Project proposal / project approval

Before a project is implemented, a project proposal often needs to be created, reviewed, and approved first. In smenso, this process can be structured using a task and a workflow.

The project proposal is managed as a task within the project. Flavors can be used to record relevant information about the proposal in a structured way. A custom workflow represents the processing and approval process.

Record the project proposal as a task

Create a separate task for the project proposal. The task can contain all information relevant to the decision, such as a description of the project, dates, and responsibilities.

Additional information about the project proposal can be recorded in a structured way using Flavors. For example, the category, current proposal status, or priority can be stored.

Control the processing status using a workflow

A dedicated workflow can be used for the project proposal. The individual statuses in the workflow represent the steps of the proposal process, for example from processing and review through to approval.

The statuses and steps used can be adapted to the respective approval process.

Approve the project proposal

The project proposal can be reviewed and approved using a status change that requires approval. In this example, approval is required for the change to the status Freigegeben.

One or more people can be selected to approve the status change. You can also specify whether approval by one person is sufficient or whether all selected people must approve.

For more information about setting up and using approvals, see Requesting approvals for status changes.

Keep track of project proposals across projects

If information about project proposals should also be visible across projects, the corresponding Flavors can additionally be used in the project master data.

In the portfolio, this information can be displayed as columns. This makes it possible to directly compare, for example, the category, proposal status, and priority of multiple projects.

Best Practice

For a transparent project proposal and approval process, it is recommended to keep the process as consistent as possible.

• Manage the project proposal as a separate task within the project.
• Record relevant information about the proposal in a structured way, for example using Flavors.
• Use a consistent workflow for the different steps of the proposal process.
• Use approvals for status changes when a decision by specific people is required.
• If required, use Flavors in the project master data to evaluate the status of project proposals across projects in the portfolio.