Manage Project Scope Changes

Overview

Briefly, a project's scope refers to the combined set of outputs, outcomes, and benefits of the project and the work required to deliver them. Scope management is the process of handling valid deviations from the project's original scope. Typically, there are five different ways to qualify a scope change as valid:

1. Information: As more information becomes available, it may be discovered that the scope is too aggressive, or won't go far enough to deliver the right outcomes.
2. Budget: As the project progresses, it may be discovered more budget is necessary to hit the identified goals, or alternatively the previously allocated budget might be reduced. To adapt, the scope may need to change.
3. Schedule: The project sponsor may identify a need to have the project delivered faster in order to not block other work. This will lead to adjusting the scope accordingly.
4. Resource: If resources change on the project, it may enable or inhibit from delivering more or less scope.
5. Quality: It may be discovered that quality needs improving, especially after delivering prototypes or proof of concepts, and thus the scope will need to be adjusted.

Recording all scope change requests, even those that don't happen, provides a valuable audit trail for project closure. Within the Enterprise Service Management (ESM) there are several ways to document project scope changes, depending on the level of rigor/formality needed.

In this article:

• Option #1: Project Issue
• Option #2: Project Document Workflow
• Option #3: Project Scope Change Ticket

Option #1: Project Issue

This is the simplest way to track project scope changes. The Project Manager creates a project issue category called "Scope Change" and use the issue statuses to track whether the scope change has been reviewed or approved. With this option, any project member could potentially change the issue's status, although that status change would be documented in the issue's and project's feed.

Create Issue Category Scope Change

The Project Manager, or Alternate Project manager, creates the Scope Change scope category on the project shortly after the project is created.

1. Open the Project.
2. On the left, click Issues.
3. Click Categories.
4. Click + Add.
5. In the Add Category dialog window, type Scope Change.
6. Click Save.

Create Scope Change Issue

For each proposed change to the project an issue should be created as described below.

1. Open the Project.
2. On the left, click Issues.
3. Click + New.
4. The New Issue side panel will open.
5. In the Title field, enter a descriptive name (e.g. ).
6. In the Category field, select Scope Change.
7. In the Priority field, select the appropriate option.
8. Leave the Status as New.
9. In the Description field enter the following:
   • Description of the change
   • Reason for the change
   • What the change impacts (e.g. which outputs/deliverables)
   • The impact on the project if the change isn't accepted
10. Click Save.

Option #2: Project Document Workflow

This is a more complex option that is a less commonly used in the Projects application. Use of project document workflow requires the department managing the project to submit an Enterprise Service Management ticket to have an appropriate document workflow created. Once created the workflow can be used on any applicable project via the following process.

Configure Project Scope Workflow

When a project is created the Project Manager, or Alternate Manager(s) must add and configure the applicable workflow to the project following the steps below.

1. Open the Project.
2. On the left, click Workflows.
3. In the Workflows screen, click + Add.
   1. The Select Workflow dialog window will open.
   2. In the dropdown field, select the appropriate workflow.
   3. Click Save.
4. Click the name of the added workflow.
5. The workflow details will open in a side panel.
6. For each Step within the workflow do the following:
   1. Click Edit.
   2. In the Assigned To field, select the individual(s) which are responsible for the step.
      Important

      Only individuals who have been added as a resource on the project, and have access to TDWorkManagement can be selected.
   3. In the Approve Condition dropdown, select either All or Any.
      Tip

      If more than one person has been selected in the Assigned To field and the All option is selected than ever
   4. Click Save.
7. Once all Steps have been edited proceed to the Approval section.
8. Decide if the Lock this file after all approvals option should be selected.
   Important

   If the file is locked it can never be changed.
9. Click Save.
10. Click Activate.
11. Close the side panel.
12. In the left column click Briefcase.
13. In the project Briefcase click New, then click New Folder.
14. Under Project Folders a new folder is created with the name highlighted. Change the name to Project Scope Change Requests.

Manage Project Scope Changes

During project execution, when there is a project scope change, create a new file describing that scope change, add it to the project's briefcase and assign the workflow.

1. Open the Project.
2. On the left, click Briefcase.
3. Click the Project Scope Change Requests folder.
4. Add file to Briefcase.
   • Method 1: Drag and drop the file
   • Method 2: Click New then File from Computer and use the Add File(s) dialog to locate the file and click Upload.
5. Once the proposed scope change document has been added, click the file's name.
6. In the File Detail side panel, click Actions.
   1. Click Assign Workflow.
   2. In the Assign and Start Workflow dialog in the Workflow​​​​​​​ dropdown field select the appropriate workflow.
   3. Click Assign.
   4. Close the Assign and Start Workflow​​​​​​​ dialog window.

Once the workflow is applied, the proposed scope change is reviewed and approved or rejected in the same way as other Document Workfows.

Option #3: Project Scope Change Ticket

This is the most flexible but most intensive option. Here you create a ticket for project scope changes within the Ticketing Application used by the primary department managing the project. The application should have one or more workflows that apply to these tickets via automation rules. Then, when the ticket is approved, the project manager may receive a notification relating to the work needed for implementing that scope change into the project plan.

Need additional help or have issues

For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for the appropriate support group.