Project Intake Form Template for South Africa

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Key Requirements PROMPT example:

Project Intake Form

"I need a Project Intake Form for a large-scale IT infrastructure upgrade project starting March 2025, compliant with South African POPIA requirements, including specific sections for cybersecurity risk assessment and data protection measures."

Document background

The Project Intake Form serves as a crucial gateway document for new project initiatives within organizations operating in South Africa. It is designed to capture comprehensive project information at the initiation phase, ensuring alignment with business objectives and compliance with local regulations. This form should be used whenever a new project is proposed, requiring formal evaluation and approval before resources can be committed. The document typically includes project overview, business case, resource requirements, risk assessment, and necessary approvals, while incorporating considerations specific to South African business context such as B-BBEE requirements and POPIA compliance. It acts as the foundation document for project governance and provides a standardized approach to project initiation across the organization.

Suggested Sections

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

2. Project Sponsor Details: Information about the project sponsor, including contact details and role in the organization

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

4. Business Case: Justification for the project, including strategic alignment and expected benefits

5. Scope Definition: Clear outline of what is included and excluded from the project scope

6. Timeline: Proposed project timeline, including key milestones and expected completion date

7. Resource Requirements: Overview of required resources, including human resources, equipment, and facilities

8. Budget Information: Estimated project costs and funding sources

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

10. Stakeholder Information: List of key stakeholders and their roles/involvement in the project

11. Approval Section: Space for required signatures and approval comments from authorized personnel

Optional Sections

1. Compliance Requirements: Used when project needs to meet specific regulatory or industry standards

2. Technology Requirements: Include when project has significant IT or technical components

3. Environmental Impact: Required for projects with potential environmental implications

4. B-BBEE Considerations: Include for projects requiring B-BBEE compliance or scoring

5. Change Management: Add for projects involving significant organizational change

6. Market Analysis: Include for new product/service development projects

7. Training Requirements: Add when project delivery requires specific training initiatives

8. Procurement Plan: Include when project requires significant external procurement

Suggested Schedules

1. Appendix A: Detailed Budget Breakdown: Itemized budget details and cost estimates

2. Appendix B: Project Team Structure: Proposed project organization chart and role descriptions

3. Appendix C: Initial Project Schedule: Detailed project timeline or Gantt chart

4. Appendix D: Risk Register Template: Detailed risk assessment framework

5. Appendix E: Supporting Documentation: Any relevant pre-existing documentation, feasibility studies, or research

6. Appendix F: Technical Specifications: Detailed technical requirements and specifications if applicable

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 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

Manufacturing

Healthcare

Mining

Retail

Professional Services

Education

Telecommunications

Energy

Public Sector

Non-Profit Organizations

Agriculture

Transportation

Relevant Teams

Project Management Office

Finance

Operations

Information Technology

Risk and Compliance

Human Resources

Legal

Strategy and Planning

Business Analysis

Quality Assurance

Resource Management

Executive Leadership

Procurement

Relevant Roles

Project Manager

Program Manager

Portfolio Manager

Business Analyst

Department Director

Chief Financial Officer

Chief Operations Officer

Risk Manager

Compliance Manager

Technical Director

Resource Manager

Finance Director

IT Manager

Operations Manager

Executive Sponsor

Department Head

Project Coordinator

Business Unit Manager

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Authors

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