The 4-Step Scope Creep Management Process
Proactive management of change requests is essential for project success. Our structured process ensures that all new requirements are evaluated, approved, and communicated effectively to all stakeholders.
Step 1: Log & Review Change Request
Record new requirements in a Change Request (CR) Register, including description, requester, date, and priority. Assess urgency and impact, ensuring alignment with project objectives.
Key Action:
Record CR, assess urgency/impact, ensure written requests.
Owner: Project Manager, Sales Lead
Step 2: Formal Change Evaluation
Conduct an impact analysis on timeline, budget, resources, quality, and risks. Discuss with the Implementation Team and Customer to validate necessity and assess if minor changes can be accommodated within contingency.
Key Action:
Evaluate impact, stakeholder review, validate necessity.
Owner: Project Manager, Sales Lead, Solution Architect
Step 3: Decision & Approval Process
Present options to the customer: approve (with revised timeline/budget), reject (out of scope, recommend for future phase), or defer (postpone until after project completion).
Key Action:
Present approval, rejection, or deferral options.
Owner: Project Manager, Sales Lead, Solution Architect, Business Analyst
Step 4: Implementation & Communication
If approved, update project artifacts (SoW, BRD, Project Plan) with formal sign-off. If rejected, document justification. Revise schedules, budgets, and resource allocations. Communicate changes to all stakeholders.
Key Action:
Update artifacts, revise plans, communicate impacts.
Owner: Project Manager, Sales Lead
Impact Analysis Categories
When a change request is made, its potential impact is evaluated across several critical areas to understand the full implications.
Decision Outcomes
Change requests can lead to various outcomes, each with its own set of implications for the project. This chart shows the typical decision paths.