Create standardized request types with structured forms that capture the right information up front—scope, value, urgency, dependencies, and constraints.
Manage all incoming demand in one prioritized queue with defined stages (New → Triage → Review → Decision) and clear ownership.
Capture expected benefits, costs, assumptions, risks, and strategic alignment so requests are evaluated consistently and transparently.
Apply configurable scoring criteria (value, effort, risk, urgency, alignment) to compare requests objectively and support portfolio decisions.
Route requests through PMO, Finance, Security, Legal, and business approvals with thresholds, required steps, and documented outcomes.
Maintain full traceability on who approved what, why, and when—including scoring history, comments, and supporting documentation.
Evaluate staffing and capacity implications during intake to identify bottlenecks and avoid approving work the organization can’t support.
Convert approved demand into executable projects or programs using templates, kickoff tasks, and linked records—preserving context from request to delivery.
SmartSuite provides request forms, required fields, and consistent workflows for all request types.
Yes—requests, scoring, approvals, and decision history are centralized and automated.
Yes—use customizable scoring with weighting for value, cost, risk, and alignment.
Yes—approval paths are configurable by request type, threshold, or category.
Approved requests can be converted into projects/programs with templates and linked traceability.
Yes—dashboards show intake volume, bottlenecks, and decision cycle time.
Yes—SmartSuite maintains audit trails, reviewer comments, scoring history, and approvals.
Yes—SmartSuite supports multi-portfolio intake, role-based access, and enterprise governance models.
Chief Operating Officer (COO)
Ensures operational activities align with organizational risk tolerances and resilience goals.
- Benefit Statement:
SmartSuite enables COOs to monitor operational risks and verify that remediation actions are effective.
- Benefit Source:
Real-time dashboards, KRIs, linked issues, and operational risk views.
Operational Risk Monitoring
Tracks risks affecting business operations, services, and processes.
Trend Analysis
Reviews risk patterns and emerging operational exposures over time.
Issue Oversight
Monitors remediation progress for risks impacting delivery and performance.
Head of PMO / PMO Director
Governs program standards, reporting, and executive cadence across portfolios.
- Benefit Statement:
SmartSuite standardizes governance, stage gates, and steering reporting from live data.
- Benefit Source:
Governance workflows, reporting templates, and automated rollups.
Governance cadence
Runs reviews and stage gates consistently.
Reporting consistency
Generates steering materials from dashboards.
Program oversight
Monitors cross-program risks and dependencies.
Portfolio Manager / Demand Manager
Manages the demand pipeline and supports prioritization decisions.
- Benefit Statement:
SmartSuite centralizes demand tracking and scoring for consistent prioritization and transparency.
- Benefit Source:
Demand queue, scoring views, and dashboards.
Intake triage
manages new requests and categorization.
Scoring
maintains prioritization models and comparisons.
Recommendations
prepares decision briefs for leadership.
Finance Partner / FP&A Reviewer
Reviews costs, benefits, and budget impact of proposed work.
- Benefit Statement:
SmartSuite ensures financial review is structured and traceable across requests.
- Benefit Source:
Business case fields, approval workflows, and audit trails.
Cost review
evaluates financial impact and assumptions.
Approval routing
signs off on funding and budget fit.
Tracking
monitors approved work against assumptions.
Security / Risk Reviewer
Evaluates risk, compliance, and security impact of requests.
- Benefit Statement:
SmartSuite provides structured review workflows for risk and security validation.
- Benefit Source:
Review tasks, decision logs, and evidence fields.
Risk evaluation
reviews impact and constraints.
Approval signoff
documents decisions with traceability.
Mitigation requirements
routes follow-ups and conditions.
Business Requestor / Department Lead
Submits requests for new initiatives, tools, or operational improvements.
- Benefit Statement:
SmartSuite makes intake simple, transparent, and trackable with clear status updates.
- Benefit Source:
Request portal, status tracking, and notifications.
Request submission
provides scope, value, and context.
Status visibility
tracks where the request sits in review.
Collaboration
responds to reviewer questions in context.
Project Manager (PM)
Plans and manages project execution across tasks, timelines, and stakeholders.
- Benefit Statement:
SmartSuite centralizes tasks, milestones, RAID, and updates for predictable execution.
- Benefit Source:
Task boards, Gantt/timelines, RAID logs, and automated reporting.
Execution management
Assigns tasks and tracks progress daily.
Risk & dependency control
Manages RAID items and handoffs.
Status reporting
Delivers consistent updates to stakeholders.