Managing Project Requests

This how-to article will help technicians/users to manage and evaluate project requests using the TDNext interface. The user must have the TDNext access and Portfolio Planning.

Overview

Portfolio Planning users may evaluate project requests that are 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 will 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 via email that the project request has been declined.

Evaluating a Submitted Project Request

To edit a project request, users should:

1. Navigate to TDNext > Applications > Portfolio Planning.
2. Click the Project Requests link in the left navigation, then change the filtering criteria to include submitted requests and run the report.
3. Click the Name link of the project request you’d like to evaluate.
4. In the Request Explorer window, click the name link of the section you’d like edit, then click the Edit link. You will need to check the Mark Incomplete button to make revisions.
5. Click the Save button.
6. 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. Navigate to TDNext > Applications > Portfolio Planning.
2. Click the Project Requests link in the left navigation.
3. Change the search criteria to filter to the In Workflow status, then click the Search button.
4. Click the Name link of the project request you’d like to approve or decline.
5. In the Request Explorer window, 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 TDNext > Applications > Portfolio Planning.
2. Click the Project Requests link in the left navigation, then change the filtering criteria to include submitted requests and run the report.
3. Click the Name link of the project request you’d like to assign.
4. In the Request Explorer window, click the Actions button, then select Assign to Workflow from the dropdown.
5. In the Assign Request to Workflow window.
6. Click the Save button.

To approve a workflow step:

1. Navigate to TDNext > Applications > Portfolio Planning.
2. Click the Pending My Approval link 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. 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 TDNext > Applications > Portfolio Planning.
2. Click the Project Requests link in the left navigation, then change the filtering criteria to include submitted requests and run the report.
3. Click the Name link of the project request you’d like to return to its requestor.
4. In the Request Explorer window, 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 its creator for any necessary changes. The creator 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 is possible to forward the request 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 not remain 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 TDNext > Applications > Portfolio Planning.
2. Click the Project Requests link in the left navigation, then change the filtering criteria to include submitted requests and run the report.
3. Click the Name link of the project request you’d like to forward.
4. In the Request Explorer window, 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 that receives the forwarded request will get a notification.

To view a request forwarded to you:

1. Navigate to TDNext > Applications > Portfolio Planning > Pending My Approval.
2. Click the Name link of the project request you would like to evaluate.
3. Evaluate the request, then click the Actions button and select Evaluation Complete from the dropdown.
4. In the Request Explorer window, 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 there have been changes in the project requirements, a Portfolio Planning user may need to restart the request evaluation.

To re-evaluate a project request:

1. Navigate to TDNext > Applications > Portfolio Planning.
2. Click the Project Requests link in the left navigation.
3. Change the search criteria to include requests in a workflow. Select the In Workflow status filter.
4. Run the report.
5. Click the Name link of the project request you’d like to re-evaluate.
6. Click the Actions button, then select Submitted or Assign to Workflow from the dropdown to select a new workflow process.
7. 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 is feasible again.

To re-evaluate a declined project request:

1. Navigate to TDNext > Applications > Portfolio Planning.
2. Click the Declined link in the left navigation.
3. If you’d like, change the search criteria, then click the Search 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.

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 TDAdmin.

To delete a project request:

1. Navigate to TDAdmin > Portfolio Planning > 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 TDNext if they are in a Not Submitted state.  The request owner must submit the request in TDClient.  The request owner can be modified by a TDX admin via TDAdmin > Portfolio Planning > 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.