To request a new project for the Project Management Office (PMO), do the following:

1. Access PPM Pro and click the Request icon.
2. Click the New button and select New Project Request.
   
3. The welcome screen for New Project Requests displays. Click Next.
   
4. The Step 2 screen displays. Complete Section 1: Required Fields. 
   • If you do not have an approval from a C-Suite executive, complete Section 2: Business Case as well. Once you have saved it, Notes, Attachments, and Scoring tabs become available.

5. Score the Request before submitting. Once you click Save the Scoring icon is enabled.
   

• Click the Scoring icon to access the Scoring screen. Click the lower of the 2 Menu buttons and select Add Score.
  
• Select a value for all drop-down boxes. The 3 in the Negatives section are mutually exclusive from the corresponding 3 in the Positives section. For example: if the project is expected to have a Net Average Annual Return, it therefore cannot have a Net Average Annual Cost. In this case you would select the appropriate value for Net Average Annual Return and you select “0.0 – Not applicable” for Net Average Annual Cost. Click the Save button on the Scoring screen when you are done.

6. Attachments: Feel free to attach any supporting documentation. The Attachments icon is enabled once you have saved the request at least once.  

7. Prepare to submit the request. Required fields are flagged with 2 asterisks. If you need help, please contact the PMO.
   
8. Once you are ready, click Save & Submit.
   
9. From here, the PMO asks questions and studies the feasibility of completing the requested project in the desired time frame. 
   • The Request is then sent to a single Approval Gate. This is different than the old version that had a separate gate for each approver. In the new version, all of the approvers do their approving at the same gate. This eliminates the need to one approver to wait for another’s approval before they even see the Request.

• Once we have all approvals, a determination is made as to whether or not the PMO assigns a project manager. In some cases, a requested project can be handled by the requesting department without a project manager from the PMO.

These fields are required for all New Project Requests.

1. ID 
   • The ID number that the system assigns to the Request This field cannot be changed.
2. Gate Status 
   • Once the Request has been submitted, you will be able to see what Approval Gate your Request is in the process.
3. Title 
   • The Title, or name of your request. This usually becomes the Title of the resulting Project.
4. Score 
   • The numeric score assigned to the Request that results from scoring the Request in the Scoring tab. This field will not appear until the sponsor has scored the Request.
5. Executive Sponsor
   • The associate for whom we are requesting the project. The executive sponsor is the person with the main decision level of authority and accountability for the project.
6. Functional Sponsor
   • Often, an Executive Sponsor delegates the sponsorship legwork to another associate. This person is known as the Functional Sponsor. In some cases, the Executive and Functional sponsors are the same person.
7. Who is authorized to approve the initiation of this project?
   •  Very often, the Executive Sponsor needs approval from a higher authority to proceed with the project. This is often the case when the cost of the project exceeds the authority of the Executive Sponsor to approve. There are other reasons as well.
8. Project Description
   • A description of what the requested project is. Include a high-level statement of what exactly you are recommending that we do and the benefits you expect to gain from it.
9. Strategic Alignment
   • Choose the appropriate value that show how the requested project aligns with company strategy.
10. Desired Start Date
    • The date that you would like the requested project to begin. The actual project may or may not start on this date, depending on many factors.
11. Desired Completion Date
    • The date that you would like the requested project to be complete. The actual project may or may not finish on this date, depending on many factors.
12. Does this Project Involve a Contract with Revenue Impact?
    •  The answer to this question helps us understand whether or not the Financial Accounting area needs to be involved.
13. C-level Executive Exemption from Business Case? If NO, Complete Section 2
    • Most projects require a business case in order to receive approval to proceed. But there are a few exceptions. If a C-level executive (CEO, CFO, COO, or the Bank President) has already determined that the requested project will go forward, the Request may be exempted from needing a business case.

These fields, in conjunction with the fields in Section 1, constitute the Business Case. Once completed, the PMO can create the Business Case document.

1. Project Source: There are four possible values to select in this field. You can select only one:

• Strategic Initiative: Only select this value if this Request is the direct result of one of the company’s defined strategic initiatives. If you are unsure, contact the PMO.
• Regulatory Requirement: Choose this value if the Requested project’s main purpose is to satisfy a regulatory requirement. Examples include remediation of an MRA and projects to comply with new regulation.
• Technology Requirement: Choose this value when the project is being requested because we have to do it for technology reasons. The most common example is when hardware and software systems need to be upgraded in order to maintain viability and vendor support.
• Other: Choose this value when the project is being requested for any other reason. Examples include revenue generation, cost savings, efficiency gains, etc.

2. Problem Statement
   • The underlying purpose for undertaking the requested project. In other words, the thing that is wrong and needs fixing.
3. Project Objectives
   • A short list (usually 3-6) of the main objectives that the requested project is intended to achieve. Take some real thought with this. The objectives stated here will be used to measure the level of success the subsequent project achieves. Project Objectives should be S.M.A.R.T. – Specific, Measurable, Actionable, Relevant, and Time-Bound. This is not a list of things that will be done during the course of the requested project. Rather, Project Objectives are the high-level results that the requested project is expected to deliver.
4. Estimated One-Time Cost (Numerals Only)
   • This can also be thought of as the expected capital expenditure required by the requested project. Examples might include one-time software licenses, hardware purchases, or consulting fees.
5. Estimated Net Annual Cost (Numerals Only)
   • Annual costs can be thought of as operating expenses. Examples might include software subscriptions, hardware maintenance, and data circuits. By annual, we mean one year’s worth. By net, we mean net of revenues and/or cost savings. For example: if we are installing a new system and the ongoing costs are estimated to be $30,000 every year for some period of time, you would enter 30000. But if the project will also result in a cost savings of one $30,000 FTE, the net would be zero.
6. Are the Expenses Budgeted?
   • Self-explanatory
7. Additional Cost Information
   • Often, the cost-related fields do not tell the whole story. Use this area to describe anything that is needed to help understand the nature of the costs for the requested project
8. Affected Areas
   • List the areas of the bank and how they will be affected by the requested project. Some areas of the bank may realize increased efficiency; others may have additional responsibilities, etc.
9. Anticipated Stakeholders
   • Stakeholders are people who have a “stake” in the requested project. In other words, they are affected by it in some fashion. Please list the names of people in this field. Often, stakeholders are the managers of the areas listed in Affected Areas, but there can be additional stakeholders as well.
10. Project Assumptions
    • Try to determine what assumptions are being made for the requested project. This can sometimes be difficult to do. For example: you might be assuming that the resources you need to complete the project in the desired timeframe will be available, or you may be assuming that the market conditions in a particular geography will continue as expected, etc.
11. Alternatives Considered
    • Every business case should document the alternatives that were considered to meet the Project Objectives before deciding upon the requested course. As an example, a Request for a new software system should be the result of having compared systems from competing vendors, alternatives for achieving the objectives without the purchase of a new system, and alternatives for subscribing to outsourced services.
12. Additional Business Case Information
    • Use this area to enter any additional information that you want to be included in your business case.
13. Business Case Analysis Team
    • List the names of the individuals that contributed to building the Business Case.