SCOPE MANAGEMENT PROCEDURE

INFORMATION TECHNOLOGY
SERVICES
Version: 0.1
Doc Security: Public
Author: Peter Woolley
Date: 21/06/2013
Risk an !ssue "ana#e$ent Plan
%&'()'(S
Pur*ose...................................................................................................................... 3
Sco*e "ana#e$ent Strate#y......................................................................................3
Sco*e "ana#e$ent Process......................................................................................+
A**ro,al %ycle.......................................................................................................... 16
%han#e -istory......................................................................................................... 16
Pa#e 2 o. 16
Risk an !ssue "ana#e$ent Plan
P/RP&S)
(he *ur*ose o. this *roceure is to e.ine the *rocess that is to be use to $ana#e
any chan#e to the sco*e0 scheule or cost *ertainin# to !(S *ro1ects.
S%&P) "A'A2)")'( S(RA()23
APPR&A%-
Pro1ect sco*e0 .or all *ro1ects0 4ill be controlle by the res*onsible *ro1ect resources
liste belo4. !n aition0 any tea$ $e$ber0 incluin# thir *arty su**liers0 4ho
etects or sus*ects a sco*e e,iation has the res*onsibility to re*ort to one or $ore
o. the *eo*le liste belo4 an to ocu$ent the *otential sco*e e,iation.
Pro1ect 5oar
5usiness Syste$ &4ner
Pro1ect "ana#er
Deli,ery (ea$
A stanin# a#ena ite$ .or the 4eekly *ro1ect status $eetin# 4ill be to re,ie4
chan#es in sco*e to the *ro1ect.
),ery *ro1ect 4ill ha,e a sco*e baseline establishe. (his baseline is e.ine 4ithin
the Pro1ect "ana#e$ent Plan 6P"P7. Any *otential e,iation in sco*e is co$*are
to the e.ine sco*e baseline to eter$ine i. a e,iation in sco*e is actually e8ists.
De,iation in sco*e can relate to chan#es in a contract0 an increase or ecrease in
solution si9e0 .unctionality0 cost or eli,ery ti$e.ra$e.
!"PA%( ASS)SS")'(
!. a e,iation in sco*e is ienti.ie an assess$ent o. the i$*act o. incluin# the
e,iation in sco*e nees to be unertaken. (he !$*act Assess$ent in itsel. 4ill
incur costs an i$*acts to the o,erall eli,ery o. the s*eci.ic *ro1ect. !. the cost an
i$*acts o. the !$*act Assess$ent are s$all an can be unertaken 4ithout any
a,erse i$*acts on the *ro1ect achie,in# its scheule an cost tar#ets then .or$al
a**ro,al .or the !$*act Assess$ent is not re:uire. (he ti$e to co$*lete an !$*act
Assess$ent that 4ill not a,ersely i$*act a *ro1ect;s cost an eli,ery scheule is
no$inally set at 2 hours. (he eter$ination o. 4hether or not .or$al a**ro,al is
re:uire .or an !$*act Assess$ent to be unertaken is the res*onsibility o. the
Pro1ect "ana#er.
%&S(!'2 A'D !"PA%(S
All costs an i$*act associate 4ith a e,iation in sco*e as to be inclue in the
!$*act Assess$ent an associate ocu$entation0 i.e. %han#e Re:uest. (he costs
an i$*acts $ay inclue chan#es to resources0 .unctionality0 on<#oin# su**ort0 thir
*arty su**liers an or#anisational chan#es.
Pa#e 3 o. 16
Risk an !ssue "ana#e$ent Plan
S%&P) "A'A2)")'( PR&%)SS
Pa#e + o. 16
Risk an !ssue "ana#e$ent Plan
PR&%)SS =>&W
Pa#e ? o. 16
Risk an !ssue "ana#e$ent Plan
Pa#e 6 o. 16
Risk an !ssue "ana#e$ent Plan
Pa#e @ o. 16
Risk an !ssue "ana#e$ent Plan
Pa#e A o. 16
Risk an !ssue "ana#e$ent Plan
Pa#e B o. 16
Risk an !ssue "ana#e$ent Plan
PR&%)SS D)S%R!P(!&'
Process ID 1 Process Name Potential chan#e in sco*e ienti.ie
Responsibe Fre!"enc# Descrip$ion
Pro1ect 5oar
5usiness
Syste$ &4ner
Pro1ect
"ana#er
Deli,ery (ea$
As re:uire )ach *ro1ect role is res*onsible .or ienti.yin# *otential chan#es in sco*e o. the *ro1ect.
Process ID 2 Process Name Docu$ent *otential chan#e in sco*e
Responsibe Fre!"enc# Descrip$ion
Pro1ect 5oar
5usiness
Syste$ &4ner
Deli,ery (ea$
As re:uire &nce ienti.ie each *otential chan#e in *ro1ect sco*e $ust be ocu$ente 4ith su..icient
etail to eter$ine 4hy the chan#e is seen as a chan#e in sco*e.
(he ocu$entation can be one ,ia e$ail or ocu$ent or $eetin# $inutes or on a
%han#e Re:uest .or$. (he .or$at o. the %han#e Re:uest .or$ 4ill be a#ree as *art o.
the Pro1ect "ana#e$ent Proceure eli,erables.
Process ID 3 Process Name %o$$unicate *otential sco*e chan#e
Responsibe Fre!"enc# Descrip$ion
Pro1ect 5oar
5usiness
Syste$ &4ner
Pro1ect
"ana#er
Deli,ery (ea$
As re:uire &nce a *otential chan#e in sco*e has been ienti.ie an ocu$ente the ienti.ier
co$$unicates the chan#e to the Pro1ect "ana#er.
(he co$$unication can be ,ia e$ail or ocu$ent or $eetin# $inutes or on a %han#e
Re:uest .or$.
Process ID + Process Name /nertake initial iscussion to eter$ine i. chan#e in sco*e
Responsibe Fre!"enc# Descrip$ion
5usiness
Syste$ &4ner
Pro1ect
"ana#er
As re:uire (he Pro1ect "ana#er an 5usiness Syste$ &4ner hol an initial iscussion to eter$ine i.
the re:ueste chan#e is a chan#e in *ro1ect sco*e.
(he *ur*ose o. this ste* is to ensure an e..icient *rocess0 i.e. not to istract the Deli,ery
(ea$ unnecessarily0 in circu$stances 4here the in or out o. sco*e ecision is ob,ious.
Process ID ? Process Name %reate %han#e Re:uest an recor in %han#e Re#ister
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire (he Pro1ect "ana#er raises the chan#e in the %han#e Re:uest re#ister an co$*letes a
%han#e Re:uest 4ith any aitional etail.
Pa#e 10 o. 16
Risk an !ssue "ana#e$ent Plan
Process ID 6 Process Name %on.ir$ation o. sco*e re:uireC
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire (he outco$e o. Ste* + /nertake initial iscussion to eter$ine i. chan#e in sco*e0
eter$ines i. a con.ir$ation o. sco*e is re:uire.
!. a con.ir$ation o. sco*e is re:uire the Pro1ect "ana#er en#a#es the Deli,ery tea$ to
con.ir$ the chan#e in sco*e.
!. a con.ir$ation o. sco*e is not re:uire the Pro1ect "ana#er or#anises an i$*act
assess$ent o. the chan#e.
Process ID @ Process Name %on.ir$ that chan#e is out o. sco*e an eter$ine chan#e
re:uire$ent status.
Responsibe Fre!"enc# Descrip$ion
Deli,ery tea$
As re:uire &nce the *otential chan#e is raise by the Pro1ect "ana#er he/she .or4ars the %han#e
Re:uest to the rele,ant *erson/s 4ithin the Deli,ery (ea$ 4ho in turn in,esti#ates the
chan#e usin# the ,arious sco*e e.initions0 i.e. the Pro1ect State$ent0 an other
su**ortin# ocu$entation to con.ir$ i. the %han#e Re:uest is in .act a chan#e in *ro1ect
sco*e.
(he (ea$ "e$ber 4ill u*ate the %han#e Re:uest 4ith rele,ant etails o. the
in,esti#ation.
Process ID A Process Name !s %han#e 4ithin sco*eC
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
&R
Deli,ery tea$
As re:uire (he re,ie4er eter$ines i. the %han#e Re:uest is a chan#e in Pro1ect Sco*e.
Process ID B Process Name Deter$ine e..ort re:uire to unertaken i$*act assess$ent
Responsibe Fre!"enc# Descrip$ion
Deli,ery tea$
As re:uire (he (ea$ "e$ber *ro,ies an esti$ate o. the e..ort an resource re:uire to o an
i$*act assess$ent o. the chan#e0 i.e. the costs an ti$e.ra$es to unertake the i$*act
assess$ent.
An i$*act assess$ent esti$ate 4ill be *ro,ie i. the i$*act assess$ent o. the chan#e
re:uires si#ni.icant cost an or i$*act on the eli,ery scheule 6i.e. $ore than 2 hours
e..ort to eter$ine the i$*acts on the *ro1ect7.
Process ID 10 Process Name %an i$*act assess$ent be co$*lete in 2 hoursC
Responsibe Fre!"enc# Descrip$ion
Deli,ery tea$
As re:uire !. the i$*act assess$ent o. the chan#e can be co$*lete 4ithin 2 hours the tea$
Pa#e 11 o. 16
Risk an !ssue "ana#e$ent Plan
$e$bers 4ill unertake the i$*act assess$ent.
!. the i$*act assess$ent cannot be co$*lete 4ithin 2 hours a**ro,al .or the i$*act
assess$ent 4ork $ust be obtaine.
Process ID 11 Process Name /*ate %han#e Re:uest 4ith i$*act assess$ent etails
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire !. a**ro,al is re:uire .or the i$*act assess$ent the Pro1ect "ana#er u*ates the %han#e
Re:uest 4ith eth etails o. the i$*act assess$ent.
(hese etails inclue the cost an scheule i$*acts to the *ro1ect o. the assess$ent.
Process ID 12 Process Name %o$*lete i$*act assess$ent an u*ate %han#e Re:uest
Responsibe Fre!"enc# Descrip$ion
Deli,ery tea$
As re:uire !. the i$*act assess$ent can be co$*lete 4ithin 2 hours the tea$ $e$ber carries out
the i$*act assess$ent an u*ates the chan#e re:uest 4ith the solution an i$*acts
6cost0 scheule etc7 to i$*le$ent the chan#e.
Process ID 13 Process Name Re,ie4 %han#e Re:uest
Responsibe Fre!"enc# Descrip$ion
5usiness
Syste$ &4ner
As re:uire A re,ie4 o. the %han#e Re:uest an the in,esti#ation that has taken *lace is unertaken.
(he ai$ o. this re,ie4 is to con.ir$ an acce*t0 or other4ise0 that the %han#e Re:uest
escribes a chan#e in *ro1ect sco*e.
Process ID 1+ Process Name Acce*t chan#e !n sco*eC
Responsibe Fre!"enc# Descrip$ion
5usiness
Syste$ &4ner
As re:uire =ollo4in# the %han#e Re:uest re,ie4 *rocess the 5usiness Syste$ &4ner either acce*ts
or re1ects the %han#e Re:uest as bein# a chan#e in sco*e.
Process ID 1? Process Name !$*act assess$ent a**ro,eC
Responsibe Fre!"enc# Descrip$ion
5usiness
Syste$ &4ner
As re:uire !. a**ro,al .or an i$*act assess$ent is re:uire 6i.e. the i$*act assess$ent cannot be
co$*lete 4ithin 2 hours7 the 5usiness Syste$ &4ner either a**ro,es or re1ects the
i$*act assess$ent.
I% $&e C&an'e Re!"es$ is s"bse!"en$# re(ec$e) a%$er $&e impac$
assessmen$ is compe$e)* $&e cos$s an) sc&e)"e impac$s
associa$e) +i$& $&e assessmen$ +i be a))e) $o $&e pro(ec$ cos$
an) sc&e)"e )ei,er# $ime %rame. (hat is0 this ste* a**ro,es the increase in
*ro1ect cost an eli,ery scheule .or the i$*act assess$ent re#arless o. 4hether or not
Pa#e 12 o. 16
Risk an !ssue "ana#e$ent Plan
the %han#e Re:uest #ets a**ro,e.
Process ID 16 Process Name "ana#e i$*act analysis D cost0 scheule0 resource etc
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire (he Pro1ect "ana#er arran#es .or an i$*act assess$ent to be carrie out i. not alreay
co$*lete0 allocates resources0 inclues tasks in the eli,ery scheule etc.
Process ID 1@ Process Name Deter$ine i$*acts
Responsibe Fre!"enc# Descrip$ion
Deli,ery (ea$
As re:uire (he i$*act assess$ent is unertaken to ienti.y an ocu$ent:
an e..ort esti$ate to i$*le$ent the chan#e
costs associate 4ith the chan#es
eli,ery scheule i$*acts
.unctional i$*acts
o*erational i$*acts
e*loy$ent i$*acts
any other ienti.ie i$*acts
Process ID 1A Process Name Re,ie4 an ,aliate i$*acts
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire (he Pro1ect "ana#er re,ie4s the i$*act assess$ent an ,aliates the i$*acts. (he
Pro1ect "ana#er liaises irectly 4ith the rele,ant *ro1ect resources .or any chan#es
re:uire to the assess$ent.
Process ID 1B Process Name /*ate %han#e Re:uest 4ith i$*acts
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire &nce the i$*act assess$ent has been re,ie4e the %han#e Re:uest is u*ate 4ith the
outco$es an rele,ant etails .ro$ the i$*act assess$ent.
Process ID 20 Process Name Re,ie4 an ,aliate i$*acts
Responsibe Fre!"enc# Descrip$ion
5usiness
Syste$ &4ner
As re:uire A re,ie4 o. the %han#e Re:uest 4ith the i$*act assess$ent is unertaken. (he ai$ o.
this re,ie4 is to acce*t or re1ect %han#e Re:uest base on the outco$es .ro$ the i$*act
assess$ent0 cost0 eli,ery scheule etc.
Process ID 21 Process Name Acce*t chan#e !$*actsC
Responsibe Fre!"enc# Descrip$ion
5usiness
Syste$ &4ner
As re:uire =ollo4in# the i$*act assess$ent re,ie4 the Pro1ect "ana#e$ent %o$$ittee acce*ts or
Pa#e 13 o. 16
Risk an !ssue "ana#e$ent Plan
&R
Pro1ect 5oar
re1ects the %han#e Re:uest.
Process ID 22 Process Name )scalate to the Steerin# %o$$itteeC
Responsibe Fre!"enc# Descrip$ion
5usiness
Syste$ &4ner
As re:uire !. the 5usiness Syste$ &4ner oes not acce*t the chan#e i$*acts they $ay choose to
escalate to the Steerin# %o$$ittee .or a ecision.
(his $ay occur in cases 4here the ele#ation le,el o. the 5usiness Syste$ &4ner;s has
been e8ceee.
Process ID 23 Process Name Recor a**ro,al on %han#e Re:uest
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire !. the %han#e Re:uest is a**ro,e by the 5usiness Syste$ &4ner or the Steerin#
%o$$ittee the Pro1ect "ana#er recors the a**ro,al on the %han#e Re:uest an the
%han#e Re#ister by u*atin# the status.
Process ID 2+ Process Name "oi.y *lans to incor*orate a**ro,e %han#e Re:uest
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire (he Pro1ect "ana#er u*ates the *ro1ect *lan 6eli,ery scheule0 .inancial $oel etc7 to
incor*orate the tasks re:uire to i$*le$ent the a**ro,e chan#e re:uest. (he Pro1ect
"ana#er allocates resources to unertake the ienti.ie tasks to i$*le$ent the chan#e.
Process ID 2? Process Name Recor re1ection an reason on %han#e Re:uest
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire !. the %han#e Re:uest is re1ecte by the 5usiness Syste$ &4ner or the Steerin#
%o$$ittee the Pro1ect "ana#er recors the reason .or the re1ection on the %han#e
Re:uest an the re#ister an u*ates the status to re.lect the re1ection an closes the
%han#e Re:uest.
Process ID 26 Process Name Raise Risk or !ssue to ensure reason the chan#e 4as ienti.ie are
aresse.
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire !. the %han#e Re:uest has been re1ecte the circu$stances that initiate the %han#e
Re:uest to be raise $ust be aresse. (hese circu$stances are aresse by raisin#
a Risk or !ssue. (he $ana#e$ent o. the circu$stances are then hanle by the Risk an
!ssue $ana#e$ent *roceure.
Process ID 2@ Process Name Risk an !ssue "ana#e$ent Process
Responsibe Fre!"enc# Descrip$ion
Pa#e 1+ o. 16
Risk an !ssue "ana#e$ent Plan
Pro1ect
"ana#er
As re:uire Re.er to the Risk an !ssue "ana#e$ent *roceure
Process ID 2A Process Name %o$$unicate to *erson 4ho raise the *otential chan#e in sco*e.
Responsibe Fre!"enc# Descrip$ion
Pro1ect
"ana#er
As re:uire (he status o. the %han#e Re:uest 6a**ro,al or re1ection7 is co$$unicate to the *erson
4ho initiate the %han#e Re:uest alon# 4ith any rele,ant in.or$ation0 e.#. reasons 4hy
the re:uest has been re1ecte.
(he initiator 4ill usually be in,ol,e in resol,in# the any Risk or !ssue raise .ollo4in#
re1ection o. a %han#e Re:uest.
Pa#e 1? o. 16
Risk an !ssue "ana#e$ent Plan
APPR&VA> %3%>)
Role 'a$e Si#nature Date
Re,ie4er6s7:
A**ro,er6s7:
%-A'2) -!S(&R3
Version
6State7
Author %han#e Descri*tion Date
0.1 Peter Woolley &ri#inal ra.t 21/61/2013
Pa#e 16 o. 16