project request management

4 Best Practices For Project Request Management Using SharePoint

January 24, 2019 by

In their 2018 Pulse of the Profession Report, the Project Management Institute (PMI) found organizations who undervalue project management experienced failure in over 50% of the projects.

Unfortunately, projects can fail for numerous reasons, including poor strategic alignment, scope creep, and a lack of resources.

One way to avoid failure is to implement a standard approach to project request management to ensure the right projects are initiated and resourced to deliver on key business goals.

Using a project portfolio management solution like BrightWork makes it easier to develop, implement, and evaluate your approach, from initial request to approved project creation.

 

4 Best Practices For Project Request Management Using SharePoint

  1. Define a process
  2. Create a command center
  3. Define your intake form
  4. Notify and update interested parties automatically

 

1. Define a Process (the non-technical stuff)

Before you start using a tool to implement a process (or any process really, not just Project Request Management), you want to get it down on paper first.

When it comes to your process for Project Request Management, for example, you will need to decide things like:

  • Is there going to be a committee to approve projects? And if so, who is going to be on it?
  • What kind of data about the project requests will be required?
  • What is the timeframe for approving projects?

 

Out-of-the-box, BrightWork comes pre-populated with a simple process to track projects requests all the way from Draft through Approval and Project Site Creation.

 

2. Create a Command Center (including reports)

Second, you’ll want to have a PRM “Command Center” in SharePoint, a one-stop-shop where particular departments, or perhaps the entire organization, can go to submit their project requests and track the progress.

You’ll also want to include reports where requesters can check on the status of their various requests, maybe some metrics, etc.

Here’s a sample of our command center, where you can travel through the entire project request life-cycle – from logging a request all the way to project site creation after the project is approved.

3. Define the Intake Form

If you didn’t do this when you defined the PRM process, you want to create a project request form in SharePoint.

If you ask for too little data, there won’t be enough information as to what it is you are proposing.

If there is too much information, folks can get turned off and simply pick up the phone or start emailing, defeating the purpose of the SharePoint template!

Some items that we recommend including on your project request forms include:

  • Project owner
  • Project name, description, and objectives
  • Proposed timelines. This should include a final deadline to indicate the urgency of the deliverables.
  • Budget
  • Known risk and constraints
  • Required resources
  • Project Sponsor
  • Metrics and KPIs
  • Supporting documentation.

4. Notify and Update Interested Parties Automatically

Finally, you can’t rely on people to regularly visit the site to find out that there is something waiting in their queue for approval.

In the form above, you can see some fields “Requested By,” “Reviewer,” and “Approver.”  All of these people have to take some sort of action on the project request.

In BrightWork, these individuals are alerted automatically that there is a request waiting for them to review, or if your project has been approved – and you are now responsible for managing it!

 

Additional Resources

 

Editor’s note: This post was originally published in June 2016, but has been updated for comprehensiveness, freshness, and accuracy.

 

SharePoint Project Management Template

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