Scope creep can cause project failure

Introduction

Scope is one of the key elements that needs to be monitored, controlled and managed during project management because scope creep (uncontrolled changes in project scope) is inherent in most projects and is a major cause of cost and time overrun (Lynch & Roecker, 2007) and even project failure. In this article I will discuss a project that failed due to poor project management and issues to do with scope creep.

Failed computerization project

The National Social Security Authority (NSSA) is a quasi-government organization established by the Zimbabwean government to provide social security services and benefits to members contributing to schemes under its administration. A newspaper article by Mambo (2012) reported that NSSA lost about $4.5 million to a service provider after terminating the service provider’s contract citing incompetence and failure to provide a functioning system to agreed specifications. The matter ended up in court after the service provider disputed NSSA’s claims of incompetence and NSSA lost the court case. The project, which was scheduled to take eight months, was terminated after twenty four months. NSSA’s internal managers who were assigned to manage the project were blamed for the project’s failure. The disagreement between NSSA and the service provider on the deliverables has been attributed to scope creep.

Causes of scope creep

The following are some of the main causes of scope creep that have been highlighted by de Sousa (2009):

• Poorly detailed project scope statement in the project initiation document
• Poor requirements analysis
• Poor control of the project by the project manager
• Indecisive project stakeholders
• Too many project stakeholders with differing priorities and objectives

How NSSA’s issues could have been handled

If I were the project manager for the NSSA project, I would ensure that the project scope (detailing all major deliverables and boundaries) was clearly defined at the beginning of the project, documented and agreed upon by all major stakeholders (Villanova University, 2013). This helps to minimize the chances of scope creep and disagreements as the project progresses. I would also ensure that thorough requirements analysis has been done and users are involved throughout the project.

However, it should be noted that scope creep can still occur even when the scope has been clearly defined. For example a change in vision can result in scope creep (Lynch & Roecker, 2007). In situations where changes have to be made to the project scope as a result of requests by the client, Dr. Stolovitch (n.d.) has suggested that there is need to formally capture the proposed changes using a change of scope document and then determine the effect of the changes on project variables such as the budget and timeline before seeking client approval to effect changes and then finally communicating the changes to the project team and other stakeholders.

Conclusion

While the project manager should make an effort to guard against scope creep throughout the project by, among other things, discouraging requests for changes from various stakeholders, the project manager should be prepared to manage scope creep when it becomes inevitable.

References

de Sousa, S. (2009). What are the causes of scope creep?. Retrieved from

http://www.my-project-management-expert.com/causes-of-scope-creep.html

Lynch, M. M., & Roecker, J. (2007). Project managing e-learning: A handbook for successful design, delivery, and management. London: Routledge.

Chapter 5. Retrieved from

https://class.waldenu.edu/bbcswebdav/institution/USW1/201340_02/MS_INDT/EDUC_6145/Week%206/Resources/Week%206%20Resources/embedded/6145_Wk6_Lynch_Ch5.pdf

Mambo, E. (2012, July 27). NSSA loses US$4.5 million in botched computer deal. Zimbabwe Independent Online. Retrieved from

http://www.theindependent.co.zw/2012/07/27/nssa-loses-us45m-in-botched-computer-deal/

Stolovitch, H. (Walden University). (n.d.). Monitoring projects. [DVD].

Villanova University (2013). Managing scope creep in project management

http://www.villanovau.com/project-management-scope-creep/