Here's how you can manage scope changes and keep programs on track.
Managing scope changes effectively is a critical skill in program management, as it ensures that programs remain on track despite the inevitable shifts and twists that occur during their lifecycle. Scope changes can arise from various sources, such as stakeholder requests, market dynamics, or technological advancements. Keeping a program on track requires a proactive and strategic approach to scope management, ensuring that changes are integrated smoothly without derailing the overall objectives and timelines.
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Rajkumar SrivastavBuilding Global teams and Compliance solutions
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Hussein IsmailPlanning Manager | Project Controls Manager | PMO Consultant | Instructor | Business Coach | DBA(Cand.), MSc.BusPsych…
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Manuel QuirogaGestión estratégica programas y proyectos integrales, Cooperación Internacional al desarrollo; gestor – gerente…
When a scope change is proposed, the first step is to thoroughly assess its impact on the program. This means analyzing how the change will affect the program's schedule, resources, budget, and quality. You should evaluate whether the change aligns with the program's goals and if it is feasible within the existing constraints. Consider the trade-offs and whether additional resources will be required to accommodate the change. A clear understanding of the implications will help you make informed decisions and communicate effectively with stakeholders.
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Rajkumar Srivastav
Building Global teams and Compliance solutions
First, question why.? Second, if you are convinced, see what changes-- 1) people, 2) process and 3) tech. Third, check whether change derails the project or just add hurdles. Whatever be the outcome, communicate to everybody involved what you feel and propose revised set of actions (if its just hurdles)
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Manuel Quiroga
Gestión estratégica programas y proyectos integrales, Cooperación Internacional al desarrollo; gestor – gerente Proyectos desarrollo rural, producción, RRNN, medio ambiente y agua con enfoque de género.
1/3 Para pensar en un cambio de alcance, desde mi experiencia, antes que nada (Evaluar impacto, Involucrar partes interesadas, Planes de actualización), es necesario realizar primero un análisis de riesgos, donde el escenario más delicado a concentrarnos es el riesgo de imagen. Ya que, independientemente de la causa; obliga frente a financiadores, beneficiarios, usuarios, etc. a justificar y argumentar la necesidad que nos aleja inicialmente de los acuerdos comunes y que no fueron tomadas en cuenta antes de delimitar el escenario a dejar.
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Aman Kaur⚡️
Program Manager | Transformation & Strategy | Co-Chair REACH Network (DEI) | STEM Enthusiast
Assess how scope changes will affect project timelines, budget, and resource allocation. Use project management tools to simulate and analyze the impact on project scope.
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Richard Bostock PMP, SAFe®
Partnerships Developer | Program & PMO Manager | Host of PPPM Behind The Scenes and C-Innovation podcasts
Always link scope changes back to the Requirements Traceability Matrix. This tools shows in compact form, where each requirement on the program comes from. It's a permanent record that allows you as the PM to recall history very easily.
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Zabrina Amber Shaw, PMP, SCMP
Specializing in Project Control Integration for Capital Portfolio Delivery
Understand the change, and fully review the change against the baseline scope, schedule, and budget. Understanding the justification and the benefits offered to the program of the change against the proposed impact to the program's time, and cost, resources - will it help achieve objectives more effectively, or divert resources away from critical timelines?
It's essential to engage stakeholders early when managing scope changes. By involving them in discussions about potential changes, you can gather valuable insights and ensure that everyone's expectations are aligned. Effective communication is key; you must articulate the reasons for changes, their benefits, and any associated risks. This collaborative approach not only fosters transparency but also helps in securing buy-in from those who may be affected by the changes.
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Zabrina Amber Shaw, PMP, SCMP
Specializing in Project Control Integration for Capital Portfolio Delivery
Scope changes can affect different stakeholders in different ways. Consider how the change will impact the program team, organizational management, the client, end users, and any other relevant stakeholders. Refer to your project management plan's communication plan, which will identify the engagement strategy of each group of stakeholders. The plan outlines how, when, and what information will be communicated to stakeholders. It ensures that all stakeholders are kept informed and that their information needs are met. It will guide the program in preparing communication tailored to each group.
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Richard Bostock PMP, SAFe®
Partnerships Developer | Program & PMO Manager | Host of PPPM Behind The Scenes and C-Innovation podcasts
For each change proposed, involve stakeholders so that you can ultimately communicate: - extra work involved - what will be wasted - benefits to be obtained - knock-on effects elsewhere In this way, everyone is on the same page.
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Infiyas Mohamed Anis Marikkar
Servant Leader | Project & Program Manager | Global Support Manager | Senior IT Service Manager| Scrum Master | Product Owner | Cyber Security| MBA | BSc | PMP | ITIL | CSPO
Early engagement of stakeholders is crucial in managing scope changes. This involves involving them in discussions to gather insights, align expectations, and communicate reasons, benefits, and risks effectively. This collaborative approach fosters transparency and helps secure buy-in from stakeholders affected by the changes.
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Manuel Quiroga
Gestión estratégica programas y proyectos integrales, Cooperación Internacional al desarrollo; gestor – gerente Proyectos desarrollo rural, producción, RRNN, medio ambiente y agua con enfoque de género.
Todas estas reuniones de información y actualización con las partes interesadas, desde mi experiencia, deben ser planificadas y realizadas, conforme a los hitos identificados en el plan de hitos presentado en la primera reunión donde se acordó, definir el cambio de alcance. Las reuniones deben ir a la par con los hitos del Plan De Hitos, claramente identificados. Esto nos lleva a un Monitoreo y Evaluación mucho más participativo y burocrático, este el costo que como implementadores y ejecutores del proyecto debemos pagar
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Oto Kuparadze
Treasury Products Manager, Noncredit Business Development at TBC
Engaging stakeholders early in scope change management is crucial. By involving them in discussions, you gather insights, align expectations, and ensure transparency. Effective communication about reasons, benefits, and risks builds understanding and secures buy-in from all impacted parties.
Once a scope change is approved, updating all relevant documentation and plans is crucial. This includes revising the project management plan, schedule, budget, and any other affected areas. Ensure that all team members are aware of the changes and understand their new responsibilities. This step is vital for maintaining alignment and ensuring that everyone is working towards the updated objectives.
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Infiyas Mohamed Anis Marikkar
Servant Leader | Project & Program Manager | Global Support Manager | Senior IT Service Manager| Scrum Master | Product Owner | Cyber Security| MBA | BSc | PMP | ITIL | CSPO
After approval of a scope change, updating all pertinent documentation and plans is essential in program management. This involves revising the project management plan, schedule, budget, and other relevant areas. It's important to communicate changes to team members, ensuring everyone understands their updated responsibilities. This step is critical for maintaining alignment and ensuring unified efforts towards revised objectives.
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Aman Kaur⚡️
Program Manager | Transformation & Strategy | Co-Chair REACH Network (DEI) | STEM Enthusiast
Keep a record of all approved scope changes and decisions made throughout the project. Ensure all stakeholders are informed of changes and their implications
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Oto Kuparadze
Treasury Products Manager, Noncredit Business Development at TBC
After approving a scope change, updating all documentation and plans is critical. Revise project management plans, schedules, budgets, and other affected areas. Ensure team awareness and clarify new responsibilities to maintain alignment and focus on updated objectives
Monitoring progress closely after implementing scope changes is imperative to ensure that the program remains on track. Use key performance indicators (KPIs) and regular status updates to track the program's progress against its revised objectives. If discrepancies arise, be prepared to take corrective action promptly. This continuous oversight allows you to manage risks effectively and maintain control over the program's direction.
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Hussein Ismail
Planning Manager | Project Controls Manager | PMO Consultant | Instructor | Business Coach | DBA(Cand.), MSc.BusPsych, MBA, BSc.CE, C-KPI, C-SBP, P3O, PMI-ACP, PMI-PBA, PMI-SP, PMI-RMP, PMP, SFC, SSYB.
With the scope change implemented, closely monitor the project's progress to ensure that the changes are integrated smoothly and are moving the project towards its new objectives. Use project tracking tools and regular status meetings to keep tabs on milestones and deliverables.
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Manuel Quiroga
Gestión estratégica programas y proyectos integrales, Cooperación Internacional al desarrollo; gestor – gerente Proyectos desarrollo rural, producción, RRNN, medio ambiente y agua con enfoque de género.
El Monitoreo y Evaluación, que en cierta manera compartimos en mas medida que habitualmente con un proyecto que no sufrió un cambio de alcance, mencionamos que es el precio que pagamos con nuestros clientes socios e involucrados, por la modificación, independientemente del origen donde surgió la necesidad. En consecuencia, el precio y nuevas actividades modifican el presupuesto cronograma y puede generar preconceptos, dudas y cuestionamientos a lo largo de este monitoreo que desde mi experiencia, son los elementos que deben ocupar un mayor porcentaje de las reunión a las cuales hicimos referencia, que se pueden traducir en diferentes niveles y con diferentes objetivos (Cliente, Inversores, beneficiarios, etc)
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Infiyas Mohamed Anis Marikkar
Servant Leader | Project & Program Manager | Global Support Manager | Senior IT Service Manager| Scrum Master | Product Owner | Cyber Security| MBA | BSc | PMP | ITIL | CSPO
Well, monitoring progress rigorously following scope changes is essential for program management. Utilize key performance indicators (KPIs) and regular updates to track progress relative to revised objectives. Promptly address any deviations through corrective actions to effectively manage risks and maintain control over the program's trajectory.
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Oto Kuparadze
Treasury Products Manager, Noncredit Business Development at TBC
Monitoring progress closely after implementing scope changes is crucial for maintaining alignment with strategic objectives. Using Key Performance Indicators (KPIs) and regular updates allows prompt assessment of deviations and corrective measures, enhancing proactive risk management and program control. For instance, proactive monitoring revealed a significant timeline deviation post-scope adjustments, prompting swift corrective actions to realign resources effectively. This agility ensures resilience and supports the pursuit of strategic goals amidst evolving conditions. In conclusion, rigorous progress monitoring post-scope changes fosters adaptability and clarity, crucial for long-term program management success
Scope changes inevitably introduce new risks to a program. It's important to identify these risks early and develop strategies to mitigate them. Update your risk management plan to reflect new risks and assign ownership for monitoring and addressing them. By proactively managing risks associated with scope changes, you can minimize their impact and keep your program on course.
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Hussein Ismail
Planning Manager | Project Controls Manager | PMO Consultant | Instructor | Business Coach | DBA(Cand.), MSc.BusPsych, MBA, BSc.CE, C-KPI, C-SBP, P3O, PMI-ACP, PMI-PBA, PMI-SP, PMI-RMP, PMP, SFC, SSYB.
Re-evaluate the project’s risk profile in light of the scope change. Identify any new risks introduced by the changes and update your risk management plan accordingly. Implement risk mitigation strategies and keep a contingency plan ready to handle potential setbacks.
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Richa Jangid
Program Manager | Operations | Process Excellence | President’s Office | Industrial Engineer | WEF Global Shaper
Early identification of the risks is the key to resilience. By staying proactive, you can reduce the impact of scope changes that arise in the middle of a project. You can also refer the TGR-TGW documents from your previous projects and learn from how a similar situation was dealt in the past. Additionally, engaging stakeholders throughout this process ensures transparency and collective responsibility, which helps maintain program stability and direction.
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Infiyas Mohamed Anis Marikkar
Servant Leader | Project & Program Manager | Global Support Manager | Senior IT Service Manager| Scrum Master | Product Owner | Cyber Security| MBA | BSc | PMP | ITIL | CSPO
Managing risks introduced by scope changes is critical in program management. Early identification of these risks allows for the development of mitigation strategies. Update the risk management plan to include new risks and assign responsibility for monitoring and addressing them. Proactive risk management ensures minimal impact from scope changes and maintains program stability.
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Oto Kuparadze
Treasury Products Manager, Noncredit Business Development at TBC
Addressing risks introduced by scope changes requires a proactive approach. Early identification, swift updates to the risk management plan, and clear ownership are essential for minimizing disruptions and maintaining program stability
Finally, maintaining a flexible mindset is critical when dealing with scope changes. Be prepared to adjust your approach as necessary and foster a culture of adaptability within your team. Flexibility allows you to respond effectively to unforeseen challenges and capitalize on new opportunities that may arise as a result of scope changes. By staying agile, you can navigate the complexities of program management and steer your program towards success.
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Hussein Ismail
Planning Manager | Project Controls Manager | PMO Consultant | Instructor | Business Coach | DBA(Cand.), MSc.BusPsych, MBA, BSc.CE, C-KPI, C-SBP, P3O, PMI-ACP, PMI-PBA, PMI-SP, PMI-RMP, PMP, SFC, SSYB.
Stay flexible and be prepared to make further adjustments as the project progresses. Scope changes often have cascading effects that might not be fully apparent initially. Maintaining agility in project management allows you to respond swiftly to these changes and adjust project parameters as needed.
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Aman Kaur⚡️
Program Manager | Transformation & Strategy | Co-Chair REACH Network (DEI) | STEM Enthusiast
Set up formal processes for submitting, evaluating, and approving scope changes. Define criteria for accepting or rejecting changes based on impact, feasibility, and alignment with project goals.
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