There is an argument on what approach should be used to help lessen the problem of scope creep in IT planning systems. I believe that enterprise wide architecture strategy is most appropriate for these challenges. Some people may propose the use of strategic planning systems but my focus will be on architecture approach. However, to understand how this strategy will be able to work in this scenario, I have to explain what scope creep is as well as what causes it to occur during the project management process. Knowing what the problem is will help counter it efficiently.
Considering how complex the IT environment is, planning for success is inevitable. There needs to be strategic plan developed and put in place to help achieve basic goals. Theplan needs to be reviewed and approved before implementation. Planning is crucial since it helps the organization stay focused and counter any problems that may arise. It is possible that what was planned for the project fails to be realized because of the challenges of changing the project designed after it has already been approved. This can happen due to several reasons. Identifying these reasons and finding an appraise solution is what determines whether the project will be a success or failure.
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Project managers must understand that the issue of scope creep has been there ever since the invention of project management. This problem can be managed properly only when there is a clear definition, documentation and control of specifications. Project scope refers to the parameters of the project in simple terms. It relates to the identification and description of all major derivable and all boundaries of the project. This means that all relevant information for the project should be provided to the team for the project to meet expected standards. Usually, the project scope should be determined early in the project to help guide the entire process and remain within budgetary allocations. The scope is clearly documented and brought before all stakeholders for discussion where it is signed after an agreement is made.
How Scope Creep Comes About
Scope creep happens even when the project’s scope is clearly determined. Sometimes this is inevitable as the triggers may be beyond control. The scope creep occurs when additional features are included in the project design after the agreed design has been passed. It becomes problematic when no budget increment happens and the time to complete the project remains the same. There are a number of reason why scope creep occurs in all kind of projects including those in IT. Poor analysis of the requirements at the beginning of the project is a major reason. More often, than not customers are unaware of what they want at the beginning hence give vague explanations of their idea only to include when the design has already progressed.
The failure of the project team to work with the end users can also trigger scope creep. The assumption that you know what the user wants is a big mistake these experts make. You need to involve users in the early stages of the project such as the analysis of requirements as well as designing phases. Sometimes underestimating the complexity of the project leads to scope creep. This happens especially when the project team is new in the industry and does not take time to research extensively and gather all relevant information. The fact that there is no one to ask for clarification as well as lack of expectation causes uncertainties (Groff & Jones, 2012) .
Scope creep can also come about when there is lack of control. This is the major reason why the element of scope creep does not lack in almost all projects. It is important to structure solutions through designing a process that takes care of the scope creep thatarise. Finally, the idea that doing more than is expected will cause more customer satisfaction is could also cause scope creep in projects. There is no guarantee that customers will be satisfied and instead the changes in design will only lead to higher budget needs and more consumption of time.
Once you understand the problem as well as how it comes about, finding an appropriate solution for it is easy. Scope creep may not be the only challenge that a project faces, but its implications have a far-reaching impact on the product. It is easy for a project to go overboard or miss the deadline r target thus causing an epic failure. This could be the reason way only a few projects, less than a third according to statistics, are successfully achieved.
According to research, only 32% of all projects are achieved in time and on budget. Forty four percent of these projects face numerous challenges before they are completed late and over budgeted with sometimes less features and functions. The remaining 24% of the projects are failed due to cancellations because of overwhelming scope creep issues. It is extremely crucial that a lasting fix for these issues is realized before the project becomes an epic fail. I would recommend the use of enterprise wide architecture strategy. This planning technique is based on architecture with the focus of providing flexible and durable frameworks for technological projects.
Why Choose Enterprise Wide Architecture Strategy
This technique has the ability to provide architecture in technology that is not only flexible but also open and capable of addressing changing issues within the industry. As discussed earlier changes in the systems are inevitable and are responsible for some level of scope creep in the project. This strategy is their useful in coping with unpredictable changes in the business and technological environment. In addition, it is the requirement of this strategy to provide effective results within a short time. This means that project goals will be achieved as scheduled which is key to succeeding in an overly competitive industry (Versteeg & Bouwman, 2006) .
The focus being on rapid development application, it is focused on the technical environment. This way your applications or products will be developed as fast as possible. One of the issues with scope creep is that it can be relatively unpredictable especially with the unanticipated changes that are likely to occur. This approach works excellently for such environments. Usually it is focused on the technological platform meaning that it will focus on the specific project constraints as opposed to general needs. In addition, it will conform to the existing business models. However, despite its efficiency and effectiveness, it is expensive probably because it is part of the project (Kuprenas & Nasr, 2003) .
Counter Argument
Alternatively, IT projects can choose to use the strategic systems planning approach. Unlike the previous model, this approach focuses on providing architecture supports development. Instead of addressing new systems requirements, it works on automating the current business processes to achieve a logical and well-structured sequence. In addition, it focuses on the return on investment over a long-term basis instead of results within a short period. This strategy focuses on all IT infrastructure aspects while the previous one looks at the technical environment. The strategic systems planning works in more predictable environments and focuses on a comprehensive plan that is why I think it would not be the best solution for scope creep. In most cases, the triggers for this problem are not anticipated thus a solution that requires a definite environment may not serve all its purpose well even though it may be less expensive.
Conclusion
In the end, I believe that enterprise wide architecture strategy is the way to go when handling IT projects. This strategy despite being expensive is part of the project. This means that it is more involved in the solutions of scope creep. The fact that it is flexible and open to addressing the requirements of new systems means that the challenge that causes scope creep due to customers and stakeholders adding more information at an advanced stage of the project will be addressed effectively. This strategy is even more effective in unpredictable changing environment, which makes it excellent for the IT sector. Technology keeps changing with each passing day.
The use of this strategy would mean that it is going to match any changes that occur during its implementation. You want the project to remain relevant despite the unpredictable changes in the industry. Furthermore, this strategy gives clear communication on how it is likely to support any changes in the business. It also helps in the identification of alternative infrastructure which when implemented can help cut down cost and save time. The strategy becomes cost effective in the end because the infrastructure used become part of the project.
The fact that it is a proven technique with a solid foundation only makes it more effective for IT projects. Any team handling such projects should consider using this approach to minimize the effects of scope creep, which may not lack in a project no matter how careful the planning process was. It is better to be prepared to deal with the inevitable changes that arise along the way.
References
Groff, & Jones. (2012). Introduction to knowledge management. Routledge.
Kuprenas, & Nasr. (2003). Controlling design-phase scope creep. . AACE International Transactions, CS11.
Versteeg, & Bouwman. (2006). Business architecture: Information Systems Frontiers. A new paradigm to relate business strategy to ICT. , 91-102.
