Scope Creep Approval Packet

Goal

Deliver a complete approval packet that (1) surfaces all out-of-scope work with costs and schedule impact, (2) provides a client-ready change-order draft, (3) defines the approval boundary, and (4) lists verify-complete steps for billing or escalation.

Inputs to gather

• Links or file paths to client communications (emails, Slack threads) – establishes documented requests
• The signed SOW/proposal and any amendments – sets the project baseline
• Detailed time logs (date, role, hours, notes) – quantifies effort spent
• Current project tracker/spreadsheet – maps tasks to baseline deliverables
• Commercial terms: billing model, role-based rates, taxes/fees, rush multipliers, not-to-exceed caps, payment terms – enables cost calculations
• Organizational context: approval authority, escalation contacts, invoice format, currency – shapes internal checklists and client docs
• Notice of any previously approved changes – avoids double-counting

Before doing any work, ask the user for these inputs in ONE message. Skip anything they already provided. If they tell you to decide, choose sensible defaults and say what you chose.

Workflow

1. Collect and validate sources
   a. Use the Read tool to open each supplied file/link; confirm dates, authors, versions, and time-zone consistency.
   b. Summarize any missing or unclear information and request clarification if needed.

2. Establish the project baseline
   a. Extract scope statement, deliverables, assumptions, exclusions, acceptance criteria, timeline, milestones, budget, and signature block from the SOW.
   b. Compile a Baseline Summary with labeled citations (e.g., “SOW §2.3 Deliverables, p.4”).
   c. Note prior approved changes and their effects.

3. Build a change-request ledger
   a. Scan communications for new asks or decisions; capture for each: date, requester, summary, quoted language, attachments/links, and deadlines.
   b. Cross-reference the tracker; flag tasks not traceable to the baseline.
   c. Aggregate time-log hours by task, date, and role.
   d. Create a table with columns: ID, Request summary, Source, Date, Baseline reference, Preliminary scope status, Hours spent, Estimated remaining hours, Role/rate, Cost-to-date, Estimated additional cost, Schedule impact (days), Status, Owner.

4. Determine scope deltas
   a. For each ledger item, compare to the Baseline Summary; mark “In-scope” or “Out-of-scope”.
   b. Cite evidence for the determination (SOW clause or email excerpt).
   c. Group out-of-scope items by change type (feature, content volume, integration, rush, etc.).

5. Quantify impact and pricing
   a. For out-of-scope items, total hours spent and estimate remaining hours; note applicable rates.
   b. Calculate Cost-to-date and Additional cost; apply rush multipliers if relevant.
   c. Identify schedule impact in days and critical-path shifts.
   d. Handle billing nuances: separate baseline vs. change for fixed-price; flag retainer overages; state not-to-exceed caps.

6. Define the approval boundary
   a. For each change, list inclusions, exclusions, assumptions, deliverables, dependencies, and any caps.
   b. State consequences if not approved (pause, revert, descoped).
   c. Note client inputs/access required to proceed.

7. Draft the client-ready change order
   a. With the Edit tool, compose sections: Overview, Rationale (with citations), Itemized scope changes (table), Cost summary, Schedule impact, Assumptions & exclusions, Payment terms, Approvals/signature block.
   b. Write a neutral cover note explaining purpose, summary impact, and requested approval action (e.g., sign-and-return).
   c. Remove internal jargon or sensitive rate details as policy requires.

8. Prepare verify-complete steps
   a. Billing-ready checklist: documented approval, updated PO and project plan, budget update, invoice draft, internal sign-off.
   b. Escalation path: reminder cadence, CC/escalation list, stop-work thresholds, alternative options.
   c. Internal next steps for implementing the approved change (task assignments, timeline updates).

9. Produce and deliver outputs
   a. Save or present four artifacts:
   • analysis-of-unpaid-extra-work.md
   • change-order-draft.md
   • approval-boundary.md
   • verify-complete-checklist.md
   b. If file saving isn’t available, output all four inline under clear headings.

10. Validate and hand off
    a. Review tone, completeness, citations, math, and legal/commercial terms.
    b. Confirm rates and signature authority with the user.
    c. Record final file locations or inline sections for auditability.
    d. Ask the user for any last adjustments before sending to the client.

Output

Provide four clearly labeled sections or files:

1. Analysis of Unpaid Extra Work – narrative plus ledger table with citations and cost/schedule calculations.
2. Client-Ready Change Order Draft – signable document with cover note, itemized changes, costs, schedule impact, terms.
3. Approval Boundary – detailed inclusions, exclusions, assumptions, dependencies, caps, and “if not approved” actions.
4. Verify-Complete Checklist – billing-ready tasks and escalation pathway.