Project Proposal

Project proposals submitted through email or informal presentations give project review committees an inconsistent picture of what is being proposed, what it is designed to achieve, what resources are required, and what risks have been identified. Key objectives and expected outcomes are described vaguely or conflated with the main goal. Human resource and technology requirements are not documented alongside the budget estimate. Risk factors are not captured at the proposal stage. Without a centralized intake process, reviewing and prioritizing project proposals consistently across a portfolio requires more effort than it should.

The Project Proposal template for SharePoint, built with Infowise Ultimate Forms, provides a proposal form that captures the project title, project manager, start and end dates, department, project type, main goal, key objectives, expected outcomes, budget estimate, human resource needs, technology and equipment requirements, key milestones and deadlines, risk factors and mitigation, the requester, the approval authority, comments, and approval status. Every proposal is stored as a complete, reviewable record in SharePoint.

How it works

Project identification and context

The form captures the project title, project manager, proposed start and end dates, department, and project type. Capturing these identification details in structured columns at the proposal stage enables the review committee to filter and compare proposals by department, project type, or timeline without reviewing each one individually.

Goal, objectives, and expected outcomes

Three distinct columns capture the main goal, the key objectives that support it, and the expected outcomes the project is designed to produce. Separating goal, objectives, and outcomes in distinct columns ensures the proposal contains a complete picture of intent — the high-level purpose, the specific measurable targets, and the concrete results the organization can expect — rather than collapsing all three into a single vague description.

Budget and resource requirements

A budget estimate column captures the anticipated financial investment. Human resources needed and technology and equipment requirements are captured in dedicated columns alongside the budget. Capturing all three resource dimensions within the proposal record gives the review committee the information needed to assess feasibility and resource availability before approving the project, without requesting a separate resource plan.

Milestones, risks, and mitigation

A key milestones and deadlines column captures the proposed delivery schedule for the project. A risk factors and mitigation column documents the risks the proposer has identified and the strategies they propose to address them. Capturing risk awareness at the proposal stage rather than after project initiation gives the review committee a more complete basis for the approval decision and signals that the proposal has been developed with appropriate consideration of what could go wrong.

Approval chain and status

The form captures who is requesting the project, who needs to approve it, any comments from the review process, and the current approval status. Documenting the approval chain and tracking status within the proposal record ensures that every proposal has a clearly defined decision-making path and that the review committee can see which proposals are pending, approved, or declined without consulting separate correspondence.

What you get

• A project proposal form capturing project title, manager, dates, department, and project type
• Main goal, key objectives, and expected outcomes captured in distinct columns for complete intent documentation
• Budget estimate, human resource needs, and technology and equipment requirements
• Key milestones and deadlines alongside risk factors and mitigation strategies
• Requester, approval authority, comments, and approval status for a complete review and decision trail
• Every proposal stored as a complete, reviewable record in a standard SharePoint list
• Extendable with automated submission notifications and approval workflows using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Project Proposal system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All proposal 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.