Can the application be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in states that have adopted it, provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization is rarely required for internal project approvals but may be necessary for vendor contracts or documents that transfer property interests. Verify statutory requirements for the document type and jurisdiction.

How do I correct a submitted application?

If unsigned, modify the draft and resubmit. If signed, create an amended application or addendulum and have all required parties execute the amendment to maintain a clear record.

Who must sign the application?

Signers should be those with delegated authority: project manager (preparer), finance approver, procurement reviewer, and an executive with budget authority per internal policy.

Is a BAA required for healthcare projects?

Yes, if the application includes protected health information or engages a vendor as a business associate. A BAA helps satisfy HIPAA obligations and should be executed before data sharing.

How long should we keep signed applications?

Retention depends on records type: maintain for the project life plus at least three years; follow IRS, HIPAA (45 CFR §164.530(j)), and industry-specific rules for longer periods.

Electronic Signature
Templates
Project Management
Project Management Application

Project Management Application

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

PROJECT MANAGEMENT APPLICATION

Project ID: Submission Date:

Project Identification

Project Title Client Name Client Contact (Name, Role, Contact Info) Service Provider / Firm Project Manager (Provider) Project Manager Contact

Project Summary

Brief Summary

Scope of Work

The Service Provider will perform the services described below in accordance with the terms of this Application. Work includes planning, execution, monitoring and reporting for the identified deliverables.

Detailed Scope of Work Out-of-Scope Items

Deliverables and Acceptance Criteria

List primary deliverables and measurable acceptance criteria for each deliverable. Acceptance requires written confirmation by the Client or the completion of the agreed acceptance tests.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Timeline and Milestones

Project Start Date: Projected End Date:

Milestone 1 — Name

Due Date:

Milestone 2 — Name

Due Date:

Budget and Payment

Total Project Cost (USD) Payment Schedule Payment Terms and Invoicing

Change Orders

All material changes to scope, schedule or budget shall be documented by a written Change Order approved by authorized representatives of both parties prior to commencement of the changed work. Change Orders shall specify scope, schedule impact, and price adjustment.

Change Order Authorization Threshold (USD) Change Order Process

Key Assumptions, Risks, and Dependencies

Assumptions Risks and Mitigation

Confidentiality and Intellectual Property

The parties agree that all confidential information exchanged in connection with this project shall be used solely for performance of the services and shall not be disclosed to third parties except as required by law. Intellectual property created specifically for the Client in performance of the Scope of Work shall be assigned to the Client upon full payment, except for pre-existing tools, methodologies, templates and know-how retained by the Service Provider.

Additional Confidentiality Terms (if any)

Liability, Insurance, and Governing Law

The parties agree to maintain appropriate insurance for the duration of the engagement. Except for willful misconduct or gross negligence, each party's liability for direct damages shall be limited to the fees paid for the portion of services giving rise to the claim. Neither party shall be liable for consequential, special, or punitive damages. This Application shall be governed by the substantive laws of the jurisdiction specified below.

Governing Law (State / Jurisdiction)

Approvals, Certifications, and Notices

By signing below, the undersigned represent and warrant that they are authorized to request and approve the work described herein, that the information contained in this Application is true and complete to the best of their knowledge, and that they agree to the terms expressed in this document.

Primary Client Representative (Name and Title) Primary Provider Representative (Name and Title)

Key Contacts

Client Project Contact Provider Project Contact

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Application Is

A Project Management Application is a standardized form used to request authorization, funding, and resources for a discrete work effort. It captures project title, scope, objectives, deliverables, schedule, budget, stakeholders, acceptance criteria, and required approvals. Organizations use the form to coordinate cross-functional review, document decision points, and create an auditable record of commitments. When executed electronically, the application can include eSignature evidence, automated routing, and an audit trail to document intent and completion under U.S. electronic signature laws.

Why a formal application matters for projects

A formal Project Management Application centralizes scope, budget, schedule, and approvals so stakeholders agree on expectations before work begins. It reduces scope creep, provides a single source of truth for decisions, and creates a documented record suitable for audit and contract enforcement under ESIGN (15 U.S.C. ch. 96) and UETA where applicable.

Who typically completes and reviews this application

Typical participants are represented below; roles vary by organization size and process.

Project managers and coordinators — prepare scope, schedule, and resource estimates for review and approval.
Procurement and finance staff — verify budget availability, vendor selection, and contract terms before sign-off.
Senior sponsors and executives — approve funding, prioritize work, and accept risks before project initiation.

Final routing often includes procurement, finance, and an authorized executive who approves scope and budget.

Representative signers and approvers

Project Manager

Provides the application content, timeline, and resource estimates. Responsible for ensuring attachments (scope, cost breakdowns, vendor quotes) are complete and accurate before routing to approvers for signature and budget release.

Finance Director

Reviews budget and funding source, confirms accounting codes, and signs to release funds. This approver verifies compliance with internal controls and may require supporting invoices or procurement documentation.

Security and compliance elements to include

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Audit Trail: Timestamped signing history and IP address

Access Controls: Role-based permissions and SSO

HIPAA BAA: Business associate agreement required

21 CFR Support: Records compatible with Part 11 requirements

SOC 2 / ISO: SOC 2 Type II and ISO 27001 available

Risks if the application is incorrect or incomplete

Project Delay: Approval holds or work stoppage

Budget Overruns: Unapproved spending and cost exposure

Contract Disputes: Enforceability challenges later

Regulatory Fines: HIPAA or industry penalties

Audit Findings: Noncompliance in procurement audits

Data Breach: Exposure from weak controls

Common preparation mistakes to avoid

Omitting the approved budget or cost breakdown, which causes finance to return the application for more detail and delays procurement.
Leaving unclear scope or acceptance criteria, which leads to scope creep, change orders, and disputed deliverables during execution.
Missing required attachments or vendor quotes, prompting rework and slowing approval timelines across departments.
Using inconsistent names for entities or signers, which can invalidate signatures or require re-execution for legal certainty.

Real-world examples of how organizations use the form

Organizations across industries adapt the Project Management Application to align with procurement, legal, and compliance processes. Two brief examples illustrate common implementations and outcomes.

Tech Data (Enterprise IT rollout)

Tech Data used the application to centralize requests for system upgrades and vendor contracting.

The form tied approvals to budget codes for quicker release.
The result improved internal and external customer service and sped time to revenue while maintaining a clear audit trail, per the company’s implementation reporting.

Xerox (Integration with ERP)

Xerox integrated application data with NetSuite to automate purchase orders and approvals.

Integration removed duplicate entry and manual handoffs.
This reduced administrative steps and helped ensure the right documents and signatures were attached to financial records for compliance and reconciliation.

Filling out the Project Management Application — step by step

Follow these four core steps to complete the application accurately and speed approval.

01

Prepare details: Enter project name, objectives, deliverables, and scope summary.
02

Document budget: List line-item costs, funding source, and accounting codes.
03

Attach evidence: Upload vendor quotes, SOWs, and risk assessments.
04

Route for approval: Set signing order and submit to approvers with dates.

Typical routing and approval flow

A standard electronic workflow for the application simplifies review and preserves a complete history of actions.

Upload document: Sender uploads the completed application and attachments.
Place fields: Assign signature, date, and approval fields to participants.
Notify signers: System sends email or link to each approver sequentially or in parallel.
Capture audit: Recording of timestamps, IP addresses, and completion status is stored.

Essential components of a professional application

A complete Project Management Application includes items that establish scope, accountability, and governance so approvals map to budgets and delivery milestones.

Project Title

Clear, specific name for the project and a one-line summary that distinguishes it from other initiatives and links it to program or portfolio identifiers.

Scope Summary

Concise description of in-scope deliverables, out-of-scope items, assumptions, and constraints so reviewers understand boundaries and acceptance criteria.

Schedule and Milestones

High-level timeline with key milestone dates, dependencies, and proposed start/finish dates used to coordinate resources and vendor commitments.

Budget and Funding

Detailed cost breakdown with line items, total requested, funding source, and accounting codes to enable finance validation and procurement.

Risk and Impact

Summary of identified risks, mitigation steps, and expected impacts to operations or compliance to inform approver decision-making.

Approval Block

Designated signer fields with names, titles, signature, and date to record authorization and create an enforceable record for the project to proceed.

File formats, exports, and supporting records

Ensure the application can be saved and exported in common formats and that supporting documents remain linked to the signed record.

Supported Formats

Save and export to PDF/A, DOCX, and HTML to preserve layout and ensure long-term readability across systems.

Audit Package

Include a compliance package with the signed PDF, audit trail, field data, and attachments for recordkeeping and reviews.

Linked Attachments

Store vendor quotes, SOWs, and approvals in cloud storage linked to the signed record to avoid file mismatch.

Version Control

Maintain version history for each revision so approvers see the exact version they signed and when changes occurred.

Tips to complete the application accurately and efficiently

The following practices reduce rework and speed approvals while maintaining legal and audit standards.

Use consistent entity names

Enter legal entity and signer names exactly as they appear on corporate records or IDs. Mismatched names can cause finance holds or require re-signing and delay payment or contract formation.

Provide clear acceptance criteria

Define measurable deliverables and acceptance tests. Clear criteria reduce disputes, enable quality checks, and ensure the approving party understands completion conditions before signing.

Attach complete documentation

Include vendor quotes, budgets, and risk assessments with the initial submission. Missing attachments are the most common cause of returned or rejected applications.

Choose appropriate authentication

Use stronger signer authentication (SMS code, SSO, KBA) for high-value approvals and retain an unambiguous audit trail to support enforceability.

Key milestones from request to project start

A typical approval timeline includes sequential stages; each stage must be completed before the project can proceed.

01

Submission

Application submitted with attachments for initial completeness check.

02

Budget Review

Finance verifies funding and accounting codes for approval.

03

Procurement Review

Procurement verifies vendor terms and contract readiness.

04

Final Authorization

Authorized executive signs and funds are released to start work.

Typical processing time expectations

Processing times vary by organization complexity and review workload; these are common benchmarks to set expectations.

Initial completeness check:

1–3 business days for administrative review and attachment verification.

Budget and procurement review:

3–10 business days depending on required financial approvals or vendor sourcing.

Legal or compliance review:

5–15 business days if contract or policy exceptions are needed.

Executive authorization:

1–7 business days depending on approver availability and priority.

Overall time to start:

Commonly 2–4 weeks from submission for straightforward projects.

Configuring the online workflow for this application

Configure routing, authentication, and storage settings to match your internal approval process and compliance needs.

Field	Configuration
Routing Order	Sequential or parallel signer order
Authentication Method	Email link, SMS code, or SSO
Storage Location	Cloud folder or document repository
Retention Policy	Automatic retention per records rules

Technical and integration considerations

Align integrations with existing systems to automate routing, record linkage, and storage for compliance and reporting.

Integrations: Salesforce, Microsoft 365, NetSuite, Google Workspace
File formats: PDF, DOCX, HTML supported
Authentication: SSO, SAML, SMS-based codes

Electronic signature types and what they mean for this application

Choose the appropriate signature technology depending on enforceability, industry rules, and record integrity needs.

Signature Type	Use Case	Legal Character
Simple e-signature	speed	acceptable under esign/ueta
Click-to-sign	low friction	good for approvals
PKI digital signature	high assurance	cryptographic non-repudiation
Notarized e-signature	legal record	required for some documents

Cost comparison of eSignature options for processing applications

High-level vendor pricing and capability signals to consider when choosing an eSignature provider for project approvals; signNow appears first per platform data.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Varies	Varies	Varies	Varies

Frequently asked questions about the Project Management Application

Answers to common questions about electronic completion, signature validity, notarization, and corrections.

Need help? Contact support

Can the application be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in states that have adopted it, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization is rarely required for internal project approvals but may be necessary for vendor contracts or documents that transfer property interests. Verify statutory requirements for the document type and jurisdiction.
How do I correct a submitted application?
If unsigned, modify the draft and resubmit. If signed, create an amended application or addendulum and have all required parties execute the amendment to maintain a clear record.
Who must sign the application?
Signers should be those with delegated authority: project manager (preparer), finance approver, procurement reviewer, and an executive with budget authority per internal policy.
Is a BAA required for healthcare projects?
Yes, if the application includes protected health information or engages a vendor as a business associate. A BAA helps satisfy HIPAA obligations and should be executed before data sharing.
How long should we keep signed applications?
Retention depends on records type: maintain for the project life plus at least three years; follow IRS, HIPAA (45 CFR §164.530(j)), and industry-specific rules for longer periods.

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