Change Requests

Systematically manage scope changes to protect project integrity, timeline, and budget while maintaining client satisfaction.

Overview

Change requests are formal proposals to modify project scope, deliverables, timeline, or budget after initial agreement. Proper change management prevents scope creep while allowing necessary flexibility.

Why It Matters:

• Controls scope creep - Prevents uncontrolled expansion
• Protects timeline - Manages impact on deadlines
• Maintains budget - Tracks additional costs
• Documents decisions - Creates clear audit trail
• Ensures alignment - Client and team on same page

Success Rate: Proper change management prevents 85% of scope creep issues

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Change Request Process

flowchart TD
    A[Change Requested] --> B[Log Request]
    B --> C[Impact Assessment]
    C --> D[Cost Estimation]
    D --> E[Timeline Analysis]
    E --> F[Create Proposal]
    F --> G[Present Options]
    G --> H{Client Decision}
    H -->|Approve| I[Update Contract]
    H -->|Decline| J[Document Decision]
    H -->|Modify| F
    I --> K[Update Project Plan]
    K --> L[Communicate to Team]
    L --> M[Implement Change]
    M --> N[Track Progress]
    
    style I fill:#4CAF50,color:#fff
    style M fill:#2196F3,color:#fff

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Change Request Form

# Change Request #CR-[###]

**Date:** [Date]
**Submitted By:** [Client Name]
**Project:** [Project Name]
**Status:** Open / Approved / Declined

## Change Description
[Detailed description of requested change]

## Reason for Change
[Business justification]

## Current State
[What exists now]

## Desired State  
[What client wants]

## Priority
□ Critical  □ High  □ Medium  □ Low

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## Impact Assessment

### Scope Impact
[How this affects deliverables]

### Timeline Impact
- Current End Date: [Date]
- New End Date: [Date]  
- Delay: [X days]

### Budget Impact
**Additional Cost:** ₹[Amount]

**Breakdown:**
- Design: ₹[Amount]
- Development: ₹[Amount]
- Testing: ₹[Amount]
- **Total:** ₹[Amount]

### Resource Impact
[Additional team/hours needed]

### Risk Assessment
[Potential risks]

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## Options

### Option 1: Implement as Requested
- **Cost:** ₹[Amount]
- **Timeline:** +[X days]
- **Pros:** [Benefits]
- **Cons:** [Drawbacks]

### Option 2: Alternative Approach  
- **Cost:** ₹[Amount]
- **Timeline:** +[X days]
- **Pros:** [Benefits]
- **Cons:** [Drawbacks]

### Option 3: Defer to Phase 2
- **Cost:** ₹0 now
- **Timeline:** No impact
- **Pros:** [Benefits]
- **Cons:** [Drawbacks]

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## Recommendation
[PM's recommended option and rationale]

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## Client Decision

□ Approve Option 1
□ Approve Option 2  
□ Approve Option 3
□ Decline Change

**Client Signature:** _______________
**Date:** _______________

**ARUKZ Approval:** _______________
**Date:** _______________

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Handling Change Requests by Size

Small Changes (<2 hours)

Process: Quick approval, implement immediately

Example Response:

Hi [Client],

Quick update: We can make that button color change. 
It's a small tweak (~1 hour) so we'll include it at 
no additional cost.

Will be done by EOD.

Best,
[Your Name]

Medium Changes (2-8 hours)

Process: Formal CR, quote, written approval

Example Response:

Hi [Client],

Thanks for the request to add [feature].

**Breakdown:**
- Cost: ₹[Amount]
- Timeline: +3 days
- Impact: Minimal

If approved, we can start [date] and complete by [date].

Please confirm to proceed.

Best,
[Your Name]

Large Changes (>8 hours)

Process: Detailed CR, meeting, formal proposal, contract amendment

Example Response:

Hi [Client],

The requested [major feature] is significant. Let's 
schedule a call to discuss:

- Detailed requirements
- Implementation options
- Cost and timeline impact
- Alternative approaches

Available: [times]

Best,
[Your Name]

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Common Scenarios

"Can you just add..."

Response:

I'd be happy to explore adding [feature]! Let me assess 
the impact and get back to you with:

1. Estimated cost
2. Timeline impact  
3. Any trade-offs

I'll have this for you by [date].

"I thought this was included..."

Response:

Let me clarify our original scope. According to our 
agreement, we're delivering [list items].

[Requested item] wasn't included, but we can add it:

1. Add now: ₹[X], +[Y days]
2. Include in Phase 2
3. Separate project

Which works best for you?

"This is urgent!"

Response:

I understand the urgency. To fast-track:

**Rush Option:**
- Cost: ₹[Amount] (+20% rush fee)
- Timeline: [X days]
- Trade-off: [What gets delayed]

**Standard Option:**
- Cost: ₹[Amount]
- Timeline: [Y days]  
- No impact on other deliverables

Your preference?

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Change Request Log

CR#	Date	Description	Impact	Cost	Status	Approved
CR-001	Jan 5	Add contact form	+2 days	₹500	Approved	Client
CR-002	Jan 12	Change colors	+1 day	₹300	Approved	Client
CR-003	Jan 15	Add blog	+5 days	₹2000	Declined	-

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Best Practices

Do's ✅

• ✅ Document everything in writing
• ✅ Assess impact before committing
• ✅ Be transparent about costs
• ✅ Offer multiple options
• ✅ Get written approval
• ✅ Update contracts formally
• ✅ Communicate to team

Don'ts ❌

• ❌ Say "no problem" without assessment
• ❌ Absorb costs (sets bad precedent)
• ❌ Skip documentation
• ❌ Implement before approval
• ❌ Hide impacts
• ❌ Ignore small changes (they add up)

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Preventing Scope Creep

Set Clear Boundaries

In Kickoff: "Our scope includes [X, Y, Z]. Anything beyond this requires a change request and may affect timeline and budget."

Regular Scope Reviews

Monthly:

• Review original scope
• Identify any drift
• Address immediately
• Document decisions

Change Request Culture

Normalize the process: "Great idea! Let me create a change request so we can properly assess and implement this."

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Last Updated: January 2026
Version: 2.0

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Related Documentation:

• Scope Definition
• Feedback Handling