Controlling Scope, Schedule, and Cost in Project Management

1. Introduction

During project execution, keeping the project on scope, on schedule, and on budget is essential. Every day, project managers must analyze actual project performance against the plan to ensure everything remains under control.

Three critical monitoring and controlling processes help in this effort:

• Control Scope - Ensuring that only approved work is being performed.
• Control Schedule - Ensuring work is progressing on time.
• Control Cost - Monitoring and managing project expenses.

2. Understanding Scope, Schedule, and Cost Control

A. Control Scope

• Ensures that work being performed matches the scope baseline.
• Prevents scope creep (unauthorized additions to the project scope).
• Example: If a project is supposed to deliver a 5-page website, ensure the team isn't building a 10-page site without proper approval.

B. Control Schedule

• Tracks project progress against the schedule baseline.
• Identifies if tasks are being completed on time.
• Uses techniques like fast tracking and crashing to recover from delays.
• Example: If a room was supposed to be painted in 2 days but took 4, investigate the cause and adjust the plan.

C. Control Cost

• Monitors project expenses against the cost baseline.
• Calculates cost variances and forecasts final project costs.
• Uses techniques like Earned Value Management (EVM) to assess budget performance.
• Example: If a task was budgeted for $1,000 but costs $1,500, identify the overage and take corrective action.

3. Key Components of Scope, Schedule, and Cost Control

Component	Description	Example
Scope Baseline	Defines what work should be done.	A project plan specifying a 10-story building.
Schedule Baseline	Defines the expected project timeline.	Project tasks planned for 6 months.
Cost Baseline	Defines the approved project budget.	A $100,000 budget allocated for construction.
Variance Analysis	Compares planned vs. actual performance.	Discovering that painting took 3 days instead of 2.
Change Requests	Modifications to scope, schedule, or budget.	Requesting more time to complete a deliverable.
Earned Value Management (EVM)	A method for assessing project performance.	Determining cost and schedule variances.

4. Steps in Controlling Scope, Schedule, and Cost

• Step 1: Compare actual work to planned scope, schedule, and budget.
• Step 2: Identify variances and determine their causes.
• Step 3: Assess impact on project objectives.
• Step 4: If needed, submit a Change Request for approval.
• Step 5: Adjust the project plan based on approved changes.
• Step 6: Monitor ongoing work to ensure compliance with the updated plan.

5. Example Scenario

Consider a software development project where:

• The project plan estimates coding will take 4 weeks.
• The budget for this phase is $50,000.

However, after 2 weeks:

• Only 30% of the work is completed.
• Budget spent so far is $35,000.

After performing variance analysis:

• The project is behind schedule.
• Costs are exceeding projections.
• A Change Request is submitted for additional resources to stay on track.

6. Summary

• Monitoring scope, schedule, and cost is a daily responsibility for project managers.
• Scope control prevents unauthorized work from being added.
• Schedule control ensures work is completed on time.
• Cost control prevents budget overruns.
• If significant variances occur, a Change Request should be submitted.
• Earned Value Management (EVM) helps assess financial and schedule performance.

By keeping a close watch on scope, schedule, and cost, project managers can maintain control and increase the likelihood of project success.