How to create a Project Request in the PPM module?

• How to Create a Project Request in the PPM Module

Profi.co provides an option for users to create project requests in the Project Portfolio Management (PPM) module. 

What is a Project Request in PPM?

Project Requests are preliminary submissions for potential projects that need to be evaluated, approved, and refined before becoming active projects. They serve as a gateway to ensure that only strategic, well-planned initiatives move forward into your project portfolio.

Key characteristics:

• Structured entry point for all project ideas
• Go through customizable workflow stages
• Include stage-based checklists for evaluation
• Can be converted into full projects once approved
• Track the journey from idea to execution

Why Use the Project Request Feature?

Structured Project Intake Process

The project request feature provides several key benefits for organizations:

• Centralized Idea Management: All project proposals flow through a single, standardized channel, eliminating scattered emails and informal requests that often get lost or overlooked.
• Strategic Alignment: By capturing all requests formally, leadership can evaluate each proposal against organizational goals, ensuring resources are allocated to initiatives that drive the most value.
• Improved Decision-Making: With all project ideas documented in one place, decision-makers can compare proposals side-by-side, assess resource requirements, and make informed choices about which projects to pursue.

How to Create a Project Request

Step 1

Navigate to Portfolios and Projects → Requests from the left navigation panel.

On the Requests page, click the + Create Request button

Step 2

Once you click the Create Request button, a side panel will appear where you'll enter all relevant information about your proposed project.

Essential Request Information

• Request Name
• Priority Level
• Estimated Budget
• Benefit Index
• Complexity Index

After completing all necessary fields, click the Create button to submit your request.

Step 3

Now that the request has been created:

• Click on the request name to dive deeper into the workflow
• You'll see multiple stages of the project lifecycle
• Each stage offers the flexibility to create customized checklists tailored to your needs

To create a new checklist:

• Click the "Add Checklist" button
• Name the checklist appropriately
• If necessary, assign a different owner to complete it
• Add checklist items relevant to that stage

Note: Request workflows now have stage-based access and automated progression, ensuring tighter control, smoother approvals, and reduced manual steps.

Step 4

When the checklist in the final stage of the project request is completed:

• The request is ready to be converted into a new project
• Click the "Convert to Project" button
• The request will transition into an active project in your portfolio

How do I customize Request Stages in Profi.co?

You can add new request stages to match your organization's approval workflow:

• Navigate to Settings from the left navigation panel
• Go to Portfolios and Projects → Requests
• Switch to the Stages tab
• Click on the + Create button to add a new stage
• Enter the Stage Name and add other relevant details
• Click the Create button

This customization allows you to tailor the request workflow to your organization's specific approval process and governance requirements.

What are the different ways to create a Project in Profi.co?

Besides converting a request, you can create projects through multiple pathways:

Method 1: From Project Requests (Recommended)

Follow the request workflow process described above, allowing for proper evaluation and approval.

Method 2: From Prioritization

• Review projects based on prioritization criteria in the Prioritization/Optimization Grid
• Once identified as valuable, click the Convert to Project button
• Turn prioritized requests into actionable tasks

Method 3: Direct Project Creation

• Navigate to My Projects from the left panel
• Click Create Project
• Enter the required details
• Click Create

Note: The Project Request method is recommended as it ensures proper vetting and alignment with organizational goals.

Best Practices for Managing Project Requests

• To maximize the effectiveness of Project Requests in your PPM module:
• Standardize Information: Create templates for request submissions to ensure consistency
• Clear Stage Definitions: Define what needs to be accomplished at each workflow stage
• Assign Stage Owners: Designate responsible parties for each stage to ensure timely progression
• Regular Reviews: Schedule periodic reviews of pending requests to prevent bottlenecks
• Communicate Status: Keep requestors informed about the status of their submissions
• Set Clear Criteria: Establish objective criteria for moving requests between stages
• Use Checklists Effectively: Create comprehensive checklists that cover all evaluation aspects
• Track Metrics: Monitor request volumes, approval rates, and conversion times
• Prioritize Actively: Use the Prioritization Grid to evaluate multiple requests simultaneously
• Document Decisions: Record why requests were approved, rejected, or postponed

Related Questions

How to create a Project in the PPM module, Click here

Frequently Asked Questions