Managing Project Requests

This how-to article will help technicians/users to manage and evaluate project requests using the Work Management interface. The user must have access to Work Management and the specific Project application.

Overview

Portfolio Planning users can evaluate project requests assigned to them for review. Users may edit project request details or assign the request to a workflow depending on workflow settings and permissions.  Workflow step settings determine what that user can and cannot do, including editing, approving the step, approving/rejecting the entire request (ignoring the rest of the workflow steps), returning the request to the requestor, and forwarding the request for someone else to approve.

Once a project request is approved, it can be staffed. If the project request is declined, the creator is notified by email.

Evaluating a Submitted Project Request

To edit a project request:

  1. In Work Management, navigate to View Applications, and select Portfolio Planning.
  2. Click Project Requests in the left navigation, then change the filtering criteria to include Status = Submitted and click Apply.
  3. Click the Name link of the project request you’d like to evaluate.
  4. In the Request tab, click the section you’d like to review in the left navigation.
  5. To make changes, click the Edit link. You will need to check the Mark Incomplete button to make revisions.
  6. Click the Save button.
  7. Mark sections as complete when you are satisfied with all your changes.

Approving or Declining a Project Request

To approve or decline a project request, the evaluator should:

  1. In Work Management, navigate to View Applications, and select Portfolio Planning.
  2. Click Project Requests in the left navigation.
  3. Change the filter criteria Status = In Workflow, then click Apply.
  4. Click the Name link of the project request you’d like to approve or decline.
  5. In the Request tab, click the Actions button, then select Approve Request or Reject – Decline Request from the dropdown.
  6. Add a comment and click the Save button.

To assign a request to a workflow:

  1. Navigate to Work Management > View Applications > Portfolio Planning.
  2. Click the Project Requests link in the left navigation, then change the filtering criteria to Status = Submitted and click Apply.
  3. Click the Name link of the project request you’d like to assign.
  4. In the Request tab, click the Actions button, then select Assign to Workflow from the dropdown.
  5. In the Assign Request to Workflow window, click the magnifying glass and scroll through the list of available workfows. Click the Select button for the appropriate workflow.
  6. Click the Save button.

To approve a workflow step:

  1. Navigate to Work Management > View Applications > Portfolio Planning.
  2. Click Pending My Approval in the left navigation.
  3. Click the Name link of the project request you’d like to mark as complete.
  4. Ensure that all project request sections have been marked complete as necessary.
  5. From the Business Case section, click the Actions button, then select Approve Step from the dropdown.
  6. Enter a comment in the Comment field.
  7. Click the Save button.

To return a project request to the requestor for revision:

  1. Navigate to Work Management > View Applications > Portfolio Planning.
  2. Click Project Requests in the left navigation, then change the filtering criteria to Status = In Workflow, then click Apply.
  3. Click the Name link of the project request you’d like to return to its requestor.
  4. In the Request tab, click the Actions button, then select Reject – Return to Requestor from the dropdown.
  5. Enter a comment in the Comment field.
  6. Click the Save button.

The request will now be forwarded back to the requestor for any necessary changes. The requestor will also be notified via email that the request needs to be revised.

Forwarding Project Requests for Evaluation

When a project request is in a workflow, it can be forwarded to another user for evaluation.

It's important to note that an evaluation does not progress the request through the workflow. It remains at the current step. It is also important to note that if the request is forwarded and the workflow step is approved or rejected, the request will no longer be forwarded.

You must be responsible for the current workflow step or have the Always Edit Requests permission to act on a project request, and the recipient must have the Portfolio Planning application to receive the forwarded request.

To forward a project request to another user for evaluation:

  1. Navigate to Work Management > View Applications > Portfolio Planning.
  2. Click the Project Requests link in the left navigation, then change the filtering criteria to Status = In Workflow, and click Apply.
  3. Click the Name link of the project request you’d like to forward.
  4. In the Request tab, click the Actions button, then select Forward Request from the dropdown.
  5. In the Forward To field, select a user to whom you’d like to forward the request.
  6. Enter a Comment.
  7. Click the Save button.

The user who receives the forwarded request will get a notification.

To view a request forwarded to you:

  1. Navigate to Work Management > View Applications > Portfolio Planning > Pending My Approval.
  2. Click the Name link of the project request you would like to evaluate.
  3. In the Request tab, evaluate the request, then click the Actions button and select Mark Forwarded Evaluation Complete from the dropdown.
  4. Click the Actions button, then select the action you wish to take.
  5. Enter a Comment.
  6. Click the Save button.

Re-Evaluating a Project Request

If a project is being evaluated in a workflow and its requirements change, a Portfolio Planning user may need to restart the request evaluation.

To re-evaluate a project request:

  1. Navigate to Work Management > View Applications > Portfolio Planning.
  2. Click the Project Requests link in the left navigation.
  3. Change the search criteria to include requests in a workflow (Status = In Workflow), then click Apply.
  4. Click the Name link of the project request you’d like to re-evaluate.
  5. Click the Actions button, then select Mark as "Submitted" or Assign to Workflow from the dropdown to select a new workflow process.
  6. Click Save.

The project request can now be evaluated and edited again.

Re-evaluating a Declined Project Request

A Portfolio Planning user may re-evaluate a declined project request at any point if the request becomes feasible again.

To re-evaluate a declined project request:

  1. Navigate to Work Management > View Applications > Portfolio Planning.
  2. Click the Declined link in the left navigation.
  3. If needed, change the filter criteria, then click the Apply button.
  4. Click the Name link of the project request you’d like to re-evaluate.
  5. Click the Actions button, then select Submitted or Assign to Workflow from the dropdown.
  6. Click Save.

The project request can now be evaluated and edited again.

Deleting a Project Request

Project requests can only be deleted by users who have access to the Project application admin interface.

To delete a project request:

  1. Navigate to the Project Requests admin page:
    • Project Application Admins: Work Management > View Applications > Project application, > gear icon > Admin > Project Requests
    • Global Admins: TDAdmin > Applications > the Project application > Project Requests
  2. Click the Name link of the project request you’d like to delete.
  3. Click the Delete button in the Project Detail window.
  4. Click the OK button in the confirmation popup.

Gotchas & Pitfalls

Project requests cannot be edited or evaluated in Work Management if they are in a Not Submitted state. The request owner must submit the request in the Client Portal.  The request owner can be modified by a Project app admin via the Project application admin interface > Project Requests.

Examples

  • A PMO manager reviews a request and approves the step to advance it in the workflow.
  • A portfolio manager reviews the request, realizes the information is confusing and incomplete, and returns the request back to the requestor to revise.
  • A senior leader reviews the request and approves the project request.
  • A PMO manager is on vacation and forwards the request to a colleague to review and approve the request.
  • A PMO manager forwards the request to the appropriate resource manager to approve a Resource check approval step.

Frequently Asked Questions

Q. Who can approve project request workflow steps?

A. Only people with access to the Portfolio Planning application can approve project request workflow steps. Sometimes the people with this access are acting on behalf of a committee or other group, such as an IT governance group, that's making the decision.

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