ERP War Stories: Managing Project Scope, Timelines, Costs, and Change Requests

Our Track Record:

Over the past 20+ years of managing ERP implementations, one area that frequently impacts project success is how project costs and change requests are managed throughout the implementation lifecycle.

Preamble:

ERP implementations are complex initiatives, and as the project progresses, new requirements, refinements, or unforeseen technical considerations can emerge. Without proper governance, these changes can quickly affect the project scope, timelines, costs, and in turn trigger change requests.

Situation:

During many ERP implementations, organizations begin with a defined scope and implementation budget. The system design needs to be properly controlled otherwise your nice to have or wish list requirements could blow your budget and timeline if not managed. Also, as the project moves through design and build phases, additional requirements may surface, such as new reports, process adjustments, integrations, or configuration changes.

If these requests are introduced informally or without proper review, they can accumulate quickly and significantly impact the project’s overall cost and timeline.

Notable Risks:

Uncontrolled change requests can lead to budget overruns, extended timelines, and scope expansion beyond what was originally approved. In some cases, this can also create tension between the client and the implementation partner regarding what was originally required versus the change in vision.

Mitigation Consideration:

Successful ERP projects establish a clear change management and cost control process early in the project. This typically involves documenting the original project scope, formally reviewing new requests, evaluating their impact on cost and schedule, and obtaining approval from the project sponsor or steering committee before additional work proceeds.

By maintaining transparency around scope and costs, organizations can make informed decisions about which changes are necessary and which can be deferred as a post live activity.

Lessons Learned:

ERP projects rarely remain static from start to finish. However, strong governance around change requests ensures that adjustments are intentional, controlled, and aligned with business priorities. When scope changes are properly managed, organizations maintain greater control over project costs and preserve the integrity of the implementation timeline and Go Live as planned.