Project Request Form

Project ideas proposed through informal conversations, emails, or ad hoc meetings rarely arrive with the information needed to assess them properly. The scope is unclear. The business case is incomplete. The resource and budget implications are unaddressed. Without a consistent intake process, projects are approved on the strength of whoever made the case rather than on the merit of the proposal — and the organization ends up with a portfolio that reflects relationships more than priorities.

The Project Request Form template for SharePoint, built with Infowise Ultimate Forms, provides a structured intake form that gives any team member or stakeholder a formal channel to propose a new project — capturing the details, objectives, resource requirements, and business justification that decision-makers need to evaluate and prioritize the request properly.

How it works

Project overview and scope

The form captures the foundational information that defines the proposed project — the project name, a clear description of what is being proposed, the objectives it is intended to achieve, and the scope of work involved. Structured scope capture ensures that every proposal arrives with a defined boundary, reducing the ambiguity that causes project estimates to expand and timelines to slip before work has even begun.

Business justification and objectives

A dedicated justification section gives the requestor the space to articulate why the project should be undertaken — the problem it solves, the opportunity it addresses, how it aligns with organizational goals, and what the expected benefit is. Requiring a clear, written justification at the point of proposal enables the review committee or approving manager to assess requests consistently against the same criteria, rather than making decisions based on incomplete or verbally communicated rationale.

Resource and budget requirements

The form captures the resource and budget implications of the proposed project — the estimated effort, the skills or teams required, the anticipated timeline, and the expected cost. Capturing this information in a structured format at the intake stage gives decision-makers a realistic picture of what accepting the project will commit to, enabling more informed prioritization decisions across the project portfolio.

Requester and stakeholder details

The form records the requester's name, department, and contact details alongside the key stakeholders associated with the proposal. This context ensures that the right people are engaged in the review process and that there is a clear point of contact for follow-up questions or clarifications without requiring an additional communication step.

A centralized project intake register

Every submitted proposal is stored as a structured record in a standard SharePoint list. Project managers, PMO leads, and senior stakeholders have a single, searchable view of all incoming project requests — filterable by department, status, priority, or submission date — giving a complete picture of the project pipeline and enabling systematic prioritization rather than ad hoc decision-making.

What you get

• A structured project intake form capturing scope, objectives, justification, resource requirements, and budget implications
• Business justification documentation enabling consistent, evidence-based project prioritization
• Requester and stakeholder details recorded alongside the proposal for clear accountability and follow-up
• Every request stored as a structured, searchable record in a centralized SharePoint project intake register
• A complete view of the project pipeline filterable by department, priority, status, or submission date
• Configurable sections and columns to match your organization's project governance and approval process
• Extendable with approval workflows and automated notifications using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Project Request Form system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All project request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.