Understanding and Managing Scope Creep for Project Management Professionals

Every project manager and team knows that even with the most detailed project plan possible, one or more project stakeholders will likely suggest seemingly insignificant changes along the way. Those changes add up, causing the project to suffer budget overruns and schedule delays.

In a project management context, scope creep is the term for expanding a project’s scope beyond the approved parameters, which impacts resources, schedule, budget, and outcomes. Scope expansion can involve new requirements or features.

To manage and prevent scope creep, a project manager uses a scope management plan with a change control process that is followed by the project team and stakeholders. Scope management includes creating a scope statement, work breakdown structure (WBS) documentation, a detailed project plan, a strong change control process, and ongoing stakeholder communications.

Managing scope creep matters because it can be the difference between successfully reaching project goals or experiencing a project failure.

What is Scope Creep?

In 2018, PMI’s The Pulse of the Profession found that 52% of all projects face scope creep. The percentage would be even higher without effective project scope management to prevent and manage it.

Scope creep, or “feature creep,” refers to adding unapproved requirements to a project over its life. PMI’s Guide to the Project Management Body of Knowledge (PMBOK® Guide) 7th Edition defines scope as “the extent of what a project will produce, and the work needed to produce it.”

Examples of scope creep include increasing the number of deliverables, adding additional product features, or adding a new product. Without a documented change request and the application of a formal change control process to assess that change request, there is an increased risk of scope creep.

Project Scope and Scope Creep

In Waterfall, or traditional project management, a project scope statement serves as a guide to ensure a project follows the original approved requirements, budget, and timeline, Waterfall or traditional project management recommends using a project scope statement. Because change is a constant, even within projects, it needs to be managed effectively. According to the Project Management Institute (PMI)® featured topic on scope management: “Change happens, and project scope management includes the process to manage scope changes and ensure the project will still come in on time and within budget.”

Scope creep and related project and scope management terms are potential topics within PMI’s Project Management Professional (PMP)® certification exam. Some key terms to understand include:

• Scope statement: a document detailing “the project scope, major deliverables, assumptions, and constraints.”
• Scope: the work needed to produce the approved project deliverables and outcomes on time and within budget; documented using a scope statement and a Work Breakdown Structure (WBS).
• Scope creep is the addition of unauthorized additional features or functions to a product or project requirements despite not being included in the scope and regardless of the impact on budget or timeline.

PMP candidates should also prepare for exam questions about scope and scope creep, including the following topics:

• how scope creep occurs
• how scope creep impacts project timelines, budgets, and quality,
• using scope management documentation and tools (scope statement, work breakdown structure, change request, change control process), and
• strategies to manage scope and prevent scope creep.

Your PMP exam prep should include taking a class from an authorized training provider, such as Project Management Academy, PMP practice exams, and learning best practices for preventing and managing scope changes.

Examples of Scope Creep

No industry or project is immune to the potential of scope creep. Consider the impact of scope creep in the following examples:

• Software Development: The project’s scope for developing new software includes user login, data entry, and data reporting functionality. Before the project’s completion, two stakeholders demand adding analytic functionality, mobile compatibility, and integration with four other third-party systems. Each addition has a resource, budget, and time implication.
• Construction: The original building plan was for three floors with set amenities. As they begin pouring the foundation, the client demands “a few minor improvements” such as a sun deck, additional fully functioning kitchen break area, and meeting LED standards. These additions’ impact is far-reaching regarding building permits, timeline, material resources, personnel resources, and budget.

Many project managers refer to the Denver International Airport‘s project to create a fully automated baggage handling system as a well-known example of unchallenged scope creep and its results. Over 2,000 design changes came in from across stakeholders, resulting in an almost 2-year delay and doubling the project budget. Had they used project management standards to manage and prevent scope creep, it would have reduced or prevented budgetary and timeline impacts.

Causes of Scope Creep

One way to prevent scope creep is to know its most common causes. Changes can be caused by multiple factors or only one, but the resulting scope creep can have a project-wide impact. Common causes of scope creep include the following:

• Poorly Defined Project Scope makes it much easier for new tasks and features to slip into the project and cause scope creep.
•  Inadequate Project Planning makes it difficult to prepare for risks, leading to implementing changes as part of uncontrolled scope creep.
• Unchecked Stakeholder Requests for new features and changes that do not go through a change control process can wreak havoc on a project, leading to constant scope creep.
• The lack of Change Control Processes creates the perfect environment for project-long scope creep, with new tasks, features, and requirements constantly being piled onto the project regardless of impact. 

The words “it is a small change, what’s the big deal” can be the beginning of uncontrollable scope creep with far-reaching implications across the project. As a project manager, you must implement plans, controls, and documentation and adhere to processes to prevent and manage scope creep and meet project goals within approved guidelines.

Effects of Scope Creep

Scope management is core to project management due to the far-ranging, negative impact that scope creep can have on any project. There are several aspects of your project that can be negatively impacted by unchecked scope creep, including:

• Budget
• Material resources
• Personnel resources
• Quality
• Stakeholder satisfaction
• Project schedule
• Team morale
• Team productivity

Scope management strategies are the best way to avoid scope creep and the negative effects it has on your project’s success.

Manage Scope Creep

Creating a solid scope management plan and change control process is essential to be proactive in managing scope creep. As a project manager, it’s essential you take steps to manage scope creep in your project. Some of the steps you can take to manage scope creep include:

• Conduct ongoing Stakeholder communication: Provide progress updates, including potential changes to manage expectations during the project.
• Maintain detailed and thorough project documentation: Changes to the project should be documented meticulously with details such as the impact on the project timeline, costs, and resources.
• Monitor project progress and scope: Conduct frequent scope reviews to monitor adherence to the original project objectives and address deviations promptly.
• Utilize project management software: Leverage standardized tools, templates, and tracking features to support project management activities and reporting.

Best Practices to Prevent Scope Creep

While there is an endless variety of projects, all projects have one common goal–complete the project on time and under budget with all requirements met. There are several best practices you should employ as a part of your scope management, including:

• Conduct Scope Reviews to ensure alignment with project goals and address deviations.
• Create a Work Breakdown Structure (WBS) to define and organize the project’s scope of work.
• Define the Project Scope using a scope statement that lists the project goals, objectives, deliverables, milestones, constraints, and assumptions; obtain stakeholders’ approval before project work begins.
• Engage Stakeholders from the start of the project to gather requirements and expectations; maintain regular communication throughout the project.
• Manage Stakeholder Expectations via ongoing communications about scope changes, scope creep, and implications.
• Monitor and Control Scope with key performance indicators (KPIs) and metrics to track adherence to the original scope statement and identify issues proactively.
• Set Project Requirements within detailed project documentation to prevent later misunderstandings.
• Use a Change Control Process to evaluate each change request against the project scope and assess its potential impact on the project timeline, resources, and budget.
• Use Project Management Software to manage tasks, progress, and scope.

Scope creep probability decreases with the consistent application of scope management best practices. Effective project managers use multiple strategies to manage scope to complete projects within budget, on time, and to the satisfaction of stakeholders.

Conclusion

Knowledge of project scope, including the purpose of scope within project management, how to manage scope, the causes of scope creep, and the best practices of scope management will prepare a project manager to take the PMP certification exam and be more effective leading projects. As with all aspects of project management, scope management depends on the quality and consistency of communication.

Scope creep can lead to an improvement in a project, but it typically leads to cost overruns and significant delays. It is essential to leverage a change control process and strong project scope management to reach project objectives on time and within budget. As a project manager, you can manage scope creep, consistently ensuring success by using proven techniques.

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