as we all know, in real life we have always many Project Requests, but not all of them are approved (e.g. we are not going to execute each and every of them). The very first step in Project Management is – Project Request. We can do it with Project Accelerator in PowerApps.
I will enter my Project Request:
First of all, I gave a Name for Requested Project. Then, I choose New as a Requested State, and I put Ellen as Requestor for this Project. I put some details, and if I wanted I can put a Business Case.
On the second half of this screen I have:
- Strategic Alignments – Options are: Extreme, Strong, Moderate, Low, None, and No Rating
- Lower Cost – Options are: Extreme, Strong, Moderate, Low, None, and No Rating
- Improve Employee Retention – Options are: Extreme, Strong, Moderate, Low, None, and No Rating
- Risk – Options are: Extreme, Strong, Moderate, Low, None, and No Rating
- Funding Available – Options are: Yes and No
- Funding Source – Options are: Internal and External
I’m done, and I’m going to save this:
and I will get:
As you can see Prioritization Score, and ROI are calculated fields, so they are visible after saving.
But how did I get Prioritization Score = 62.50? Well, according to Formula:
- No Rating = 0
- None = 0
- Moderate = 50
- Strong = 75
- Extreme = 100
Now I have:
- Strategic Alignment = Extreme = 100
- Lower Cost = Strong = 75
- Improve Employee Retention = Strong = 75
- Risk = None = 0
Prioritization Score = (Strategic Alignment * 0,25) + (Lower Cost * 0,25) + (Improve Employee Retention * 0,25) + (Risk * 0,25) = (100 * 0,25) + (75 * 0,25) + (75 * 0,25) + (0 * 0,25) = 25+ 18,75 + 18,75 + 0 = 62,5
ROI is calculated according to formula: (Benefit – Budget) / Budget = (2.500.000,00 – 1.000.000,00) / 1.000.000,00 = 1.5
And here it is:
Now I will open Microsoft Project for the Web:
As you can see My Third Project is note here. and that is perfectly normal because it is not Approved yet. It can be also seen in PowerApps:
OK! Let’s say that someone decided that this Project is good one, and it should be approved! To do that I follow next steps:
and here it is:
and it is also in Microsoft Project for the Web:
Now I can start with building my Schedule, assigning Resources etc.
Be aware that Requested Project is not gone form Project Request Screen in Project Accelerator, after it was approved. So when you will have lot of Project you can distinguish them by filtering:
So here I can choose which Project Requests do I want to see.
Final word. This is GREAT! Without Project Request we were able to create Project after it was approved, or if we did it before it was approved, and it was not approved we had to delete it, which was a bad practice.