• Project Intake & Scoping

Scope with Precision.
Deliver with Confidence.

OneDesk gives PMO and delivery teams a structured intake-to-kickoff workflow. Every project request is properly captured, scoped against real capacity, approved, and converted to a live plan before a single resource is committed.

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USE CASES

Every Stage of the Intake-to-Delivery Workflow, Connected

Structured intake, consistent scoping, capacity validation, approvals, and automated project kickoff. OneDesk closes the gaps that cause late starts, misaligned expectations, and out-of-scope disputes.

One front door for every new project request

Replace ad-hoc emails, and Slack messages, with a structured intake process. Clients submit work requests through branded intake forms that capture scope details, business context, priority, deadlines, and attachments up front.  The PMO has everything it needs to evaluate and respond, without a single back-and-forth. Every request lands in a centralized queue, visible to the right people and routed to the right team automatically.

  • Branded request forms with custom fields tailored to each team or client
  • Centralized intake queue with status tracking and SLA visibility
  • Auto-routing rules that assign requests to the right PMO owner on arrival

Define scope, effort, and budget before work begins

Scope every request consistently with effort estimates, budget ranges, timelines, and resource requirements  in a structured project brief. Use project templates to accelerate the process and set realistic expectations from day one. See a clear summary of what’s included, what’s excluded, and what success looks like before work is started.

  • Structured project briefs with effort, budget and timeline
  • Use custom templates to accelerate and standardize estimation

See who is available before you commit

Before committing to a a start date, see your team’s availability across all active projects and queued work in one view. Validate whether the right skills and capacity exist for the requested timeline, model the impact of taking on the new engagement, and identify conflicts before they become delivery problems. Make every staffing decision during scoping not on the day work was supposed to start.

  • Forward capacity view across all active and queued projects per team member
  • Conflict detection that flags over-allocation

Structured gates from approved scope to live project

Move requests through an approval process with stages and a timestamped audit trail. Eliminate the gap between ‘approved in principle’ and ‘actually started’ that causes so many delayed kickoffs and misaligned expectations.

  • Multi-stage approvals with configurable stakeholder reviewers per stage
  • Timestamped approval trail for compliance and dispute resolution
  • Prevent moving forward until approval with validation rules

FEATURES

The Complete PMO Toolkit for Intake, Scoping, and Kickoff

Everything a modern delivery function needs to operate with rigor and speed.

Intake Forms

Build intake forms with custom fields, auto-routing, and required properties so requesters provide the information your PMO needs to evaluate work. Publish separate forms for internal teams, external clients, and different request types (new projects, change requests, retainer work). Every submission arrives complete, structured, and routed to the right owner.

Project Templates

Build a library of templates for the types of work your delivery teams run most often. Each template pre-populates effort, standard task structures, resource types, and more, so your PMO scopes confidently and consistently, without starting from a blank page every time.

Effort Estimation

Capture effort estimates inside the project brief and see how they roll up into a total cost and timeline automatically. Compare estimates against similar past projects. Give stakeholders a clear budget range and a defensible rationale not a number pulled from gut feel.

Approval Workflow

Define the approval stages each project type must pass through and assign the right reviewers to each gate. Approvers receive the request and sign off with one click. Every decision is timestamped and logged, creating a clear audit trail for compliance, scope disputes, and post-project reviews.

Project Kickoff

When a scope is approved, convert it to a live project instantly with tasks, milestones, phases, owners, and budget already in place from the template. The team can start work the same day sign-off arrives, with every person knowing exactly what they're responsible for.

PMO Reporting

Give PMO leaders a real-time view of everything in flight: requests awaiting scoping, scopes pending approval, projects in delivery, and engagements nearing closure. Export or schedule reports to run automatically so nothing needs chasing.

FAQ

Common Questions

Most teams don't realize they are over budget or spending too much time until its too late. OneDesk shows you "Actuals" in real-time as your team logs time. If a task estimated for 10 hours has already consumed 15, you’ll see it immediately, allowing you to adjust scope or resources before the margin disappears.

Yes you can create custom forms that allow a client to submit a project. 

Start Your Next Project the Right Way

Set up your intake forms, build your first scope template, and run a request through the full intake-to-kickoff workflow in your first day. 

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