# Design a project intake form and request triage process

A lightweight request form, must-pass gates, triage rules, and approval flow so new project requests are handled consistently.

- Topic: Projects & Operations
- Framework: Few-Shot
- Level: Standard
- Tags: Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/design-a-project-intake-form-and-request-triage-process

## Prompt

```text
Help me design a project intake process for our PMO.

**Organization and PMO scope:** [e.g. "IT and operations projects for a 2,000-person company"]
**Strategic priorities:** [LIST the 3-5 goals projects should support]
**Volume of requests:** [per quarter, typical size]
**Problems with today's process:** [e.g. "everything is urgent", "pet projects skip the queue", "no cost estimates"]
**Who approves:** [portfolio board, executives]
**Size threshold for formal intake:** [e.g. "over 200 hours or $50K"]

Design:
1. **An intake form** (10-15 fields max): problem or opportunity, expected benefits and how they will be measured, strategic alignment, rough cost and effort, urgency and reason, dependencies, risks, sponsor, and what happens if we do nothing. Keep it light enough that people will actually fill it in.
2. **Screening at intake**: must-pass gates (e.g. named sponsor, regulatory requirement, estimate attached) and a quick 1-5 sizing of value, urgency, and effort with a plain description of each level - enough to triage, not a full portfolio ranking.
3. **Triage rules**: what gets fast-tracked, what goes to the board, what is rejected or redirected, and how mandatory or compliance work is handled.
4. **The process flow** from submission to decision, with target turnaround times.
5. **How to communicate decisions** - including a template for a respectful "not now" response.

Also point out how intake forms and ratings get gamed and how to keep it honest (e.g. benefit claims reviewed after delivery).
```

## What to fill in

- e.g. "IT and operations projects for a 2,000-person company"
- LIST the 3-5 goals projects should support
- per quarter, typical size
- portfolio board, executives
- e.g. "over 200 hours or $50K"

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