Project Request
Proposal of a New Project or Service
Project Phase: Origination
Proposal Overview:
The graphic below outlines the two major steps to propose a new project or service. The first step is submitting information regarding your project or service. We have a template that you can use to help collect information needed in the decision making process. Once your proposal is submitted the decision process takes over to determine if and when we can undertake the new project or service. If a project is approved it will be placed in a schedule to begin work. If a project is not selected the reasons why will be documented and feedback provided. A proposal may be resubmitted if it contains additional information addressing the reasons why it was previously declined.
Did you know? Tech Solutions has a "Project" definition here
Project Proposal Steps Heading link
The following tabs describe an overview of the steps involved from a Request For Proposal to a Project being initiated/rejected.
Project Request
Fill out Project Proposal template in the Quick Links at the bottom.
If you have an idea but are not sure how to fill out the template, please navigate to our Help center to Request PPMO Assistance and we will help you.
1. Email proposal to the PPMO’s TDX Project Request Queue
2. PPMO will review the proposal and provide feedback in the RT ticket.
3. Once proposal is reviewed and feedback incorporated, it will be noted in the TDX request that the proposal is ready for review by the Tech Solutions’ Leadership team.
# The project sponsor is primarily responsible for providing the information to fill out the proposal.
# The project sponsor is also the person who has the authority or resources to move the project forward.
# The project management office can assist with questions regarding the proposal format.
# Technical leads may need to be consulted during this process to ensure accuracy of the project details.
Roles Involved: Project Sponsor, PPMO, Technical Team Members
Queued for Review
Once your proposal is submitted and reviewed by the PPMO it will be scheduled for review. Unless there are additional questions by the leadership team the submission of a new proposal is completed.
1. The proposal has passed the review for completeness and questions from the PPMO were addressed.
2. The proposal will be scheduled for review at the next monthly portfolio meeting.
Roles Involved: PPMO
Leadership Meeting Preparation
This phase is internal to the PPMO and prepares data for the monthly review session by the leadership team. The following actions will occur to prepare for each meeting.
1. A list of projects in TDX will be pulled for review.
2. Pertinent data from each project will be distributed to the leadership team to allow for review before the meeting.
Roles Involved: PPMO
Pre-Meet Review
Members of the leadership team will review the information distributed to them prior to the project meeting. The Leadership Team is comprised of the high level managers in Technology Solutions that meet weekly with Tech Solutions’ Directors.
Roles Involved: Leadership Team
Proposal Review Meeting
Frequency: Monthly
The members of the leadership team will meet to review the projects submitted for proposal. The goal of the meeting is to reach a decision of approval for each project up for consideration. Not all projects will be approved; if a project is not approved the reasons why will be documented and the project proposal will be moved into the archive. Projects that are approved will move to the next phase of scheduling.
Roles Involved: PPMO, Leadership Team
Proj Schedule Meet
Frequency: Monthly
The scheduling team will meet to re-evaluate the priorities of projects currently scheduled. If there are new projects in the pipeline for scheduling; they will be assigned start dates during this meeting. This team may include members outside the Tech Solutions leadership team who have more knowledge regarding staff workload and current project status.
The goals of the meeting are:
1. Re-Evaluate current project priority.
2. Insert new projects into the schedule.
Roles Involved: PPMO, Leadership Team, Technical Managers
The Technical Managers are comprised of the managers that meet monthly with the Directors and the Leadership Team to discuss goals and updates.
PM Contact
As the project start date draws near the affected Project Managers (PMs) will be notified that they are assigned a project. This phase denotes the end of the Portfolio Management lifecycle and marks the beginning of the Project Management lifecycle.
Roles Involved: PPMO