Intake and triage

Table build specs

Recommended fields

• Intake Request: Request ID, Title, Request Type, Business Unit, Sponsor, Requested By, Submitted Date, Current Status, Desired Start Date, Requested Due Date, Strategic Alignment, Problem Statement, Expected Benefit, Estimated Cost, Estimated Effort, Complexity, Risk Level, Priority Score, Triage Owner, Decision, Decision Date, Decision Reason, Next Stage.
• Scoring Criteria: Criterion Name, Weight, Score Scale, Guidance Text, Active Flag, Sort Order.
• Triage Decision: Request, Reviewer, Decision, Comments, Required Follow-up, Follow-up Owner, Follow-up Due Date.
• Communication Log: Request, Audience, Message Type, Sent Date, Sent By, Delivery Channel, Message Summary.

Screens to build

• Submit request screen with business need, value, timing, attachments, and sponsor information.
• Requester status screen showing draft, submitted, clarification requested, triaged, rejected, deferred, or moved to charter.
• PMO triage queue with filters for unassigned, aging, high score, missing info, and sponsor review needed.
• Triage scoring screen with weighted criteria, total score, recommendation, decision notes, and next-stage action.

Power Apps screen blueprints

Power Fx snippets

If(
    IsBlank(Trim(txtProblemStatement.Text)) || IsBlank(cmbRequestType.Selected) || IsBlank(cmbSponsor.Selected),
    Notify("Complete request type, sponsor, and problem statement before submitting.", NotificationType.Warning),
    IfError(
        Patch(
            'Intake Requests',
            Coalesce(varCurrentRequest, Defaults('Intake Requests')),
            {
                Title: txtTitle.Text,
                'Request Type': cmbRequestType.Selected,
                Sponsor: cmbSponsor.Selected,
                'Problem Statement': txtProblemStatement.Text,
                'Current Status': { Value: "Submitted" },
                'Submitted Date': Now()
            }
        ),
        Notify("The request could not be submitted.", NotificationType.Error),
        Notify("Request submitted for PMO triage.", NotificationType.Success)
    )
);

With(
    {
        weightedScore: Sum(
            galScoringCriteria.AllItems,
            Value(txtScore.Text) * ThisRecord.Weight
        )
    },
    Text(weightedScore, "0")
)

Power Automate flow pseudo-steps

Status model

• Draft
• Submitted
• Clarification Requested
• Ready for Triage
• Approved for Charter
• Deferred
• Rejected

Permissions

• Requesters create and view their own submissions.
• Department sponsors view requests tied to their business unit.
• PMO triage members edit scores, owners, status, and decision fields.
• Executives view all intake reporting without edit rights.

Workflow map

Workflow logic

• On submit, validate required fields, stamp submitted date, and notify the triage team.
• When clarification is requested, email the requester and create a follow-up task.
• When scoring is complete, calculate weighted score and recommend approve, defer, or reject.
• When approved for charter, create a draft charter linked to the intake request.

Power BI measures and calculations

• Intake Count = COUNTROWS('Intake Requests')
• Average Triage Days = AVERAGEX('Intake Requests', DATEDIFF('Intake Requests'[Submitted Date], 'Intake Requests'[Decision Date], DAY))
• Aging Requests = COUNTROWS(FILTER('Intake Requests', ISBLANK('Intake Requests'[Decision Date]) && 'Intake Requests'[Submitted Date] < TODAY() - 7))
• Approval Rate = DIVIDE([Approved Requests], [Decided Requests])

MVP build sequence

• Start with SharePoint for small PMOs or Dataverse when security and relationships matter.
• Build the intake form with only fields needed for triage.
• Add a PMO-only scoring and decision screen.
• Automate submission, clarification, and decision notifications.
• Create a Power BI demand funnel and aging page.

Starter template downloads