Project Intake Form Template

Project Intake Form Template for Australia

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Key Requirements PROMPT example:

"I need a Project Intake Form Template for our IT department that includes enhanced cybersecurity and data privacy sections, suitable for software development projects commencing in March 2025, with specific focus on remote team collaboration and cloud infrastructure requirements."

Document background

The Project Intake Form Template is a fundamental document used at the inception phase of any project within Australian organizations. It serves as a standardized gateway for project proposals, ensuring consistent evaluation and approval processes across the organization. This template is designed to capture crucial project information including objectives, scope, resource requirements, timelines, and risk assessments, while adhering to Australian business regulations and industry standards. The document is particularly vital for organizations seeking to maintain proper governance over project initiation, resource allocation, and risk management. It facilitates informed decision-making by relevant stakeholders and helps establish a clear audit trail for project approval processes. The template can be customized to accommodate various project types and scales while maintaining core compliance requirements.

Suggested Sections

1. Project Identification: Basic project details including project name, reference number, and date of submission

2. Project Sponsor Details: Information about the project sponsor, including contact details and authority level

3. Project Overview: High-level description of the project, including objectives, scope, and expected outcomes

4. Business Case Summary: Brief overview of project justification, strategic alignment, and expected benefits

5. Timeline & Milestones: Key dates, proposed start and end dates, major milestone targets

6. Budget Overview: High-level budget requirements, funding sources, and cost estimates

7. Resource Requirements: Summary of required human resources, equipment, and materials

8. Key Stakeholders: List of primary stakeholders and their roles/involvement in the project

9. Risk Assessment: Initial identification of key project risks and proposed mitigation strategies

10. Approval Requirements: Required approvals and authorization levels for project commencement

Optional Sections

1. Technical Requirements: For IT or technical projects - detailed technical specifications and requirements

2. Compliance Requirements: For regulated industries or when specific compliance needs exist

3. Environmental Impact: For projects with potential environmental implications

4. Security Considerations: For projects involving sensitive data or security requirements

5. Change Management Plan: For projects significantly impacting organizational processes or staff

6. Vendor/Contractor Requirements: When external parties are involved in project delivery

7. Training Requirements: When project involves significant training or capability building

8. Market Analysis: For projects with commercial or market-dependent outcomes

Suggested Schedules

1. Schedule A - Detailed Budget Breakdown: Itemized project budget including capital and operational expenses

2. Schedule B - Resource Allocation Matrix: Detailed mapping of resources to project activities and timeline

3. Schedule C - Risk Register Template: Detailed risk assessment and management planning template

4. Schedule D - Stakeholder Communication Plan: Communication strategy and planning matrix for stakeholder engagement

5. Appendix 1 - Project Classification Criteria: Guidelines for determining project complexity and requirements

6. Appendix 2 - Required Approval Matrices: Authorization levels and approval workflows based on project parameters

7. Appendix 3 - Supporting Document Templates: Additional templates required for project documentation

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok��˰� | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Information Technology

Construction

Financial Services

Healthcare

Manufacturing

Mining

Education

Government

Retail

Telecommunications

Professional Services

Energy and Utilities

Infrastructure

Research and Development

Relevant Teams

Project Management Office

Finance

Risk Management

Operations

Legal

Compliance

Executive Leadership

Business Analysis

Resource Management

Strategic Planning

Portfolio Management

Relevant Roles

Project Manager

Program Manager

Portfolio Manager

Business Analyst

Department Head

Chief Financial Officer

Risk Manager

Operations Manager

Executive Director

PMO Director

Resource Coordinator

Finance Manager

Compliance Manager

Department Director

Senior Project Coordinator

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