Sarah RoeringDirector, IT Operations| Wolters KluwerFort Myers, United States
Hello..I am looking for template/form which can be used for Project Intake request - ideally a detailed one which covers all the necessary fields/criteria to evaluate a project intake request. Also, if can get information on: (i) The exact definition of Project (ii) What is the 'Minimum hours' considered to accept a request as Project Saving Changes...
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Thomas WalentaGlobal Project Economy ExpertHackenheim, Germany
Sarah,
it depends on what you want to control.
At a client, we had 400+ running projects, 20 person days minimum, so defined relevant projects to be 100 person days at least and ended up with 40. This was controllable.
Interestingly, several projects showed then up to have 99 person days.
The template should be as easy as possible for any project (project ID, PM name, customer, start/end dates and PDs), and probably a bit more sophisticated for 100PD projects. It should include the information your management wants to see in the dashboard.
I guess project intakes include creating the project in the finance system (and create a project ID there), so people can charge their hours there or invoices refer to that. Finance should already have a form, you might just want to work with them to avoid double work for your PMs. Saving Changes...
As Thomas says, this is really company-specific, so I'd suggest working with key stakeholders (e.g. Finance, Procurement) to come up with an operational definition.
The same holds true for the intake form fields. Facilitate a session with the governance decision makers (assuming those have been identified) to determine what they consider to be essential for evaluation, selecting and prioritizing projects. Anything else should be skipped in the near term to increase the likelihood of change adoption and to avoid data quality issues.
Kiron
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1 reply by Sarah Roering
Aug 11, 2022 3:42 PM
Sarah Roering
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Thank you for your feedback. I am working with the respective leads to generate more inputs but meanwhile looking for some available layouts/templates which could help in designing and mapping as per the requirements of projects. If you have any such readily available basic template and if that can be shared, it will be of great help.
Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
What you need is as detail as possible about "the thing" (product/service/result) to create including it assumptions and restictions. With that, you can define "the way" (program/project) to create it including the approach (Lean, Agile, etc) and the life cycle. To put this in the framework of the PMI, the fist one is creating thanks to business analyst work. Saving Changes...
Unless you have a company culture that is used to filling out detailed forms and doing a lot of research up front, you might be better off keeping it simple.
At one former employer, we had a proposal process that required a lot of up front information for a proposal to be considered. If it was lacking information, it was sent back for more. Once approved, a PM would be assigned and requirements would begin, and then we'd learn more about the project and the scope would change.
At another employer, we had a similar process with the addition of some effort to validate that the problem was worth solving and some statistical analysis to support the conclusion. Departments didn't like it, so they'd start projects on their own, get executive support for the idea, and then ask for help when their project got in trouble. Or, they wouldn't not pursue a project because they felt the proposal process was too much work.
What I've implemented at my current employer is a simple form that gives me just enough information to do a little research on my own and then start having conversations about the request. The requestor ends up gathering more details before all is said and done, but we start work sooner. This also means that, occasionally, a project gets cancelled in its early stages, when we realize the value isn't there.
The process needs some refining, which I'm managing, but we're able to respond more quickly to changes, as a result. The idea is that if you want to take an agile approach to your projects, you should work to eliminate the waterfall intake process.
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1 reply by Sarah Roering
Aug 11, 2022 3:33 PM
Sarah Roering
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Thank you for your inputs..Is it possible for you to share basic template which you are following for project intakes. This might help to get some clarity and refine the process, you might remove your company logo/details as a matter of privacy
It depends on your company needs and etc.
You can find a few template online.
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1 reply by Sarah Roering
Aug 11, 2022 3:35 PM
Sarah Roering
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Thank you...I will look out for it and meanwhile if you have any such template available it would be good if that can be provided
Saving Changes...
Sarah RoeringDirector, IT Operations| Wolters KluwerFort Myers, United States
Aug 08, 2022 10:28 AM
Replying to Aaron Porter
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Unless you have a company culture that is used to filling out detailed forms and doing a lot of research up front, you might be better off keeping it simple.
At one former employer, we had a proposal process that required a lot of up front information for a proposal to be considered. If it was lacking information, it was sent back for more. Once approved, a PM would be assigned and requirements would begin, and then we'd learn more about the project and the scope would change.
At another employer, we had a similar process with the addition of some effort to validate that the problem was worth solving and some statistical analysis to support the conclusion. Departments didn't like it, so they'd start projects on their own, get executive support for the idea, and then ask for help when their project got in trouble. Or, they wouldn't not pursue a project because they felt the proposal process was too much work.
What I've implemented at my current employer is a simple form that gives me just enough information to do a little research on my own and then start having conversations about the request. The requestor ends up gathering more details before all is said and done, but we start work sooner. This also means that, occasionally, a project gets cancelled in its early stages, when we realize the value isn't there.
The process needs some refining, which I'm managing, but we're able to respond more quickly to changes, as a result. The idea is that if you want to take an agile approach to your projects, you should work to eliminate the waterfall intake process.
Thank you for your inputs..Is it possible for you to share basic template which you are following for project intakes. This might help to get some clarity and refine the process, you might remove your company logo/details as a matter of privacy Saving Changes...
Sarah RoeringDirector, IT Operations| Wolters KluwerFort Myers, United States
Aug 08, 2022 11:19 AM
Replying to Abolfazl Yousefi Darestani
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It depends on your company needs and etc.
You can find a few template online.
Thank you...I will look out for it and meanwhile if you have any such template available it would be good if that can be provided Saving Changes...
Sarah RoeringDirector, IT Operations| Wolters KluwerFort Myers, United States
Aug 06, 2022 4:39 PM
Replying to Kiron Bondale
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Sarah -
As Thomas says, this is really company-specific, so I'd suggest working with key stakeholders (e.g. Finance, Procurement) to come up with an operational definition.
The same holds true for the intake form fields. Facilitate a session with the governance decision makers (assuming those have been identified) to determine what they consider to be essential for evaluation, selecting and prioritizing projects. Anything else should be skipped in the near term to increase the likelihood of change adoption and to avoid data quality issues.
Kiron
Thank you for your feedback. I am working with the respective leads to generate more inputs but meanwhile looking for some available layouts/templates which could help in designing and mapping as per the requirements of projects. If you have any such readily available basic template and if that can be shared, it will be of great help. Saving Changes...
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