The packet arrives incomplete
Leaders are asked to approve a slogan, a date, and a preferred vendor. The current process is still missing.
IT project approval process
IT project approval process
An IT project approval process records a yes, no, or not yet on a complete software request that already has both estimates. A steering committee without that record is a conversation. Capacity is spent by the written decision.
For leaders and reviewers who need a written decision on software demand—without hiring a project office to run the meeting.
A working IT project approval process produces
- A complete request before anyone votes
- Both estimates visible on that same record
- A written yes, no, or not yet that testers can still open
Most IT project approval processes are meetings that never write the yes down.
A steering committee can talk for an hour and still leave capacity unassigned. If the decision is not on the request, the process did not run. A phase gate that only checks a packet is the same failure with a calendar invite.
Only one estimate is in the room
IT sized the build. Training and adoption are “later.” The yes funds a half-plan.
The yes is oral
A nod in a meeting spends capacity. Nobody can find the decision when QA starts.
IT Project Approval Process Method: complete, pair, then record
Approval is the last intake job, not the first planning job. Finish the request, finish both estimates, then write the decision on that record.
Approval starts after the request exists. Finish software project intake before anyone books the steering committee.
The questions that change the yes live on requirements gathering software so leaders are not voting on a slogan.
- 1
Refuse incomplete demand
If a stranger cannot retell the problem, people, owner, and limits, there is nothing to approve.
Send the request back with the missing answers named. Do not schedule approval to finish intake.
- 2
Require the paired estimates
Business effort and technical effort sit on the same record before anyone votes.
A code-only quote is not ready for approval. A training-only wish is not ready either.
- 3
Record yes, no, or not yet
The decision cites the request and both numbers. Not-yet keeps the story without spending capacity.
A no is a success of the process. A hallway yes is how the process dies.
- 4
Keep the decision on the thread
Later requirements, the board, and QA open the same record the leader signed.
If testers cannot find the yes, you approved a meeting, not a software change.
- 5
Do not restart planning from a new packet
Approved work keeps the request and both estimates. A new charter is how two truths start.
The next job is questions and delivery planning on that thread—not another deck for a kickoff.
Practical template
IT project approval process checklist
Use this as the written gate. If a step happens only in the room, it is not yet a process.
IT project approval process checklist
Complete request
Why it exists
Leaders should not reconstruct the week in the meeting.
Done looks like
A stranger can name the problem, people, owner, and limits.
Business estimate
Why it exists
Training and adoption are part of the investment.
Done looks like
Hours and a loaded rate sit on the request.
IT estimate
Why it exists
The build is the other half of the same decision.
Done looks like
Build, integrations, and cutover with assumptions.
Written decision
Why it exists
Capacity is spent by a record, not a nod.
Done looks like
Yes / no / not yet dated on that request.
Named decider
Why it exists
A committee without a name is not accountable.
Done looks like
The VP who can spend the pair signed the line.
Thread preserved
Why it exists
QA will need the same yes later.
Done looks like
The decision is still attached when testing starts.
| Check | Why it exists | Done looks like |
|---|---|---|
| Complete request | Leaders should not reconstruct the week in the meeting. | A stranger can name the problem, people, owner, and limits. |
| Business estimate | Training and adoption are part of the investment. | Hours and a loaded rate sit on the request. |
| IT estimate | The build is the other half of the same decision. | Build, integrations, and cutover with assumptions. |
| Written decision | Capacity is spent by a record, not a nod. | Yes / no / not yet dated on that request. |
| Named decider | A committee without a name is not accountable. | The VP who can spend the pair signed the line. |
| Thread preserved | QA will need the same yes later. | The decision is still attached when testing starts. |
Worked example
An approval that waited on the missing half
A facilities change had a six-week IT estimate and no training number. The process recorded not-yet instead of a hallway go-ahead.
An approval that waited on the missing half
Request
What we recorded
Replace clipboard sign-in at two buildings
Completeness
What we recorded
Current process, owner, and busy-season limit written
IT estimate
What we recorded
Badge integration and weekend cutover
Business estimate
What we recorded
Missing—front-desk training not sized
Decision
What we recorded
Not yet. Return when the people cost exists.
Decider
What we recorded
Operations VP, dated on the request
What we did not do
What we recorded
Approve the build and “figure out training later”
| Check | What we recorded |
|---|---|
| Request | Replace clipboard sign-in at two buildings |
| Completeness | Current process, owner, and busy-season limit written |
| IT estimate | Badge integration and weekend cutover |
| Business estimate | Missing—front-desk training not sized |
| Decision | Not yet. Return when the people cost exists. |
| Decider | Operations VP, dated on the request |
| What we did not do | Approve the build and “figure out training later” |
The process succeeded when the missing half blocked the yes. That is cheaper than discovering training after cutover.
A phase gate versus an IT project approval process
A phase gate versus an IT project approval process
A packet assembled the night before the meeting
Written IT project approval process
A complete request that already survived review
One estimate in the slides
Written IT project approval process
Business and IT numbers on the same record
A nod that nobody can find later
Written IT project approval process
A dated yes, no, or not yet on the request
A phase gate that checks a date
Written IT project approval process
A decision that QA can still open
| Steering-committee theater | Written IT project approval process |
|---|---|
| A packet assembled the night before the meeting | A complete request that already survived review |
| One estimate in the slides | Business and IT numbers on the same record |
| A nod that nobody can find later | A dated yes, no, or not yet on the request |
| A phase gate that checks a date | A decision that QA can still open |
What not to treat as an IT project approval process
Calling the steering committee the process
A committee cannot write the request. If the story does not exist before the meeting, the meeting is intake.
Approving a date instead of a case
A launch date is not a plan and not a yes. The decision cites both estimates, not a calendar.
Letting a hallway promise spend capacity
If work starts before the record exists, you do not have a process. You have a rumor.
Separating the yes from the request
An email “approved” that testers cannot find is how two sources of truth start.
In Precision Foundry
How Precision Foundry records this IT project approval process
The method above is operational: refuse incomplete demand, require both estimates, write the decision. Precision Foundry keeps that yes on the same thread later testing still opens.
- Incomplete requests cannot pretend they are ready for a vote
- Both estimates sit on the record leaders decide from
- Yes, no, or not yet is written, dated, and named
- The decision stays attached through requirements and QA
Common questions
Questions about it project approval process
What is an IT project approval process?+
An IT project approval process records yes, no, or not yet on a complete software request that already has a business estimate and an IT estimate. The decision stays on that record.
Who approves the software change?+
A named leader who can spend both totals. A committee can advise. A hallway nod is not approval.
When is a request ready for approval?+
When a stranger can retell the story and both estimates exist with assumptions. If either side is missing, the process records not-yet.
Is a phase gate the same thing?+
No. A phase gate often checks a date or a packet. This process checks a complete request, paired estimates, and a written decision.
What happens after a yes?+
The approved request keeps its story and numbers. Questions, delivery planning, and QA open that same thread. Planning does not invent a new document.
Try IT project approval process on one real request
Precision Foundry keeps this guide attached to the request so the template does not live in a forgotten doc.
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