PMO implementation package

Intake and triage implementation package

A lightweight portfolio intake portal with request scoring, approval routing, communications, and a decision log.

Tables

Screens

Power Fx snippets

Flow recipes

Downloadable guideIntake and triage build guideDownloadable implementation guide with data model, screen blueprint, formulas, flows, and rollout checklist.

Build checklist

Define intake categories and required questions.
Build the request table and submitter form.
Add triage scoring and status transitions.
Automate submitter and reviewer communications.
Publish Power BI demand funnel and aging views.

Workflow map

Requester drafts demand

Submit intake request

PMO validates completeness

Clarification loop if needed

Weighted triage scoring

Approve, defer, or reject

Create charter record when approved

Data model package

EitherIntake Requests

Primary demand record submitted by business users and triaged by the PMO.

Column	Type	Required	Notes
Title	Single line text	Yes	Short request name used in queues and reports.
Request Type	Choice	Yes	Project, enhancement, automation, report, process improvement, support.
Business Unit	Choice or lookup	Yes	Use a lookup when departments need owners, sponsors, or reporting attributes.
Sponsor	Person or lookup to Contact/User	Yes	The accountable business sponsor.
Problem Statement	Multiple lines text	Yes	Capture the business pain in plain language.
Expected Benefit	Currency or number	No	Use text early if benefits are qualitative.
Complexity	Choice	Yes	Low, Medium, High. Feed scoring and routing.
Priority Score	Number	No	Calculated from weighted criteria; avoid manual entry when possible.
Current Status	Choice	Yes	Draft, Submitted, Clarification Requested, Ready for Triage, Approved for Charter, Deferred, Rejected.
Decision Reason	Multiple lines text	No	Required when rejecting or deferring.

Relationships

One Intake Request can create one Project Charter.
Many Triage Decisions can relate to one Intake Request.
Many Communication Log rows can relate to one Intake Request.

Indexes

Current Status
Business Unit
Sponsor
Submitted Date
Triage Owner
Decision Date

EitherScoring Criteria

Configurable scoring rubric so the PMO can change weights without editing the app.

Column	Type	Required	Notes
Criterion Name	Single line text	Yes	Strategic alignment, benefit, urgency, risk, complexity.
Weight	Number	Yes	Use whole numbers that total 100 across active criteria.
Score Guidance	Multiple lines text	Yes	Explains what low, medium, and high scores mean.
Active	Yes/No	Yes	Deactivate instead of deleting to preserve history.

Relationships

Scoring Criteria is referenced by triage scoring controls.

Indexes

Active
Sort Order

Power Apps screen package

Business requesterRequest Intake Submit Screen

Capture a clean demand request without exposing PMO-only scoring fields.

Layout

Header with request type and save state
Left column for business need and sponsor
Right column for timing, benefit, complexity, and attachments
Footer command bar with Save Draft and Submit

Controls

frmIntakeRequest bound to Intake Requests
cmbRequestType
cmbBusinessUnit
cmbSponsor
txtProblemStatement
txtExpectedBenefit
dpDesiredStart
attBusinessCase
btnSaveDraft
btnSubmit

Formula notes

btnSubmit.DisplayMode checks required fields and varWorking
OnSuccess sets status to Submitted and navigates to confirmation
Use IfError around SubmitForm or Patch to show clear failure messages

Data sources

Intake Requests
Business Units
Sponsors or Users
Attachments

PMO analystPMO Triage Queue Screen

Work the intake backlog by owner, status, age, score, and business unit.

Layout

Filter rail for status, owner, business unit, aging
Gallery of intake cards
Selected request summary panel
Action buttons for assign, clarify, score, approve, defer, reject

Controls

galTriageQueue
cmbStatusFilter
cmbOwnerFilter
txtSearch
frmSelectedRequest
btnRequestClarification
btnMoveToScoring
btnDecision

Formula notes

Gallery Items uses delegable status and StartsWith filters
Age badge uses DateDiff(SubmittedDate, Today())
Decision buttons require decision reason for defer/reject

Data sources

Intake Requests
Triage Decisions
Communication Log

PMO analyst or review boardTriage Scoring Screen

Score requests consistently and produce a recommendation.

Layout

Request context summary
Repeating scoring criteria gallery
Weighted score panel
Recommendation and decision notes
Submit decision command bar

Controls

galScoringCriteria
sldCriterionScore
lblWeightedTotal
cmbDecision
txtDecisionReason
btnSaveScore
btnCreateCharter

Formula notes

Weighted score = Sum(criteria score * weight)
Recommendation maps thresholds to approve/defer/reject
Create charter button patches Project Charters and links intake request

Data sources

Scoring Criteria
Intake Requests
Triage Decisions
Project Charters

Power Fx package

btnSubmit.OnSelectSubmit intake request with validation

Formula / code

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)
    )
);

Notes

Use Coalesce so the same button can submit a draft or new request.
Keep status transition in the same Patch as Submitted Date.
Replace SharePoint choice syntax with Dataverse choices if using Dataverse.

lblWeightedScore.TextWeighted triage score

Formula / code

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

Notes

Store the final score on the intake request when the decision is saved.
Keep scoring criteria in a config table so weights are not hard-coded forever.

Power Automate package

FlowIntake - Confirm Submission

Trigger: When an intake request is created or status changes to Submitted.

Check Current Status equals Submitted.

Send confirmation email to requester.

Post adaptive card or Teams message to triage channel.

Create initial triage decision row assigned to PMO queue.

Write Communication Log row.

Expressions

@equals(triggerOutputs()?['body/CurrentStatus/Value'], 'Submitted')
coalesce(triggerOutputs()?['body/Sponsor/Email'], 'unassigned')

FlowIntake - Create Charter

Trigger: When triage decision changes to Approved for Charter.

Get intake request.

Create Project Charter record.

Copy sponsor, business unit, request title, problem statement, and expected benefit.

Update intake Next Stage to Charter.

Notify requester and charter owner.

Expressions

@equals(triggerOutputs()?['body/Decision/Value'], 'Approved for Charter')
formatDateTime(utcNow(), 'yyyy-MM-dd')

Dataverse solution package

Create solution BV PMO Intake with publisher prefix bvpmointake.

Tables

bv_intakerequest
bv_scoringcriterion
bv_triagedecision
bv_communicationlog

Choices

bv_requesttype
bv_intakestatus
bv_complexity
bv_triagedecisiontype

Apps

PMO Intake Portal
PMO Triage Workbench

Cloud flows

Intake - Confirm Submission
Intake - Request Clarification
Intake - Create Charter
Intake - Weekly Aging Digest

Security roles

PMO Intake Requester
PMO Triage Analyst
PMO Sponsor Viewer
PMO Executive Viewer

Environment variables

PMO Intake Site URL
PMO Triage Team Email
PMO Digest Channel URL
Default Charter Owner

Dashboards

Demand Funnel
Triage Aging
Department Demand
Decision Mix

Deployment checklist

Create development, test, and production environments or sites before build-out.
Create publisher prefix, solution shell, environment variables, and connection references first.
Build tables and choices before apps and flows.
Import sample template rows, then test with non-admin users.
Run approval, rejection, revision, escalation, and overdue scenarios before release.
Publish Power BI pages after validating relationships, date fields, status definitions, and security trimming.
Document owners, support mailbox, release notes, and rollback steps.

Starter files

Intake requests CSVStarter columns for demand intake, scoring, ownership, and triage decisions.Project charters CSVStarter charter fields for scope, sponsors, success measures, approvals, and assumptions.Stage gates CSVStarter criteria and review fields for stage movement and gate decisions.RAID and change control CSVStarter fields for risks, issues, actions, decisions, and change requests.Status reporting CSVStarter fields for weekly project health, milestones, benefits, and decision requests.PMO build roadmapA plain-language build order for rolling out the PMO system one tool at a time.