# PSA migration: scope creep history inventory | SourceX

Canonical: https://refer.sourcex.si/guides/workflow-scope-creep-adjudication
Last updated: 2026-10-19

Before a PSA migration, inventory the records that show how out-of-scope work was decided: every SOW version, the client requests that triggered a review, the change requests and their approvals, and the hours logged against the work before and after the decision. Note which system holds each, how they link, and the date the old PSA becomes read-only or is switched off. A partner collects only metadata and introduces the delivery director together with the executive who can authorize a licensing discussion.

"Scope creep adjudication" is the decision a services firm makes when work drifts beyond the signed statement of work: absorb it, bill it through a change order, or stop doing it. The decision is the valuable record, because it shows judgment under commercial pressure. A firm can build up hundreds of these decisions over the years, spread across several systems.

## What should be inventoried before a PSA migration affects scope creep adjudication history?

List each record class, the years it covers, its system owner and its real access deadline. The deadline is the date the old PSA is set to read-only, the license lapses or the vendor deletes the tenant, not the new system's go-live.

| Record class | Usual home | Why it may not move | Ask the delivery director |
|---|---|---|---|
| SOW versions and amendments | Contract tool or document library | Only the current SOW is attached to the new project | Are earlier versions filed with dates, or replaced? |
| Client requests | Email, tickets, meeting notes | Never part of the PSA | Were requests logged against a project ID? |
| Change requests, approved and rejected | PSA or contract tool | Closed requests are often left out of the load | How many a year, and where are rejected ones kept? |
| Tasks and time entries | PSA | Many migrations bring open projects only | Will closed projects and their time detail move? |
| Task comments and notes | PSA | Free text rarely maps to the new tool | Where did delivery leads explain an exception? |
| Contract line limits and budgets | PSA or ERP | Rebuilt for active contracts only | Are past caps and their changes recorded? |

Never recommend keeping records beyond what the firm's retention policy and client agreements allow, and never export anything yourself. The [statement of work archive page](/data-types/statement-of-work-archive) describes what an SOW record holds; this page is about counting the decision history around it before the old system closes.

## Why does adjudication history fall out of a PSA migration?

Because the decision is recorded across tools that a migration plan treats separately. Microsoft's project-to-profit guidance lists processing project change requests as its own step, alongside estimating, negotiating, finalizing and maintaining project contracts. The change request is a distinct record, and in many firms it sits in a distinct place.

Three details decide what survives:

- **Caps live in contract lines.** Microsoft's Project Operations documentation describes not-to-exceed limits on time and material contract lines, evaluated against actuals after spent and committed amounts and capping actual revenue, while fixed-price lines carry a value independent of costs incurred. A history of hours rising against a cap is only readable if the old cap and its changes are kept.
- **New tools bring new structures.** Microsoft's 2026 release wave 1 plan lists a Project Operations change order feature, with public preview shown for September 2026 and timelines subject to change, that records rationale, financial impact and approval history with version comparison. A firm moving to a structured change order model will not find its older, informal decisions in the new format unless someone maps or archives them.
- **IDs break.** When projects and tasks get new IDs in the new PSA, every reference from an email, a change request or an SOW to the old ID stops resolving.

## An illustrative inventory sheet

Illustrative only; the firm and dates are fictional. A 190-person IT consulting firm is moving to a new PSA at its fiscal year end. The delivery director completes the sheet from the migration plan, without opening any records.

| Record class | System | Years held | Owner | Moves to new PSA? | Reachable until |
|---|---|---|---|---|---|
| SOW versions | Contract tool | 2016 to now | Legal operations | Not affected | Contract tool stays in place |
| Client requests | Email and ticket queue | Varies by mailbox | Delivery leads | No | Mailbox retention policy |
| Change requests | Legacy PSA | 2018 to now | Delivery director | Open requests only | Old PSA read-only date |
| Tasks and time entries | Legacy PSA | 2017 to now | PMO lead | Open projects only | Old PSA tenant deletion |
| Task comments | Legacy PSA | 2017 to now | PMO lead | No | Old PSA tenant deletion |
| Contract line caps | Legacy PSA | 2019 to now | Finance | Active contracts only | Old PSA read-only date |

Reading the sheet: the at-risk classes are closed change requests, time detail and comments, all tied to the old PSA dates. The question to settle before go-live is whether the old vendor can export closed projects with task, change request and contract IDs intact. Contract terms on getting data out are covered in [SaaS data export rights](/guides/saas-data-export-rights-contract). If the firm also runs managed services, the [PSA ticket history inventory](/resources/psa-ticket-history-report) covers the ticket side, and the [data scope worksheet](/resources/data-scope-worksheet) gives the company a format for its own counts.

## Which dates set the real access deadline?

Usually three: the date the old PSA becomes read-only, the license end, and the date the vendor deletes the tenant. Add the date exports were last tested. If none is written down, there is no deadline yet, and the next step is for the firm to set one, not for a partner to create urgency. A professional services automation consultant is often the only outsider who knows the read-only date. [IT due diligence](/questions/it-due-diligence-meaning) covers the same system questions from a buyer's side.

## Ask the delivery director about coverage and rights

The delivery director knows coverage: how many change requests a year, how many were rejected, how far back time detail goes. Rights sit higher. SOWs and client correspondence often carry confidentiality terms (see [SOW confidentiality in ERP implementations](/guides/erp-implementation-sow-confidentiality)), so counsel decides what could ever be licensed and what would need removing or de-identifying first. The person who can authorize a licensing discussion is the CEO, a role the managing partner holds in many firms; [assessing operational knowledge in a professional services firm](/guides/how-to-assess-operational-knowledge-in-a-professional-services-firm) covers the wider picture.

The introduced company needs 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license the records, and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English. Unknown until SourceX reviews it: buyer interest, the rights review result and any terms. Partners sign the Channel Partner Agreement before submitting introductions; attribution goes to the first valid introduction within the 90-day window, credited when the company submits a verified application. Other sectors are on the [industries hub](/industries).

## Go deeper on scope creep adjudication

- [Scope creep adjudication exception examples](/guides/scope-creep-adjudication-exception-examples): a worked case of a helpful informal request that became recurring delivery work.
- [Scope creep adjudication records across systems](/guides/scope-creep-adjudication-records-across-systems): a map of the IDs that join email requests, PSA tasks and SOW versions.
- [Who can license scope creep adjudication records](/questions/who-can-license-scope-creep-adjudication-records): a short answer on which executive to introduce and why.
- [Scope creep adjudication referral brief template](/resources/scope-creep-adjudication-referral-brief-template): a fill-in brief for writing the company introduction.

## Next step

> **Refer a company. Earn up to $100,000.** Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

If the change requests still join to SOW versions and the old PSA has a read-only date, [register as a partner](/register), check the firm against [who qualifies](/who-qualifies), and read the [program terms](/terms) and [reward rules](/rewards) before you send the handoff.

## Sources

- https://refer.sourcex.si/terms
- https://learn.microsoft.com/en-us/dynamics365/release-plan/2026wave1/enterprise-resource-planning/dynamics365-project-operations/enable-change-order-management
- https://learn.microsoft.com/en-us/dynamics365/project-operations/pro/sales/manage-contract-values-project-based-sales
- https://learn.microsoft.com/en-us/dynamics365/guidance/business-processes/project-to-profit-manage-project-contracts-overview