I need help with a Management question. All explanations and answers will be used to help me learn.
Please respond to both POST1: and POST2: in at least 200 words. I have also included the original post for your reference when responding to both POST1 and 2.
Describe the function and importance of scope control in managing projects and name the tools and techniques that the textbook and PMBOK® Guide, 6th edition identify as the tools and techniques used for scope control. Select one of these tools and provide an example to describe how you would use this tool in a typical project in your field of practice.
Scope control in managing projects is a very important process since it is used to accomplish a project while still sustaining the project requirements and meeting the overall project goals. According to the Project Management Institute (2017), control scope is the process of monitoring the status of the project and product scope and managing changes to the scope baseline; the key benefit of this process is that the scope baseline is maintained throughout the project. When scope control is not being managed efficiently is when scope creep can occur. Scope creep is defined as uncontrolled expansion to product or project scope without adjustments to time, cost, and resources (Project Management Institute, 2017). To make certain project scope changes are controlled effectively, there are processes and tools and techniques that can be utilized such as data analysis, work performance information, change requests, project management plan updates and project document updates.
Change Requests Process
According to PMI (2017), the change control is the process of reviewing all change requests; approving changes and managing changes to deliverables and to communicate the decisions. Projects that have an extremely tight schedule and can easily go over budget is when the change control process is even more relevant and should be used. However, if a change is made then a formal change request process should be utilized to ensure the full understanding of the impact of the change is understood by all parties. Once approved, updated costs, schedule and baseline should be established and communicated.
Project Change Management Process Steps (Billows ,2019):
Step 1: As the project manager, you receive a change order request. The first step is always to see if the situation can be resolved with corrective action that would not change the project plan or any of its components.
Step 2: If corrective action fails or is not an option, you analyze the change order request. You document each of the items listed above and make your recommendation for approval or rejection of the request. You should complete the analysis in a timely manner and include quantification of the impact of the change on the project scope, budget, duration, etc. as detailed above.
Step 3: You forward your analysis of the change order request to the project sponsor with your recommendation for approval or rejection of the request.
Step 4: The sponsor decides whether to approve or reject the change order request and the consequences. You document the result.
Step 5: If the sponsor approves the change request, you implement it by changing the project budget, schedule and scope as necessary. Then you alter the team member assignments to reflect the changes. You follow these same steps for all change order requests.
Step 6: You should archive the change order request and all supporting documentation. This information is invaluable for handling future requests.
Change Request Example:
If I were a project manager and had to update the project baseline multiple times then I would follow the project change management process. Following this process means that changes that do occur to the baseline project plan are thoroughly explored and are needed to produce the agreed project constraint and deliverables. According to Billows (2019), you should never allow stakeholders to make changes to team members’ assignments, the specifications of deliverables, or to add new deliverables or tasks without going through the change management process. By following this requirement is also preventing scope creep. A project manager’s job is to not prevent changes to the project. However, as an alternative the project managers try their best to come up with more reasonable ways of performance that leads to improvement on a project. In addition, adding extra requests on a project can raise the project’s time and budget constraint, which means the project manager will either need to prolong the deadline and assign extra personnel to work on the project. In the long run, keeping an eye on scope changes allows you to communicate any changes more quickly and make any necessary corrections in advance so that your project does not get off course.
Billows, D. (2019). Project Change Management. Retrieved from: https://4pm.com/2019/08/02/change-requests-4pm-com…
Project Management Institute (PMI). (2017). A guide to the project management body of knowledge (PMBOK® Guide) (6th ed.). Newton Square, PA: PMI Publications.
Scope control and the function of it is one of the key factors to a project, and can be the difference between success of the project and the failure of a project. The lack of scope control is one of the most common and main causes to the failure of a project. Chuck Millhollan (2008) states that “the four top causes for project failure are: Poor or incomplete requirements, Scope creep, A lack of a structured project management methodology, and the Lack of change control.” So what is Scope Control? The PMBOK (2017) guide defines scope control as “the process of monitoring the status of the project and product scope and managing changes to the scope baseline. The key benefit of this process is that it allows the scope baseline to be maintained throughout the project.” Some change throughout a project is inevitable, and some changes are going to have to happen regardless of how solid the scope is. Being able to control the change and potential scope creep, however, is the important task, and can potentially decide the overall success of the project.
There are tools to aid project managers with taking on change, and being able to make the best of it, and come out ahead of any more throughout the projects life cycle. Martinelli and Milosevich (2016) identified four tools and techniques that assist project managers and the task of scope control and they are project scope control system, project change request, project change log, and project scope control decision checklist. The Project Scope Control Decision Checklist is one arguably one of the more important techniques as it discusses and gives visual representation by listing out if the project and the change being requested is worth considering. Along with that, it covers multiple areas of the project as it identifies the responsibility for the change, the impact of change on the project schedule or budget, and the needed resources or approvals necessary to implement the change (Martinelli, 2016).
I have used a project scope control decision checklist, but in a more simple manner, while planning construction projects in the Army. The way that it is handled is a less formal manner, but is consistent with the checklist that is shown in the PMBOK. As more of a risk assessment, it covers the questions of potential strengthening of a project, the pros and the cons of the change, the timeliness if implemented, alternatives, and overall risks to personnel, equipment and job site infrastructure.
Martinelli, R. J., & Milosevich, D. Z. (2016). Project management toolbox: Tools and techniques for the practicing project manager (2nd ed.). Hoboken, NJ: John Wiley and Sons.
Millhollan, C. (2008). Scope change control: control your projects or your projects will control you! Paper presented at PMI® Global Congress 2008—North America, Denver, CO. Newtown Square, PA: Project Management Institute.
Project Management Institute (PMI). (2016). Construction extension to the PMBOK® Guide. Newtown Square, PA: Project Management Institute.