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Project Request Form

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I. Project Identification and Basic Information

 

Project Title:

Requestor Name:

Requestor Department/Team:

Email:

Phone Number:

Date of Request:

Project Sponsor (if applicable):

Proposed Project Manager (if known):

II. Project Description and Purpose

 

Project Description:

 

Problem/Opportunity Statement (What problem does this project solve, or what opportunity does it address?):

 

Project Goals/Objectives:

Specific

Measurable

Achievable

Relevant

Time-bound

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Project Justification/Business Case: (Why is this project necessary? What are the potential benefits?)

 

Alignment with Strategic Goals: (How does this project align with the organization's overall strategic goals?)

 

Key Deliverables: (What are the tangible outputs of this project?)

 

Success Criteria: (How will you measure the success of this project?)

 

III. Project Scope and Constraints

 

Project Scope (In Scope): (What is included in the project?)

 

Project Scope (Out of Scope): (What is explicitly excluded from the project?)

 

Known Constraints: (What are the limitations or restrictions on this project, such as budget, time, or resources?)

 

Assumptions: (What assumptions are you making about this project?)

 

Dependencies: (Are there any other projects or tasks that this project depends on, or that depend on this project?)

 

Potential Risks: (What are the potential risks or challenges associated with this project?)

 

IV. Project Resources and Timeline

 

Estimated Start Date:

Target Completion Date:

Estimated Project Duration:

Required Resources (People, Equipment, Software, etc.):

 

Estimated Budget (if known):

Required Skills/Expertise:

 

Stakeholders: (Who are the individuals or groups who will be affected by or involved in this project?)

 

Communication Plan (Initial Thoughts): (How will project updates be communicated?)

 

V. Approvals and Prioritization

Priority Level:

Requested Approval: (Who needs to approve this project?)

Approver Comments:

 

Approval Status:

VI. Additional Information

Supporting Document 1

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Supporting Document 2

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Supporting Document 3

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Any Other Relevant Information:

 

Form Template Instructions

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Strengths:

Comprehensive Coverage:

  • It addresses all critical phases of project initiation, from identification and description to resources, approvals, and additional information.
  • It encourages thorough thinking about the project's purpose, scope, and impact.

Structured Organization:

  • The form is logically organized into clear sections, making it easy for requesters to navigate and understand.
  • The categorization helps ensure that no crucial information is overlooked.

Emphasis on Justification and Alignment:

  • The inclusion of "Problem/Opportunity Statement," "Project Justification/Business Case," and "Alignment with Strategic Goals" emphasizes the importance of demonstrating the project's value and strategic relevance.

Focus on Measurable Outcomes:

  • "Project Goals/Objectives" and "Success Criteria" prompt requesters to define clear, measurable outcomes, which are essential for project success.

Risk and Dependency Awareness:

  • The sections on "Potential Risks" and "Dependencies" encourage proactive risk management and help identify potential roadblocks.

Clear Approval Process:

  • The "Approvals & Prioritization" section establishes a clear process for project approval and prioritization, ensuring that projects are evaluated and selected based on their strategic importance.
 

Potential Areas for Refinement:

Specificity of Resource Requests:

  • As discussed earlier, the "Required Resources" section could benefit from more structured input, such as checkboxes for common resources or a table for detailed resource requests.

Budget Clarity:

  • "Estimated Budget (if known)" could be expanded to include fields for budget categories or a more detailed budget breakdown, especially for larger projects.

Stakeholder Analysis:

  • While the form asks for stakeholders, adding a field for the type of stakeholder (internal, external, customer, etc.) and a field for the stakeholders impact on, or impact from the project would be helpful.

Communication Plan Details:

  • "Communication Plan (Initial Thoughts)" could be expanded to include specific communication methods, frequency, and target audiences.

Definition of Priority Levels:

  • Providing clear definitions or examples of "High," "Medium," and "Low" priority levels would ensure consistent prioritization across the organization.

Consider a section for lessons learned, or a post project review. While this form is for project initiation, adding a section for a post project review reminder, or a location to store those reviews would be very beneficial.

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