Control Scope Process

The deliveries that you create within the scope of the project are reviewed by the client towards the end of the project and the necessary approvals are given by comparing them with the specified requirements.

This process is carried out within a part of the scope validation process. However, the fact that the product is not accepted by the customer at this stage of the project management means that it is too late for corrective action. It may even be necessary to start all over again, take everything from the very beginning. In order to obtain a PM certificate, one of the monitoring and control processes that we need to understand is the control scope process. Control of the scope is directly related to the measurement performance domain and delivery performance domain.

As we have always said, the sooner errors and deviations are noticed in projects, the better. Therefore, it is essential to keep the project under constant control. For this reason, if any, you should not wait until the end of the project to find the scope deviations, you should set up a mechanism to check these deviations throughout the project. Here the process of checking the scope is a preventive process that serves this purpose.

The project management process has two main objectives: to keep track of whether the product to be produced within the scope of the project meets the requirements and to control the introduction of changes to be made on the approved scope.

Keeping the changes to be made to the scope under control is one of the most important tasks of the project manager. Because errors in this area can cause critical errors such as scope creep and gold plating. If you need to go over briefly the scope of the shift, a process without going through formal change control changes to the scope of the project as a result of direct application of coverage is coming to an uncontrollable point, while the gold plating is to provide features that are not included in the scope beyond the requirements of the customer. These two concepts lead the project to a very high probability of failure.

Inputs to the Control Scope Process - Artifacts

  • Scope management plan: The scope management plan has been designed to provide clear direction to the project team regarding the method of identifying, documenting, and controlling scope as it affects the project
  • Lessons learned register:  It helps to make all information available to everyone and can be used for future reference. In some ways, it is the living embodiment of the project itself, because the experience and knowledge of the people who have worked on the project are part of this document.
  • Organizational process assets: Organizational process assets, or OPA, are key to sustaining the project management maturity of your organization. Used here as well, similar to other processes.
  • Requirements management plan: Requirements management plan is a document that defines the strategy of requirements management for a project.
  • Change control plan: Change management plan is an essential document in project management as it helps manage and monitor the implementation of changes that are required or proposed during the project.
  • Configuration management plan: The configuration management plan is the foundation for controlling changes to a project’s baseline documents.
  • Scope baseline: In project management, the scope baseline is a snapshot of the final agreed-upon product which gives a clear picture of what is to be delivered and any changes made to that
  • Performance measurement baseline: It is a must as a project manager should be able to measure the performance of every project towards achieving its objectives.
  • Requirements documentation: Many projects fail because the requirements are not properly documented. To avoid this, it is crucial that the specific project requirements are clearly recorded and agreed upon by stakeholders.
  • Requirements traceability matrix: The Requirements Traceability Matrix is an important tool in the project management process. It is a simple matrix that allows you to document and move your requirements from initial request, through elaboration (documentation of the requirement) and into development.

Methods Used in This Process

  • Variance analysis: Variance analysis is a way to track your expenditures against your budget.
  • Trend analysis: This can be very beneficial in projects as it helps you identify areas where performance may be improving or deteriorating based on the current conditions
Read also: Project Brief