| Intake and triage | Build first when requests arrive through email, Teams, spreadsheets, and informal conversations. | Low | Submit request form; PMO triage queue; Scoring and decision fields; Confirmation and decision notifications | Users stop emailing new requests; PMO can see untriaged demand; Sponsors receive clear decisions; Approved work moves into charter without retyping |
| Charter and approval | Build after intake when approved ideas need scope, value, sponsor alignment, and delivery ownership. | Medium | Charter draft form; PMO completeness review; Sponsor approval screen; Printable charter summary | Sponsors approve with comments; Scope exclusions are captured; Approved charters create project records; Revision loops are visible |
| Stage gates and lifecycle control | Build when projects are moving forward without consistent evidence, entry criteria, exit criteria, or approval history. | High | Project lifecycle dashboard; Gate checklist; Evidence links; Gate approval decision | Projects do not advance without gate decisions; Exceptions have owners; Evidence is linked; Stage history is auditable |
| Change, risk, and issue control | Build when risks, issues, decisions, and changes live in meeting notes and cannot be trusted as an operational source of truth. | High | Change request form; Risk and issue registers; Owner work queue; Escalation and overdue reminders | Every open item has owner and due date; Critical exposure is escalated; Approved changes trigger baseline updates; Closure requires evidence |
| Communications and Power BI reporting | Build after core operational records exist and leaders need exception reporting, decision requests, and repeatable stakeholder updates. | Medium | Weekly status form; PMO review queue; Executive dashboard; Stakeholder digest | Executives see decisions needed; Status updates are current; Dashboards show exceptions, not raw list dumps; Sponsors receive concise digests |