What it
is: Manage Scope & Requirements
Description
This activity controls what is and what is not
included in the project based on the scope and requirements
defined in the Project Charter.
When the deliverables
change during the course of the project the current budget
and deadlines are adjusted to reflect the additional work.
The new estimated cost, effort and duration become the
approved baseline for the project.
Managing changes
to project scope and requirements is guided by the change
management process in the Change Management Plan.
Rationale/Purpose
Changes to scope and requirements are a common
threat to projects. Project managers must watch for
“scope creep.”. An increase in scope that doesn’t include
a corresponding adjustment to project cost, effort or timeline
may result in the project being delivered late or over
budget.
Who is Involved
Project Manager
Project Sponsor
Project Stakeholders
Project Team Members
Results
Scope and requirement changes are monitored and
controlled
Scope and Requirement Changes component of the Project Status Report
How to: Manage
Scope & Requirements
Recommended actions and strategies
The table below provides a step-by-step procedure
for handling a change in a project’s scope and requirements.
Tip: Consider doing a periodic checkpoint to review the
scope and requirements with the project sponsor just to
confirm there are no assumptions about changes to be made.
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What to do
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How to do
it
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1
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Obtain a formal request for a scope or requirement
change
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Ask the person to submit a scope change and justify
the business value to the project. The sponsor will
need this information to make a final decision.
Document the change request . Make sure the reason for the change is clearly
documented.
Note: Sometimes the change to scope is actually
a clarification of an existing scope item that turns
out to be bigger or more complicated than originally
estimated.
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2
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Track the formal change request
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Follow the project change management control methods
as outlined in the Change Management Plan.
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3
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Analyze the nature and extent of the scope or
requirement change
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Work with the project team to analyze what the
change involves in terms of work or rework.
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4
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Determine the impact of the change request
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Work with the project team and project sponsor
to determine the impact of the scope or requirement
change on the schedule effort, cost, duration.
Consider impact of change on project team focus
and morale.
Consider feasibility of the change.
Evaluate potential project risks and issues.
Document
all alternatives explored for future reference.
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5
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Identify who must review and accept or reject
the scope change
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Work with the project sponsor and other designated
decision makers. Use the project’s change management
control process to review and solicit change approval
or rejection.
Remember: adjustments to the project scope
become a new baseline and must have the approval
of the project sponsor.
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6
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Make necessary adjustments to appropriate project
plans and staffing
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If the scope change is accepted:
- Update the project charter with agreement on
revised project scope or requirements, staff
allocations and timeline.
- Update the project budget,
schedule, and staff resources as needed.
- Solicit
additional staff as required.
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7
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Communicate the scope change status and resolution
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Use the communication plan to inform project
team and other appropriate stakeholders. Include
scope changes in the Project Status Report.
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Templates/Examples: Manage Scope & Requirements
The table below provides several templates you
can use to help manage the project scope and requirements
for your project.
