PMO Forms Guide – Project Proposal

Leaf in WaterNames Used
Project Proposal, Project Request, Business Case, Project Idea, Idea Request, Pipeline Request

Making the case on why you should do this. A one page form to give a weighted score and identify the size, risk, and cost of the project. This also helps you tier the project so you know what type of process and due diligence is needed. Or you might find it is not a project at all and falls under support. Once this proposal is submitted, it will go into a pipeline of project proposals and scored against other proposals.

Common Fields (use only what is needed)

Proposal Title:
Try to keep under 50 chars as it will be used on a variety of reports, emails, and summaries

Proposal Date:
The date the proposal was first submitted for review

Business Owner:
The person with accountability for defining the needs (they can delegate responsibility)

Problem Statement:
Explain the Who, What, Where, When, and Why. This should be concise and and to the point

Proposed Goals Summary:
Summarize the goals of this proposal

What constitutes a cost is different for each organization so it is important that this is clearly defined and followed. If you score projects, you will want a drop down with values similar to below:
(1) Under $100k
(2) $100k - $1,000k
(3) Over $1,000k

Type of benefits would be cost savings, process improvement, increased revenue, and reduction of risk. If you score projects, you will also want a drop down with values similar to below:
(1) Under 300k in total Savings + Revenue
(2) $300k - $1,000k in total Savings + Revenue
(3) Over $1,000k in total Savings + Revenue

End Users Affected:
For scoring and to help determine the risk of the project. Example drop down values below:
(1) Under 10
(2) 10 - 100
(3) Greater than 100

Estimated Duration of Project:
This value is defined by a combination of expert judgement and the duration of similar projects done in the past. The duration points will depend on your organization. Example drop down values below:
(1) Under 3 Months
(2) 3 to 6 Months
(3) over 6 Months

Customer Impact:
Is this project for internal use or for external clients. A yes/no question.

Number of Business Units Impacted:
Use for project scoring and part of the risk analysis. The Business Units will also need to be part of the Communication plan. Drop down example below:
(1) One Business Unit
(2) Multiple Business Units (under 5)
(3) Organization Wide (5 or more)

Use for project scoring and part of the risk analysis. This will also help determine groups that need to be involved
(1) Existing in the organization
(2) New and mature product
(3) New and bleeding edge technology

Use for project scoring and part of the risk analysis. If you are using a new Vendor, you will want to plan additional up front time to vet them.
(1) None or Existing
(2) New product of Existing Vendor
(3) New Vendor

Regulatory Requirements:
Yes or No, Explain if Yes

Strategic Alignment:
Should be a drop down of all the Strategic Goals for the company. You could require only one or select all that apply.

Financial Payback Period:
The time it takes to get your return on investment. Example:
(1) Under 12 Months
(2) Greater than 12 Months
(3) No return