Best Practice - Managing Scope Creep

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Landing a job is no guarantee that the scope of the work will not change. Please review this article to learn how to best use fp. when scope creep happens.

You landed a new piece of work, which you entered into fp. You've created your estimate, job, and perhaps tasks, briefs and a schedule. Your staff have may have even been tracking time to the job and tasks. But - the client has reached out, and needs to add another component or deliverable to the work. What do you do?

Recommended Step: Update the Estimate

Ask yourself is this - does the client need a revised version of the estimate to sign off on? And even if the answer is no, might you be more comfortable having the client sign off on changes? In fp. it is quite straightforward to create a revised estimate, whether or not the client re-signs it. Doing so keeps your records up to date, and can show both the date and nature of the scope creep.  This is not a mandatory step, just something we recommend.

Navigate to the Estimate Details page. You can do so easily via the Estimates tab.

From the Estimate Details page, choose either (1) click Create Revision to generate a revised version of the estimate that will store under the Revisions tab. Or (2) if the estimate is in a status of "Approved", click Revise & Edit Services, which will automatically generate a revised version of the estimate that will store under the Revisions tab.

Click Revise.

Edit the estimate to reflect the client's changes - use the "+" or "x" icons to add or remove services, add descriptions, alter prices - whatever you need to do.

Imaging and Research have now been added to the estimate, and I've inputted hours/ values.

Click Save once your changes are made.

Previously Approved estimates, can also be re-approved.

And we are now on revision r1, with the historical version saved under the Revisions tab.

The changes are also immediately reflected to the job level, and staff can begin tracking time to any internal services you added.

Optional Step: Add More Tasks

You may also need to add more tasks to the job to accommodate for the change in scope. In our example we added Imaging/ Illustration and Research service buckets to the job, which may need to be broken down into smaller calls to action for the team.

This is easily achieved by clicking Add Task from the top right of our Job Details page.

Complete pertinent details including the Assigned To field, Due Date, Estimated Hours, and Service. Click Submit when ready.

To learn more details about creating tasks, please review this article: Creating Tasks

Optional Step: Create or Update the Schedule

If you do not yet have a schedule in place for this job, you will see the Add Schedule button in the top right of the Job Details page. Many clients find the generation of a schedule faster than creating individual tasks using the Add Task button.

If a Schedule already existed for the job, click the Schedule tab,  and then the Schedule Details button to edit. .

Choose an edit mode - Outline, Manage or Full - each one shows a different amount of detail.

Then use either the Add Task button, or '+' icons to create more tasks straight into the schedule.

Make changes as needed, and Save & Finish when done.

Using all or some of these steps will get your job up to date with the new requirements, and even enable you to have those new requirements signed off on, and a history of the changes stored in your system.

We welcome your questions or concerns: support@functionpoint.com

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