Event 14

Scope Creep

The project is successful, and the team wants to expand its work. Marcus must determine whether the proposed expansion is still within the approved scope or whether the project should pause until institutional and sponsor review occurs.

Year 3 Event 14 Scope Review

Story Background

Success creates a new kind of risk

The Community Access to Preventive Healthcare Initiative is gaining momentum. Recruitment is strong, community partners are engaged, and the project has generated interest from nearby communities that were not part of the original project plan.

Dr. Brown sees an opportunity to expand the project’s reach. She wants to add new outreach locations, collect additional community feedback, and use the project’s remaining funds to support this expanded work.

From a scientific and community perspective, the idea makes sense. More outreach could increase impact. But Marcus knows that a good idea can still create a post-award issue if it moves beyond the approved project scope, changes participant-facing activity, or creates new work too close to closeout.

The question is not whether the expansion is valuable. The question is whether the sponsor approved this work as part of the funded project and whether there is enough time and authority to do it properly.

Trigger Issue

Dr. Brown proposes expanding the project activities

Training Concept

Scope creep happens when project activity expands beyond the approved plan

Scope creep does not always look risky at first. It often starts with a reasonable idea, a new opportunity, or a desire to increase impact. Marcus must compare the proposed activity to the approved project scope before the team moves forward.

Approved Scope

The work, population, methods, objectives, and activities the sponsor agreed to fund.

Scope Change

A meaningful change to what the project will do, who it will serve, where it will operate, or how it will achieve its goals.

Scope Creep

Gradual expansion of project activity without formally reviewing whether the expansion is allowed.

Prior Approval

Sponsor permission that may be required before certain project changes can be implemented.

Project Benefit

The activity may benefit the project, but benefit alone does not answer whether it fits the approved scope.

Documentation

The file should show the proposed change, scope comparison, decision, and any institutional or sponsor communication.

What Marcus Reviews

The approved plan is the starting point

Original Proposal

Shows the approved research question, target population, outreach plan, and project objectives.

Notice of Award

Identifies sponsor terms, restrictions, and prior approval requirements.

Approved Budget

Helps Marcus understand whether the proposed expansion fits the funded budget plan.

Proposed Expansion Description

Explains what Dr. Brown wants to add, why, and how it would be implemented.

Project Timeline

Helps determine whether expanded activities can be completed within the approved project period.

Sponsor Prior Approval Rules

Clarify whether the proposed change requires sponsor review before implementation.

Scope Review

What changed from the original plan?

Scope Comparison Snapshot

Approved plan versus proposed expansion

Scope Review Needed
Review Area Approved Plan Proposed Change Concern
Communities served Original target communities Additional neighborhoods Expands population/site reach
Activities Approved outreach and data collection Additional sessions and feedback collection Adds new work
Budget use Funds tied to approved activities Remaining funds used for expansion Needs justification and review
Timeline Existing project schedule More work in final year Could affect closeout readiness

Marcus does not stop at “this supports the same mission.” He compares the proposed activities to the specific scope the sponsor approved.

Marcus’s Analysis

Questions before the project expands

Is this within the approved objectives?

Marcus compares the added activities to the approved research aims and project description.

Does this change the population or sites?

Adding new communities or locations may change how the project is implemented.

Does this change the methods?

New feedback sessions or data collection methods may require additional review.

Does this affect IRB or compliance approvals?

If the expansion changes recruitment, participants, or data collection, compliance approvals may need updating.

Does this require sponsor approval?

Marcus reviews award terms and prior approval rules before advising the team to proceed.

Can the work be completed responsibly?

Additional work in Year 3 may affect reporting, spending, staffing, subrecipient activity, and closeout readiness.

Decision Point

Can the team move forward with the expanded activities?

Dr. Brown wants to add new community sessions, collect additional feedback, and use remaining funds to support the expansion. What should Marcus do first?

Resolution

The expanded activities cannot move forward under Marcus’s review alone

Marcus determines that the proposed expansion appears to go beyond the currently approved scope of work. The plan would add new communities, additional feedback activities, new staff effort, and additional project costs during the final year of the award. Because this may affect the approved project scope, budget, compliance approvals, and closeout readiness, Marcus cannot authorize the expansion on his own.

Scope Change Review Notes

Prepared by Marcus Rivera

Issue Identified Dr. Brown proposes adding new community outreach sessions, additional resident feedback activities, and expanded use of remaining funds.
Records Reviewed Original proposal, Notice of Award, approved budget, project timeline, proposed expansion description, remaining balance review, and prior approval requirements.
Administrative Finding The proposed activities appear to expand the approved communities, add new participant-facing work, require additional costs, and create new activity close to the end of the award period.
Role Boundary Marcus can identify the issue, gather documentation, compare the proposal to the approved scope, and advise the project team to pause. He cannot independently approve a scope expansion or authorize additional spending outside the approved plan.
Required Consultation Marcus must consult with the appropriate sponsored programs or sponsor office and coordinate with internal teams such as Research Finance, compliance/IRB, and department leadership before the project takes action.
Recommendation Do not begin the expanded activities or charge additional costs to the award unless the appropriate institutional review confirms that the work is allowable or the sponsor approves the change.
Alternative Path If the expansion is not approved, or if there is not enough time to complete and document the work responsibly before closeout, the idea should be deferred to a future proposal, supplement, continuation request, or separate funding opportunity.

This is a realistic “not under the current plan” decision. Marcus supports the project’s goals, but the expansion requires institutional and possibly sponsor review before it can move forward.

How Marcus communicates the decision

Marcus explains that the proposed expansion is valuable, but it appears to go beyond the work currently approved for the award. He recommends pausing the new activities while the project team consults with the sponsored programs or sponsor office and confirms whether a formal prior approval request is needed.

He also explains the practical risk: beginning new work without approval could create unsupported costs, compliance problems, incomplete records, and closeout issues. The responsible path is to continue approved Year 3 activities while the expansion is reviewed through the correct process.

Common Misconceptions

What learners should not assume

“If it supports the mission, it is within scope.”

The mission may be broad, but the funded scope is specific. Marcus must compare the proposed work to what the sponsor approved.

“Remaining funds can be used for any related activity.”

Remaining funds still must be used according to the award terms, approved scope, and applicable prior approval requirements.

“A good idea should always move forward.”

Some strong ideas need a different funding path, future proposal, sponsor approval, or more time than the current award allows.

“Scope changes are only scientific decisions.”

Scope changes can affect sponsor approvals, budget use, compliance reviews, timelines, reporting, and closeout.

Year 3 Connection

Scope changes can become closeout problems

Scope creep is especially important in Year 3 because the project is approaching its end date. Expanded activities may create new costs, new obligations, new compliance steps, and new reporting burdens.

Remaining funds

A balance may encourage new activity, but the funds must still be used within the approved award framework.

Reporting impact

Added activities may need to be reflected in progress reports, final reports, and performance documentation.

Closeout readiness

New work near the end of the project can create unresolved expenses, incomplete records, or late deliverables.

Resources

References behind this scenario

These references show why scope changes and prior approval requirements must be reviewed before expanded activities begin. A post-award research administrator should compare the proposed change to the approved scope, review award terms, identify compliance impacts, and coordinate the correct institutional or sponsor review process before the project commits funds or begins new work.

2 CFR 200.308 — Revision of Budget and Program Plans

This section matters when changes to project scope, objectives, budget plans, or approved program activities may require sponsor review or prior approval.

Connection to Event 14: Marcus reviews whether the proposed expansion changes the approved project plan enough to require sponsor review.

Notice of Award

The Notice of Award identifies sponsor-specific restrictions, terms, conditions, and approval requirements that govern the funded project.

Connection to Event 14: the award terms guide whether the team can proceed without sponsor review.

Approved Project Scope

The approved scope defines the funded objectives, target population, sites, methods, activities, and boundaries of the project.

Connection to Event 14: Marcus compares the expansion to what was originally approved.

Institutional Prior Approval Procedures

Institutional procedures explain how proposed scope or budget changes are documented, reviewed internally, and routed for sponsor approval when required.

Connection to Event 14: Marcus needs the correct internal process and sponsor office guidance before the project expands or charges additional costs.

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