T86 Scope change request
Scope change request
A request from Fairhaven Home Stores to add a store-level shrink dashboard to the shrink reduction workstream, set against the agreed scope and priced in consultant days, so that Gareth Pryce can approve, defer or decline it before any more work is done. Prepared by Philippa Sinclair, program director at Ferncastle Operations Group, for Gareth Pryce, chief operating officer at Fairhaven Home Stores. The state is as of Monday, September 28, 2026.
Sample template: the firm, people, clients and figures are fictional, and the embedded view holds synthetic sample records.
The agreed scope against the request
The left column is what Fairhaven and Ferncastle agreed for the shrink reduction workstream. The right column is what changes if the request is approved. The price is modeled from a sample day rate, not quoted from a rate card.
| Item | Agreed scope | With the request |
|---|---|---|
| Deliverable | A shrink baseline method, agreed with the loss prevention lead before the November value review | The same, plus a store-level shrink dashboard |
| Consultant effort | The agreed shrink reduction plan | About 15 consultant days added, about $24,000 on the sample day rate of $1,600 |
| Data | Read access to the loss prevention system for the baseline, still without a Fairhaven owner | Store-level data from the loss prevention system, outside the agreed scope |
| Dates | Method draft due Oct 23, baseline agreed before the November value review | Dashboard work starts only after access is granted and the method is drafted. One analyst needs about three weeks (an estimate), so a first version lands in mid-November at the earliest |
| Workstream status | Red, because no baseline is agreed | Unchanged. The request adds work to a stream that has no baseline yet |
Work that had already started
Draft work began before there was a decision, and has been stopped
A Ferncastle analyst had already spent two days on a draft of the dashboard before the request was priced or approved. Philippa Sinclair stopped the draft and sent this change request. No more time is spent on the dashboard until Gareth Pryce decides.
The two days are recorded on this request, not absorbed as free work. Consequence: if the request is declined, the draft is closed and not used; if it is deferred, the draft stays on hold with the two days on record; if it is approved, the draft restarts from those two days.
Live example from the Dashboards app, shown with Fairhaven Home Stores' demo data. Block dates move forward each week, so they can differ from the sample dates on this page.
The sponsor's three options
Gareth Pryce decides by Oct 10. Each option shows what it costs, what it does to the dates and what happens next.
What it means. The dashboard becomes part of the shrink reduction scope at about $24,000 on the sample day rate. Philippa Sinclair records it as a change to the scope and updates the plan the same day.
Dates. Work starts only after loss prevention system access is granted and the baseline method is drafted (due Oct 23). One analyst needs about three weeks, so a first version lands in mid-November at the earliest.
What Fairhaven provides. A Fairhaven owner for loss prevention data access, and store-level data from the loss prevention system.
What it means. The request stays on the register as deferred. The draft stays on hold with its two days recorded, and the workstream continues on the baseline.
Dates. No change to the Oct 23 method date or the November value review. The request is raised again once the shrink baseline is agreed with the loss prevention lead.
What Fairhaven provides. Nothing new, apart from an owner for loss prevention data access, which the baseline needs anyway.
What it means. The request is closed as declined with the date and the reason. The draft is closed and not used. Fairhaven can raise a new request later.
Dates. No change. The shrink reduction work stays on the agreed scope.
What Fairhaven provides. Nothing.
How earlier changes went
The view lists the scope changes in the register, four in all. Two are Fairhaven's: the store-level shrink dashboard, Waiting for sponsor, and Two more pilot stores in the north region, Closed. That earlier change was priced at 6 consultant days and approved by Gareth Pryce on Aug 12, 15 days after it was raised on Jul 28, and it took the replenishment pilot to 12 stores. The other two rows belong to other clients: Add the overflow site to the pick path pilot for Prescott Medical Supply (Waiting for sponsor) and Add the seasonal beers to the scheduling pilot for Halvard Brewing Company (Declined).
Before you share this page with a client
This sample view holds scope changes for several clients: Fairhaven Home Stores, Prescott Medical Supply and Halvard Brewing Company. Switch the embed to a view filtered to Fairhaven Home Stores before you send this page to Gareth Pryce or anyone at Fairhaven.
Decision record
Complete this record on the day of the decision. A change is not approved, deferred or declined until the record is filled in.
- Stop the draft work on the dashboard. Owner: Philippa Sinclair, done
- Send the change request to the sponsor. Owner: Philippa Sinclair, raised Sep 25
- Sponsor decides: approve, defer or decline. Owner: Gareth Pryce, by Oct 10
- Record the decision, its date and any change to price or dates. Owner: Philippa Sinclair, same day
- If approved, update the shrink reduction plan and book the analyst time. Owner: Philippa Sinclair, within two working days
- If deferred or declined, close or park the draft with the two days on record. Owner: Philippa Sinclair, same day
- Name a Fairhaven owner for loss prevention data access, whatever the decision. Owner: Gareth Pryce, Oct 8 steering meeting
How to use this template
Write one change request for each client request that falls outside the agreed baseline, before any work starts. Show the baseline, the request, the effort and the effect on dates, and leave the decision to the sponsor.
| Variable | Meaning | Required |
|---|---|---|
{{change.title}} | Name of the requested change | Required |
{{client.name}} | Client organization that made the request | Required |
{{change.effort_days}} | Consultant days the change needs | Required |
{{change.price}} | Price of the change at the agreed day rate | Required |
{{scope.baseline_rows}} | Agreed scope items set against the requested scope | Required |
{{date.impact}} | Effect of the change on agreed dates | Required |
{{decision.due_date}} | Date the sponsor decides by | Required |
{{work.started_note}} | Work already done before the decision, with days spent | Optional |
If a required value is missing, show Needs review in its place and hold the request; never fill it with a guess. If the effort cannot be estimated, show Unavailable and do not state a price.
The live Dashboards blocks on this page show the Fairhaven Home Stores demo profile. Point each block at your own client's profile, or remove it, before you share the page. Filter the embedded view to the same client as well.