HI5029: Project Management - An Analysis of Scope Management in SCRUM Projects

HI5029

IS Project Management

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Introduction

Holmes Software Technologies is using a project management framework called SCRUM to develop its upcoming Enterprise Resource Planning (ERP) solution. The company’s concern is that SCRUM projects are more prone to scope changes than traditional project management, such as Waterfall. These are mainly concerns arising out of the fact that the SCRUM is iterative and flexible and requirements can change at any stage of development. This has given SCRUM flexibility to absorb the changes in client requirements and market conditions but it risks bringing such disruptions as project delays, cost overruns, and scope creep. But the key is to do so effectively, especially about scope changes which will allow you to control the project, but still allow you to benefit from SCRUM’s agility. This report aims to analyze the scope management of SCRUM projects completely, discuss scope management-related problems, and suggest ways to deal with the risk of scope changes. In the rest of this report, we will give practical recommendations, addressing client concerns, in which SCRUM is still able to deliver flexibility and agility.

Literature Review

Agile and SCRUM Frameworks in Project Management

In the case of working on software development especially those that require responsiveness these agile project management frameworks like SCRUM are increasingly used. The SCRUM framework is an iterative, incremental framework, driven towards small increments generating a workable project. According to Rush & Connolly, (2020, p197(7)), this work contributes to the literature review on the system information those are very useful in managing IT Project Management, this literature focuses on the Agile and SCRUM practices that mainly focuses on the relationship to agile to traditional project management. A sprint is each increment (2 to 4 weeks), at the end of which the project team looks at and adjusts the product backlog based on client feedback. Stakeholder collaboration is frequently done in small batches using SCRUM, the project remains agile to changing requirements at the very last stage of development, considering the same as a chance to enhance the outcome. Adopting SCRUM in ERP solution development by Holmes Software Technologies helps them update their ERP solution quickly based on inputs from the clients. But the real benefit of SCRUM is also its flexibility to change the scope frequently, which should be carefully managed so that scope change does not slowly eat away at your project timeline and budget.

Scope Definition in SCRUM Projects

According to Saeeda et al, (2020, p6(5)), In SCRUM projects, the product backlog, provides a natural process to apply periodic sprints and deliver the final sprint after a 30-day cycle. A key stakeholder in the product owner is responsible for prioritizing the backlog items. Unlike Waterfall, which relies on having a fully scoped project from the start and well into the project’s lifecycle, this methodology allows for some changes in the project scope as the work progresses. In SCRUM, people can decide what they want to build or not build in each sprint by adding, removing, and reordering backlog items, based on stakeholder input and the progress the project is making. This flexibility is one of the real benefits of SCRUM but with it comes the risk of scope changes that can easily lead to scope creep and subsequent project delays incurring wasted time and resources.

Figure 1: Framework Requirements

Source: (Saeeda et al, 2020, p7)

Flexibility and Adaptability of SCRUM

According to Ekechi et al, (2024, p1542(1)), The flexibility of SCRUM adaptability in supporting various distributed teams via strategic communication and trust-building measures. SCRUM is iterative and the scope of the project will be revisited after every sprint offering chances to change. In ERP development, where users will want to see the system evolve, this adaptability will be very useful. However, research suggests that this flexibility also creates problems. Even in SCRUM projects scope creep the uncontrolled expansion of project scope without corresponding adjustments to time, cost, or resources is a common issue. Finally, it finds that while agile methodologies like SCRUM induce adaptability, the increase of risk, in this case, is at the level of scope changes, so strict scope management is required. The critical balance resides in taming the process while retaining a set of controls to keep scope changes in line with the project’s end objectives and restrictions.

Risks of Scope Creep in SCRUM Projects

According to McCutcheon & Bunch, (2021, p10(2)), there are a few disadvantages to using SCRUM, it is used in various places like educating team members on the SCRUM process and also used in Buy-in of the team, organization, and stakeholders so the SCRUM risks scope creep due to the constant changes inside the SCRUM process. Scope creep potential comes into play in SCRUM when the new feature is always coming after the new feature, but you don’t think about what this does to your project deadline and resources. Because of this, ERP projects are as risky as the complexity of the system due to the fact there will more features that we will be asked for. It is just a heads up of how much scope creep in the SCRUM project and how often the product in the product backlog changes making a long project with zero chance of completion and certainly overruns. This becomes trickier when we do ERP development where any change in one component of the system can have a bad impact on the overall system capability. One key to avoiding a Holmes Software Technologies ERP project that drags on forever will be how to manage scope creep.

Techniques for Managing Scope in SCRUM

According to Aizaz et al, (2021, p109167(5)), there are various techniques to manage Scope creep on the aspects of global software development and studies about how to control the mechanism of scope creep to focus on the shortcomings of the mechanisms. One such is Sprint planning, during which the project team meets at the start of each sprint to decide what backlog items will be done during that sprint. It gives the team the ability to control which sprints are needed to get to the most important task at hand. The second technique is backlog refinement: the product owner and team constantly review and fine-tune the product backlog so it’s still on point with project goals. Scope management is not ignored because only sprint reviews, but sprint reviews do play an important role. After all, the stakeholders can provide feedback on the work done during the sprint, adjusting before the next sprint begins.

Figure 2: Agile approaches

Source: (Aizaz et al, 2021, p109168)

Comparison of Scope Control: Agile/SCRUM vs Waterfall

According to Demirag et al, (2023, p188(2)), the waterfall model is the oldest and basic model and its entire process is divided into separate stages. On the other agile software development is a cost-effective iterative and incremental approach. Similarly, the scope control is too rigid a method for the project scope control and would lead to diminished ability of the project to accommodate changes in the requirements but would greatly increase project outcome certainty. Agile/SCRUM allows teams more flexibility and allows them to change the course based on requirements changing during the project itself. A Waterfall project is more likely and less so institutionally scope crept on the product backlog than a project with more flexibility. The differences in these areas will serve to steer Holmes Software Technologies through the changing roles of a company's ERP.

Figure 3: Waterfall model stages

Source: (Demirag et al, 2023, p188)

Figure 4: Agile Iterative and Incremental Flow

Source: (Demirag et al, 2023, p189)

Client Involvement in Scope Management

Implementation of scope management in SCRUM entails the following strategy of engaging the client, The following is an effective strategy of engaging the client. According to Ciric et al, (2021, p106(2)), many agile project management approaches in team collaboration and organization and a higher level of client involvement in the project life cycle. Clients of the SCRUM project participate in sprint reviews where they can complain about the concluded work and make changes to the product backlog. This is because, originally working with the clients, the changes in the product scope often must be reported and it is agreed upon whether or not they should be implemented. At Holmes Software Technologies Limited the decision to engage clients in the entire process of development of ERP will be useful in aspects of changes in scope and in delivering products and services that are desirable to the client.

Importance of Backlog Management for Scope Control

The product backlog is the primarily used artifact for managing the scope of SCRUM endeavors. Effective backlog management creates a way of keeping the project on track while still accommodating changes in devising and scope. According to Tariq et al, (2020, p154593(5)), story mapping is a tool that is used to control the scope of the project as well as, and it provides a few user stories in the product backlog at the time of verifying the scope. The study discovered that projects that practice proper backlog management have higher chances of managing scoped changes since everyone in the team understands what needs to be done and erasing the backlog will not mislead the project goals. The change of scope issues in the ERP project for Holmes Software Technologies will come to the following important elements When the priorities of the backlog for the subsequent months are clear for everyone.

Tools and Platforms Supporting Scope Management

According to Kuciapski & Marcinkowski, (2023, p36(1)), project management was supported by the JIRA and Google Drive. They are employed to handle how to pile and progress to work and how to make it easier to document changes made in the scope of the project. For instance, Jira has backlog refinement facets as well as sprint planning and issue logging, which is crucial for controlling the scope of the SCRUM project. It also came to learn that those companies where project teams actively used instruments such as agile project management tools like JIRA indeed had it easy with scope volatility in addition to project control. Their work increases transparency, they help the SCRUM stakeholders to be informed on the progress of the project this is very important when it comes to the management of the project scope. In the case of Holmes Software Technologies, the use of such a tool as Jira can be a good chance to get a holder of a situation in the course of scope in the development of an ERP.

Strategies for Avoiding Scope Overload in SCRUM

The largest challenge that appears when working within the framework of the SCRUM is scope creep. According to Joskowski et al, (2023), Scrum of Scrum meetings facilitate the identify the issues between teams and enable their members to work together towards finding the solution. When the number of features that are overloaded into the product backlog is that high it is impossible to deliver on the goals set in a sprint in a given timeframe. In response to this, SAFe encourages teams to classify and manage their backlog in such a way that we always prioritize those items that are most valuable to the team. It is used to ensure that in a single procedure, necessary procedures are carried out in order, and unnecessary and unimportant procedures are tended to be delayed or eradicated. They also recommend that the goals set within the sprints should be partially assigned and state that items should not be introduced into a backlog if there is an ongoing sprint as this means adding to the scope. For the management of Holmes Software Technologies, these are measures that will help them avoid a situation whereby their ERP is overwhelmed with a lot of scope and thus misses the set implementation plan.

Discussion

Key Insights from the Literature

In the literature on how best to manage the scope of the SCRUM project and the part that scope plays in an agile project, we find that an agile project model has its strengths as it also has weaknesses, especially in its attempt at managing the scope of the project. In this regard, one can state that due to the scrum’s high flexibility, it may be possible to change the contents of the product backlog on the fly, which will serve the client even better, although that will make the client state his or her requirements more often, thus raising the potential of scope growth. They discuss the issue of the proper management of scope within SCRUM and consider that too much flexibility, although it may have its advantages, is ineffective without working control over scope and changes most often based on a hazy concept of how much work can be completed in a sprint.

Impact of Scope Changes on ERP Development:

Holmes Software Technologies identifies that ERP development projects are more sensitive to scope changes since the system in question is intricate, and user requirements change with time. The SCRUM offers project flexibility because this approach reflects changes in requirements during the development of ERP. They found that, if backlog changes are not properly managed; it can result in delay and cost overrun. To minimize these risks, Holmes Software Technologies needs to bring specificity to the scope changes and make it in line with the project objectives.

Client Expectations vs SCRUM Flexibility:

The greatest advantage of the SCRUM approach, the authors believe, is the integration of the clients into the development process to attain the intended objectives. This way the associate of the client during the sprints includes traveling to the product owner during the review of the sprint and the backlog therefore, the new change is only introduced when all the members agree. In addressing scope change issues, Holmes Software Technologies has to understand that it will involve the clients in the development of the ERP solution to be delivered.

Effectiveness of Scope Management Strategies:

In the held kinds of literature, the method of scope change management in scrum projects is identified as sprint planning, and backlog refinement, where the Jira tool was used. It is dedicated to the promised backlog and how to avoid growing and scope-described while keeping the priorities of the sprint intact. In the case of Holmes Software Technologies, the execution of these strategies makes sure that the ERP project does not get spoiled by the flexibility of SCRUM.

Practical Implications for Holmes Software Technologies:

In the literature review and discussion, there are the following suggested practical application scope management strategies for the Holmes Software Technologies ERP development project; First, this means that scope changes are prioritized and correspond to identified and prioritized backlog, which will ultimately serve the welfare of the whole project. Third, by including clients in the sprint reviews and backlog refinement activities, one will be able to control scope since clients will have been educated on the process. Last but not least, other than implementing agile tools such as Jira, there will be more awareness and visibility of the team will be more accountable for performing with targets in mind.

Conclusion

In conclusion, The problem of handling scope changes in SCRUM processes, is ahead for Holmes Software Technologies, as they continue formulating their ERP solution. Flexibility in SCRUM is mostly very high and as such the product scope is very changeable as such the final construction of the product will fully meet the specification as required by the client if the specification were to change over some time. Nonetheless, this flexibility of the formal structure may augment the ability of the project to adjust its scope and, at the same time, may lead to the delay of the timeframes. The literature on SCRUM and scope management gives various measures on how to avoid such risks including sprinting planning, backlog, and use of Jira. If such approaches are implemented, Holmes Software Technologies will ensure that the scope of the project is well-checked while on the same note benefiting from the pros of this SCRUM approach. Ultimately, flexibility and the success of the ERP implementation will be proportional to its scope as Yap (2005) noted While flexibility is a critical means of addressing the management of implementation of information systems, there must be control on some basis. This will be important so that the client participation and the prioritized backlog reflect this balance. Considering the future, these can also be useful in other future agile projects at Holmes Software Technologies so that they may also benefit in handling concerns related to change of scope to meet success in these projects.

References

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2. Ciric, D., Delic, M., Lalic, B., Gracanin, D. & Lolic, T. 2021. Exploring the link between project management approach and project success dimensions: A structural model approach, Advances in Production Engineering & Management, vol.16, no.1, pp. 99-111, https://apem-journal.org/Archives/2021/APEM16-1_099-111.pdf

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