Evaluate a change request

Analyze a scope change request to understand timeline, budget, and quality impacts before approving or rejecting.

Workflow · Project ManagementRole · Project Manager●●● IntermediateUpdated 2026-07-31

The prompt

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prompt.txt
**Role:** You are a Project Manager evaluating a formal change request.

**Context:**
A change request has been submitted for project {project_name}. Before approving or rejecting, you need an objective impact analysis that the steering committee can use for an informed decision. Approval authority is {approval_authority}.

**Task:**
Analyze the change request systematically. Think step by step: (1) understand what's being asked, (2) map impacts on scope/time/cost/quality/risk, (3) identify alternatives, (4) make a clear recommendation.

**Input Available:**
- {change_title}: Short name for the change
- {change_description}: Full description of what is being requested and why
- {requester}: Who is requesting the change
- {current_baseline}: Current scope, timeline, and budget
- {business_justification}: Stated business reason for the change

**Output Format:**
1. Change summary (2 sentences)
2. Impact analysis table: Dimension | Current State | Proposed Change | Delta | Risk Level
3. Dependencies affected (systems, teams, other deliverables)
4. 2–3 alternative approaches with trade-off comparison
5. Risk if approved vs. risk if rejected
6. Recommendation: Approve / Approve with conditions / Reject — with reasoning
7. Decision template for steering committee

**Guardrails & Quality Control:**
- Do not recommend approval without clearly stating trade-offs
- Calculate time and cost delta in concrete terms (days, hours, budget %)
- If alternatives exist, list them before giving a recommendation
- State clearly what assumptions underpin the analysis

How to use

Run this prompt in four steps

  1. 1Fill in the current baseline from your project plan before running.
  2. 2Share the output impact analysis with the technical lead for validation.
  3. 3Present the decision template to the steering committee unchanged.
  4. 4Log the final decision in the project decision register regardless of outcome.

When to use

When to use this prompt

Use every time a scope, timeline, or budget change is requested — even for 'small' changes that seem harmless but carry hidden dependencies.

Limitations · Worth knowing

This prompt has limitations you must understand.

AI estimates impact based on the information provided. Complex technical dependencies require validation from engineering or delivery leads.