Project Implementation Management

PM 714
PROJECT IMPLEMENTATION MANAGEMENT
PROJECT SCOPING
Have you ever experienced this dreaded moment?
During the course of a project, the client has somehow
slipped in 17 extra project deliverables. You were so busy
meeting milestones you hardly noticed. The budget is in
scraps and you’re not exactly employee of the month.
… the schedule as well …
Many project managers have been there - we’ve all been

there to some degree.
Having a solid project scope and using it to keep your project

on track can avoid such disasters.
Scientific evidence for the scope creep challenge
1. Scope creep is the leading cause of project failure
globally (Hussain, 2012);
2. Virtually, every mega construction project in the world
is running overdue and over budget (Schneider, 2017);
3. A report, based on the insights of 3234 project
management professionals, 200 senior executives, and
510 PMO directors from many industries, revealed that
19% of all projects fail, and more than half of them
suffered budget loss or scope creep
(Project Management Institute, 2017)
Re: the project cycle & creation of a project cycle
The project scope
A project scope:
 Created during the planning stage;
 It defines the project goals, objectives, deliverables,
tasks, resources, costs, and timelines;
 Once approved, it becomes a reference point & keeping
project teams focused;
 Notably, it’s a contract.
an agreed summary of all the important parameters of the

entire project.
The project scope … cont …
It establishes:
Project boundaries;
Responsibilities … and accountability;
Success criteria; and,
Procedures for how work will be approved … including
quality confirmation, correct quantities & all requirements.
 It outlines key stakeholders, assumptions and

constraints;
 Importantly, it describes the project in a way that all
stakeholders can understand.
The project scope … cont …
The issue of additional work scope:

 How should it be handled?
 appropriate approvals procedures support “a good
scoping”? …
Re: responsibilities & accountabilities - who is authorized to

issue approvals?
Important as added scopes would add to a project scope …

but also, project cost, project time & other resources
requirements.
Why need a good project scope?
 Ensures the project team have a similar understanding
of the project;
 Prevents projects from expanding beyond the pre-
established vision … without approval;
 Gives a reference line when scope change is necessary,
and provides the team with guidance when making
decisions about change requests during the project;
The project scope vs the project cycle
Project initiation:
Determining an initial project scope to frame the project &
helps decision makers do their due diligence.
Project planning:
 Once approved, the project can be fully scoped (in
details);
 An iterative process between the project team and the
employer/funder;
 Critical to get the scope agreed upon before moving on
to execution … Why? So that everyone involved has a
shared understanding of all elements of the project... a
line that defines the project.
The project scope vs the project cycle … cont …
Project execution:
Plans are put into actions/deliverables are developed & completed;
The project scope is a constant point of reference for teams’
responsibilities in achieving the deliverables;
For managing stakeholders expectations.
Project monitoring:
The PM continuously monitor project progression;
The project plan detail the process to use to adjust schedules,
resources, scope… re: the issue of approvals is important… why?
affects project resources …
Project closure:
PM and the employer reflect on project’s success level i.e. analyse the
outcomes against the project scope (goals & objectives), plus, any
agreed changes during delivery.
RECAP …
1. The relationship between project execution and project

planning?
2. The implementation plan vs successful project
execution;
3. The project scope is established during the planning
phase of the project. It is however a useful tool during
project implementation - elaborate on this.
A worthy project scope
Benefits of a well prepared project scope
Benefits of a well prepared project scope
… and its management …
An overlap between project scope and project scope
management (plan).
The process of scope determination;

Scope verification; and,
Scope control … including scope change control.
Re: the main purpose is to keep the employer & stakeholders

informed, engaged all through;
Having a defined project scope & a project scope control

plan is the tool to successfully complete the project … on
time, within budget & level expected by stakeholders.
How?
SCOPE CREEP
 Constant extension of project scope … more and more

work is added to projects during execution;
 Mainly caused by poor planning, miscommunication,
insufficient change control;
 Causes poor outcomes … cost overruns, missed
deadlines, sub-standard delivery of project objectives
(quality & quantity);
 Thought of as something to be totally avoided;
 If well-managed, scope creep is not bad … re: consider
the reason behind these extra activities additions.
Factors that can impact on project scope creep
1. Vague parameters or non-specific terminology in the

initial briefing document
… allow for the employer to continually expand

the scope of the project, even if they’re not
intentionally;
Why specifications … for project contracts …
- Preparation of specifications is the first & most
important step in any contracts procurement;
- Without them, project budgets, project schedules &
contract responsibilities are difficult/impossible to
define. Well-written specifications must:
Meet performance objectives
Meet budget objectives.
End result specification stipulates the final characteristics of

the product or services (performance), for which the project
team should comply or conform with.
A good specifier
 Be positive & avoid statements that indicate
uncertainty;
 Exclude requirements that cannot be enforced;
 Give specific numerical data: values, maximum and
minimum tolerances;
 Don't be vague with the use of such phrases as ‘good
workmanship', 'easily cleaned', 'readily accessible‘;
 Specify the PM and other project teams responsibilities.
We should be able to relate these preliminary information

about the products or deliverables we expect, to avoid
project scope creep.
Specification review and approval
… during project planning …& forms part of risk control
 Grammatically correct?
 Any necessary requirements omitted?
 Any unnecessary requirements included?
 Are the specification concise and unambiguous?
 Clarity as to the what, when, where, how and why?
2. Stakeholders may be working in direct contact with
employees
Stakeholders may be working in direct contact with

personnel, reducing the effectiveness of the project e.g.
investors, shareholders, financiers, political leaders, users or
beneficiaries
… allow change in specifications and other deliverables’

characteristics, altering the scope;
3. Limited resources
If functioning resources are (extremely) limited, the project

scope will begin to creep as teams adapt and modify their
workflow, the work methodology … or, modify the scope to
omit some project items
Questions:
What happened with the planning phase regarding
resources?
Is it about the budgeting skills?
Is it about weak risk identification and management … where
unforeseen activities lead to scope change?
4. Project Complexity
 Technical and organisational factors that are beyond the

control of project managers;
 The interrelationships between a project’s components
increase the complexity and affect the project’s clarity;
 Failure to comprehend and manage this aspect can lead
to loss of time and money;
 Implementing methods can deal with project complexity
e.g. Quantifying project elements, to plan for
overcoming potential difficulties and making informed
decisions … in project prioritisation & resource
allocation.
5. Environment
 A project does not exist in isolation; it is subject to many different

influences from its environment, contributing to inability to
predict all events & concerns;
 Rapid evolvement of internal & external business environments
during the project results in changes e.g. in customer
requirements, markets and regulations, affecting the
comprehensiveness of the project scope;
 Environmental complexity is an important component of project
complexity (Nguyen et al., 2015). Project complexity increases as
a result of environmental factors:
Some are: weather conditions, stability of project environment,
political issues, geographical location (remote?), number, variety
of stakeholders' perspectives, environmental risks, competition …
and others
Consequences of poor scope planning
 Reputation of the planning team;

 Reputation of the employer (if the reason behind);
 Failure to meet the employer’s expectations (decreased
satisfaction);
 Failure to meet project objectives … with (widespread)
spilling effects … e.g. projects affecting communities at
large (& project value compromised);
 Affecting the employer’s cash flow … when financial
resources are on interest for the fund itself and for
payments to other project implementing teams
(interest on delayed payments)
Avoid scope creep in project management
 Develop reasonable or practical project schedules;
 Stakeholder interactions with streamlined/structured
communication;
 Appropriate (and transparent) documentation;
 Clarification of the scope of the project by listing
features … the work break down structure is one of the
methods.
27

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PM 714

PROJECT IMPLEMENTATION MANAGEMENT

Many project managers have been there - we’ve all been

Having a solid project scope and using it to keep your project

an agreed summary of all the important parameters of the

 It outlines key stakeholders, assumptions and

The issue of additional work scope:

Re: responsibilities & accountabilities - who is authorized to

Important as added scopes would add to a project scope …

1. The relationship between project execution and project

The process of scope determination;

Re: the main purpose is to keep the employer & stakeholders

Having a defined project scope & a project scope control

 Constant extension of project scope … more and more

1. Vague parameters or non-specific terminology in the

… allow for the employer to continually expand

End result specification stipulates the final characteristics of

We should be able to relate these preliminary information

Stakeholders may be working in direct contact with

… allow change in specifications and other deliverables’

If functioning resources are (extremely) limited, the project

 Technical and organisational factors that are beyond the

 A project does not exist in isolation; it is subject to many different

 Reputation of the planning team;

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