Standard | How to Create a Work Intake Process

After the project team clarified the requirement, made the plan, and started the design, any change means a "scope creeping." which the project managers would want to void in the first place. However, the competitive business environment demands the project team to adapt to changes. Then, The important thing is that we can't take just any of them. We need a work intake process that defines how new project requests are submitted, reviewed, approved, and added to the project plan. We share with your an example PMO guideline for work intake process setup. 

Project managers can follow the described steps to set up the work intake process for projects: 

• Create a SINGLE entry point for all new requests. 
• Clearly define what information is needed for each request with a template asking for: who made the request, what the request is, why the request is required, the impacts/benefits, the required delivery date, and the point of request contact. 
• Add epics in your project's EXISTING agile ticket tracking system. You need at least two epics: the "Change Requests for Review" hosting all new requests and the "Change Request for Approved" hosting all approved requests to be considered in the next sprint planning. 
• Form a work intake review committee responsible for reviewing the new requests and moving them from "Change Requests for Review" to "Change Request for Approved." Each committee member should have a clear responsibility. The project manager needs to control the reviewing process by requesting the reviews and approvals or scheduling review meetings. Each approved request should come with the review committee's opinions on the benefits, impact, suggestions for prioritization, and delivery timeline. 
• Keep the request transparent to your stakeholder and development team.

The work intake process is fundamental for project management practices, especially when the team complains of having too many requests coming from all different places. The process helps the team stay focused and invest valuable resources in tasks aligned with the organization's strategy.

Reference 

1. Tim Washington, PPM 101: How To Create A Successful Work Intake Process