Does this sound familiar? You are starting a new project, and the first thing the project manager wants to do during the kick-off call is to review the project scope with the team. Next, your team works with the Implementation team to provide requirements, and now the project team wants to verify your requirements against your project scope again.
What gives? This repetition is starting to remind you of being at the doctors. They keep asking you to confirm your date of birth to match it to your chart. Double checking means you don’t have your appendix removed instead of your tonsils. I think we all agree that is an important check.
You will be ready for a successful HCM implementation when everyone agrees on the defined scope. According to one study by the Project Management Institute (PMI), 52% of projects experienced scope creep or uncontrolled changes. These numbers alone should motivate project team members to want to participate in this process.
So, what is the scope review process? This process is a collaborative step to ensure that the scope accurately reflects the mutual understanding between you, the client, and the project team. This review provides a detailed picture of the project’s scope and sets a strong foundation for successful project execution.
Four Scope Review Objectives
1. Align Deliverables with Your Goals:
Confirm that the deliverables outlined in the Statement of Work (SOW) align with your organizational goals and objectives.
During discussions, identify any additional modules or functionality needed to ensure you achieve the defined goals.
2. Define Measurable Deliverables:
Verify that the SOW clearly states what features and modules are included in the project, as well as the scale of implementation. Examples include:
Workforce Management (WFM) components: Timekeeping, Absence, Advanced Scheduling.
Details on pay policies, leave policies, scheduling groups, and other key configurations.
3. Assess Feasibility:
Evaluate whether the deliverables are achievable based on the defined resources, budget (hours), and timeline.
Review to determine if the project team’s skillset aligns with delivering the agreed scope. Document any gaps identified.
4. Clarify Scope Boundaries:
Communicate what is included and excluded from the project scope. A typical example is when interfaces and custom reports are not part of the initial SOW. A review of what is explicitly included defines the boundaries of the project and the scope. Now is the time to ensure everyone is in agreement.
Managing the Project Scope is Critical
Managing Scope Changes:
Scope changes are common in projects. Agreeing on the scope now ensures that changes identified later can be better managed.
Without a clear initial scope, it becomes challenging to recognize when work falls outside the agreed boundaries, leading to delays, budget overruns, or misaligned expectations.
Minimizing Scope Creep:
As mentioned earlier, more than 50% of projects experience scope creep, which is additional work beyond the agreed scope.
Proactive scope management helps keep the project on track.
When Does a Scope Review Occur?
Before the Project Kick-off:
The project team will review the SOW before the initial client call to prepare for discussions.
After Requirements Gathering:
A comprehensive Scope Review and analysis are conducted once the project requirements are fully understood.
Ongoing Monitoring:
The project scope is continuously monitored throughout the project lifecycle to ensure alignment for all stakeholders.
Tools to Support the Scope Review
SOW as a Baseline:
The SOW serves as the starting point for defining the project scope.
Approved scope variations should be documented using version control and saved as a new definition of the project scope.
Change Log:
All scope increases or decreases are documented in a Change Log, ensuring transparency and alignment throughout the project.
By incorporating scope reviews and scope management into our project management process, we are working to ensure that the project’s foundation is solid and aligned with your expectations, minimizing risks and paving the way for a successful partnership.
HRchitect Project Methodology:
At Hrchitect, our project managers use a standard methodology that supports the success of your HCM Implementation. Scope review is a fundamental part of that process. To learn more about how we can help with your HCM System Implementation contact us here.
About the Author
Jacob Coburn is a Delivery Manager at HRchitect. Along with managing his own HCM Implementation projects, Jacob provides support for other project managers in the Project Management Office. He assists others by providing project oversight and guidance.
Jacob uses his 19+ years of experience to assist with onboarding new project managers while collaborating with the PMO management team. He helps to develop processes and best practices to improve our clients’ Implementation experiences.
Prior to joining HRchitect, Jacob served 4 years in the United States Navy on a fast attach Submarine.
Learn more about Jacob on LinkedIn.