Review Project Requests

Overview

When a project request is submitted to the Enterprise Service Management (ESM) system, a workflow is applied to the request which routes it to the appropriate group for review. The workflow's step settings will determine what the review(s) can and cannot do including editing, approving the step, approving/rejecting the entire request (ignoring the rest of the workflow steps) returning the request to the requestor, and forwarding the request for someone else to approve.

When the review process is complete the request will either be approved and moved forward for staffing, scheduling and execution, or declined. If the project request is declined, the request's creator will be notified via email that the project request has been declined.

This article will document the generalized steps of a project review, as the specifics will vary depending upon which review workflow has been applied.

In this article:

• Access Project Request
• Return Project Request to Previous Step
• Approve Project Review Step
• Forward Project Request for Evaluation
• Approve a Project Request
• Decline a Project Request
• Re-evaluate a Project Request
• Return a Project Request for Revision

What materials do I need?

• Internet connectivity
• Web browser
• ESM Project role

Access Project Request

Most departments leveraging the ESM system for project management have one, or more, customized dashboards to facilitate project management. It is recommend to leverage those dashboards; however, the generalized process for accessing project request(s) is describe below.

1. Login to UA ESM TDWorkManagement.
2. Click Applications.
3. Click Portfolio Planning.
4. In the left navigation, click Project Requests.
5. Click the Filter button.
6. In the Status field, select In Workflow.
   Tip

   Other criteria can be selected to further refine the search results.
7. Click Apply.
8. Click the name of the project request to be reviewed.

Return Project Request to Previous Step

To approve a project request workflow step.

1. Click Applications.
2. Click Portfolio Planning.
3. In the left navigation menu, click Pending My Approval.
4. Click the Name of the project request.
5. Ensure, that all project requests sections have been marked complete as necessary.
6. Click the Actions button.
7. From the drop-down menu, click Reject - Return to Previous Step.
8. In the Reject - Return to Previous Step dialog window, enter a comment as to why.
9. Click Save.

Approve Project Review Step

To approve a project request workflow step.

1. Click Applications.
2. Click Portfolio Planning.
3. In the left navigation menu, click Pending My Approval.
4. Click the Name of the project request.
5. Ensure, that all project requests sections have been marked complete as necessary.
6. Click the Actions button.
7. From the drop-down menu, click Approve Step.
   Important

   If any required review sections are incomplete, a dialog window will appear with a message similar to the following:

   The following sections are required in order to approve this workflow step:
   Scorecard

   Click Ok to dismiss the dialog, complete the missing section(s), then repeat steps 6 & 7 to approve the step.

8. An Approve Step dialog window will appear with details regarding the Current Step, Next Step and indicates the next step's approver(s).
9. Enter a comment.
10. Click Save.

Forward Project Request for Evaluation

When a project request is in a workflow, it is possible to forward the request to another individual for evaluation.

It's important to note that an evaluation does not progress the request through the workflow. It remains at the current step. It is also important to note that if the request is forwarded and the workflow step is approved or rejected, the request will not remain forwarded.

Individuals must be responsible for the current workflow step or have the Always Edit Requests permission to act on a project request and the recipient must have the Portfolio Planning application to receive the forwarded request.

1. Click Applications.
2. Click Portfolio Planning.
3. In the left navigation menu, click Pending My Approval.
4. Click the Name of the project request.
5. Ensure, that all project requests sections have been marked complete as necessary.
6. Click the Actions button.
7. From the drop-down menu click Forward Request.
8. A Forward Request for Evaluation dialog window will appear.
9. In the Forward To field, enter the name of the person who should review the request.
10. In the Comments field, enter a succinct message to the person being requested to review the request.
11. Click Forward.

The person who receives the forwarded request will receive an email notification.

1. Click Applications.
2. Click Portfolio Planning.
3. In the left navigation menu, click Pending My Approval.
4. Click the Name of the project request.
5. Evaluate the request, then click Actions button.
6. From the drop-down menu, click Evaluation Complete.
7. Enter a Comment.
8. Click the Save button.

Approve a Project Request

1. Click Applications.
2. Click Portfolio Planning.
3. In the left navigation menu, click Pending My Approval.
4. Click the Name of the project request.
5. Ensure, that all project requests sections have been marked complete as necessary.
6. Click the Actions button.
7. From the drop-down menu click Approve Request.

Decline a Project Request

1. Click Applications.
2. Click Portfolio Planning.
3. In the left navigation menu, click Pending My Approval.
4. Click the Name of the project request.
5. Ensure, that all project requests sections have been marked complete as necessary.
6. Click the Actions button.
7. From the drop-down menu click Reject - Decline Request.

Re-evaluate a Project Request

There are several scenarios where a project request may need to be revaluated. This clude, but are not limited to, situations where project requirements have changed, or a previously declined request might now be feasible.

To re-evaluate a project request:

1. Click Applications.
2. Click Portfolio Planning.
3. In the left navigation, click Project Requests.
4. Click the Filter button.
5. Adjust the filter criteria as appropriate.
6. Click Apply.
7. Review the search results looking for the appropriate project request.
8. Click the Name of the project request.
9. Click the Actions button.
10. From the drop-down menu click Assign to Workflow.
11. In the Assign Request to Workflow dialog in the Workflow field select the appropriate workflow.
    Warning

    This will remove the current assigned workflow, and start the selected workflow. If the same workflow is selected, the workflow will be restarted.
12. Click Save.

Return a Project Request for Revision

To return a project request to the requestor for revision:

1. Click Applications.
2. Click Portfolio Planning.
3. In the left navigation menu, click Pending My Approval.
4. Click the Name of the project request.
5. Ensure, that all project requests sections have been marked complete as necessary.
6. Click the Actions button.
7. From the drop-down menu, click Reject - Return to Requestor.
8. In the Reject - Return to Requestor dialog window, enter a comment as to why.
9. Click Save.

The requestor on the project request will receive an email notification.

Need additional help or have issues

For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for the appropriate support group.