validation process will be done at the end of each phase of the project to obtain formal stakeholder acceptance of the completed project scope and related deliverables. Project scope validation involves reviewing the deliverables of individual project phases to ensure that each phase has been satisfactorily completed.
Scope validation will be performed by the Lead Project Team upon completion of each project phase.
The scope of the project is defined in its entirety by the following documents:
- The technical specification
- Technical proposal
- Implementation concept
- Project implementation plan
- Linear schedule
Scope validation is the process of obtaining formal stakeholder acceptance of the completed project scope and related deliverables. Project scope validation involves reviewing the deliverables to ensure that each has been satisfactorily completed.
Scope control
Scope control focuses on the impact of the factors that create changes in the scope of the project and controlling the impact of those changes. Scope control ensures that all requested changes and recommended actions are processed during the Integrated Change Control process and that the project will implement scope control following the Change Management process. Reference: “Change Management Plan – Real Sample Document, Example“, https://www.policymatters.net/change-management-plan-real-sample-document-example/
Scope control will be done weekly during project progress review meetings. Monitoring and controlling risks affecting the scope are also part of scope control. All risks affecting the scope are classified as such and their impact is measured throughout the performance period.
Scope Confirmation
The scope validation process will be done at the end of each phase of the project to obtain formal stakeholder acceptance of the completed project scope and related deliverables. Project scope validation involves reviewing the deliverables of individual project phases to ensure that each phase has been satisfactorily completed.
Scope validation will be performed by the Lead Project Team upon completion of each project phase.
The scope of the project is defined in its entirety by the following documents:
- The technical specification
- Technical proposal
- Implementation concept
- Project implementation plan
- Linear schedule
Scope validation is the process of obtaining formal stakeholder acceptance of the completed project scope and related deliverables. Project scope validation involves reviewing the deliverables to ensure that each has been satisfactorily completed.
Scope control focuses on the impact of the factors that create changes in the scope of the project and controlling the impact of those changes. Scope control ensures that all requested changes and recommended actions are processed during the Integrated Change Control process and that the project will implement scope control under the Change Management process. Reference: “Sample Change Request Form: Real example for project managers“, https://www.businesspad.org/sample-change-request-form-real-example/
Scope control will be done weekly during project progress review meetings. Monitoring and controlling risks affecting the scope are also part of scope control. All risks affecting the scope are classified as such and their impact is measured throughout the performance period.
Change Management
After project initiation and acceptance of the Project Definition, changes to project scope, functionality, time, or quality of project tasks may be requested and implemented subject to compliance with Change Management policies. Reference: “Models for change management in projects“, https://securityinformationeventmanagement.com/models-change-management-projects-organizations/
Change management provides a method for controlling and monitoring project changes. A change is defined as an activity that changes the project scope, plan, results, or costs. The main objectives of integrated change control are to:
- Anticipate scope changes or other unplanned activities and control them
- Maintain the integrity of results that have been approved (completed)
- Ensures that new tasks and other requested changes are reasonable and cost-justified and that affected deliverables are appropriately specified and modified (output) Reference: “Requirements change management in project management practices”, https://60yearsnato.info/requirements-change-management-in-project-management-practices/
- Received permission to proceed with the new tasks/changes and assign them to the appropriate persons for implementation
- Monitors scope change progress, cost, and value
The change management procedure identifies, controls, and documents mutually approved and implemented changes during the project.
Changes
Change management procedures will apply to the following types of changes:
- Any change in the project scope
- Unplanned activity
- Creating an unplanned output (ie, any task that is not explicitly within the scope of the current output work plan)
- Changes to an approved (completed) project result
Change management procedures will not cover cases where:
The change is planned – in this case no permission is required
Deficiencies in the result are suspected (for example, if factual errors are subsequently discovered in an approved document, or if the approved configuration or development does not function according to specification).
These situations must first be handled through the design defect remediation process, which is used to verify or confirm each result. Read more: Change management in organizations, https://phron.org/change-management-in-organizations/(PHRON)
However, if the investigation determines that the result is functioning according to specification but requires improvement, then a change request will be made.
No team member will begin work on a task for which there is no express assignment in the work plan without first requesting and receiving approval of the change request.
Change requests
Each Change Request is documented in a Change/Bug Request Log
Change requests trigger the change management process, normally when a member of the project team or an external source determines the need for a possible change in the scope of the project, the plan, and the resources. The team member discusses the potential change with the team leader and/or the workflow owner. The team leader and the workflow owner evaluate whether the requested change requires a change in scope, plan, and resources. After their consent, the request is filed in the register.
The change management procedure begins after both parties sign the contract. The formal start of the procedure is the submission of a Change Request. Reference: “Change Control and Configuration management in Project Management practices”, https://www.islandjournal.net/change-control-and-configuration-management-in-project-management-practices/
The steps in the procedure are as follows:
- Submitting a Change Request – to make your change claim, the interested party must complete a Change Request
- Request Analysis – review of the request by the Main Project Team, the purpose of which is to prioritize Change Requests
- Change Evaluation – gives an evaluation of the implementation of the Change Request, measured in technology, time, financial cost, and solution proposal;
- Approval of the request – The Governing Board gives its decision to implement or reject the request
- Implementation of changes – implementation of the requirements of the Change Request