Can this evaluation be e-signed?

Yes. Most evaluations qualify as electronic records and are legally valid under the ESIGN Act and UETA when intent, consent, attribution, and retention are documented.

When is notarization required?

Notarization is rarely required for internal evaluations but may be needed when the evaluation executes a contract or deed; check the destination state's notarization rules.

Who may sign on behalf of an organization?

Authorized signatories are generally executives or delegates with written authority; confirm corporate signing authority and attach a delegation certificate if needed.

How do I correct a filled evaluation?

If unsigned, update the draft and reissue. If already signed, append an amendment signed by the same parties or execute a replacement document with a clear superseding clause.

How long should I retain the evaluation?

Retain completed evaluations for at least three years for financial audit purposes, seven years recommended for contractual records, and six years for HIPAA-related materials per 45 CFR §164.530(j).

How do I revoke or cancel an evaluation?

Document revocation in writing, notify all signers, and store the revocation alongside the original. For executed contracts, follow termination clauses and preserve evidence of notice.

Electronic Signature
Templates
Project Management
Project Management Opportunity Evaluation

Project Management Opportunity Evaluation

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Project Management Opportunity Evaluation

Project Identification

Project Title Project ID

Client Name: Primary Contact:

Client Address

Project Manager: Evaluator:

Evaluation Date:

Scope of Work

Provide a clear description of the proposed scope. This description will form the baseline for deliverables and acceptance criteria. Include measurable objectives and boundaries.

Primary Objectives Out-of-Scope

Deliverables & Acceptance Criteria

List each major deliverable, associated acceptance criteria, estimated effort, and target delivery date. Acceptance criteria should be specific, measurable, and testable.

Deliverable 1 — Title Description Acceptance Criteria

Estimated Effort (hours): Target Delivery Date:

Deliverable 2 — Title Description Acceptance Criteria

Estimated Effort (hours): Target Delivery Date:

Timeline & Milestones

Proposed Start Date: Proposed End Date:

Milestone 1

Target Date: Owner:

Milestone 2

Target Date: Owner:

Budget & Payment

Provide an estimate of total costs, itemized assumptions, and the proposed payment schedule. Estimates are preliminary and subject to change pending detailed scoping and change orders.

Estimated Total Cost Cost Breakdown / Assumptions Payment Schedule

Contingency Percentage: Notes on assumptions:

Risk Assessment

Identify key risks, likelihood, potential impact on schedule or budget, and proposed mitigations.

Top Risk 1 — Description

Likelihood: Impact:

Mitigation

Resources, Dependencies & Constraints

Resource Requirements Key Dependencies Operational Constraints

Compliance, Confidentiality & Legal Notices

All information provided in this evaluation is confidential and proprietary to the submitting party unless otherwise stated. The evaluator acknowledges that proprietary materials and sensitive data received in the course of this assessment will be treated in accordance with the confidentiality obligations set forth by the client. This evaluation is an analysis and recommendation only and does not create binding contractual obligations for either party to proceed with the proposed work.

Acknowledgement of confidentiality obligations:

Governing Law: The interpretation and enforcement of matters arising from this evaluation shall be governed by the laws of the state agreed by the parties and set forth in any subsequent agreement.

Change Order Process

Any changes to the scope, schedule, or budget identified after acceptance of this evaluation will be managed through a written change order. Change orders must include a description of the change, impact on cost and schedule, and written approval by authorized signatories from both the client and the service provider prior to implementation.

Change Order Lead Contact

Recommendation & Decision

Select the recommended disposition for this opportunity and provide supporting rationale. Selection should be based on scope clarity, risk, schedule, cost, and strategic fit.

Proceed as proposed
Proceed with conditions (describe below)
Do not proceed

Recommendation Justification

Evaluation Scoring (Preliminary)

Assign numeric scores and weights to each criterion. The weighted total is a preliminary indicator and not the sole determinant of the recommendation.

Criterion: Technical Fit — Weight (%): Score (1-10):

Criterion: Schedule Feasibility — Weight (%): Score (1-10):

Criterion: Cost Competitiveness — Weight (%): Score (1-10):

Criterion: Strategic Alignment — Weight (%): Score (1-10):

Weighted Total (preliminary):

Evaluator Certification

I certify that the information contained in this evaluation is accurate to the best of my knowledge and reflects a good faith assessment of the opportunity at the time of preparation. This evaluation is advisory and does not constitute an offer or binding commitment to perform work described herein. Final scope, schedule, deliverables, and costs will be established in a separate agreement.

Evaluator Printed Name:

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Project Management Opportunity Evaluation Is

A Project Management Opportunity Evaluation is a structured assessment used to determine whether a proposed project should move forward. It captures scope, costs, resource needs, schedule estimates, risks, and expected benefits in a single document so stakeholders can compare alternatives, prioritize work, and make an informed go/no-go decision. The evaluation is typically used early in the lifecycle to screen opportunities, allocate preliminary budgets, and define the key assumptions that will guide more detailed planning if approved. It is a decision-ready summary rather than a full project plan.

Why a Formal Evaluation Helps Decision Making

Using a standardized evaluation reduces subjective judgment, clarifies resource trade-offs, and creates an auditable record of decisions. It improves alignment between sponsors, project managers, and finance by documenting assumptions, success criteria, and key risks in one place.

Who Typically Completes and Reviews These Evaluations

Project managers, business analysts, PMO staff, and sponsoring executives most commonly prepare or review opportunity evaluations to support prioritization and funding decisions.

Project Managers: Drafts the evaluation, estimates resources, and identifies risks for review by stakeholders.
PMO / Portfolio Managers: Compares evaluations across projects to recommend prioritization and funding levels.
Executive Sponsors: Reviews cost, benefit, and risk summaries to approve or decline the opportunity.

Reviewers should confirm the evaluation aligns with organizational strategy and that cost/benefit assumptions are documented and reproducible.

Core Sections Found in a Professional Evaluation

A concise evaluation contains six core sections that make it actionable for approvers and easy to compare across opportunities.

Project Summary

One-paragraph description of objectives, customer or stakeholder need, and intended outcome. Include scope boundaries and measurable success criteria to avoid ambiguity during approval.

Cost Estimate

High-level total cost estimate with line items for labor, materials, third-party services, and contingency. State assumptions and confidence level (e.g., +/- 25%).

Resource Needs

List required roles, estimated FTEs, and any external contractors or vendors. Identify skill gaps and lead times that affect schedule feasibility.

Schedule Summary

Top-level milestone dates, critical path assumptions, and an estimated duration. Note dependencies on external approvals or supplier deliveries.

Risk Assessment

Top 5 risks with likelihood and impact ratings plus mitigation plans. Quantify potential cost or schedule exposure when possible.

Recommendation

A clear ask to approvers (fund, defer, or reject) with rationale tied to strategic objectives and financial metrics such as NPV, payback, or prioritized score.

Step-by-Step: Completing the Evaluation

Follow this concise sequence to prepare a decision-ready evaluation for stakeholders.

01

Gather Inputs: Collect scope, stakeholder needs, and historical cost data.
02

Estimate Costs: Calculate labor, materials, contingency, and third-party fees.
03

Assess Risks: Identify top risks and assign likelihood and impact.
04

Request Approval: Send evaluation and recommendation to sponsor and PMO.

Typical Digital Workflow Settings

Configure routing and authentication to match your organization's review and approval requirements.

Field	Configuration
Approval Order	Sponsor → PMO → Finance
Authentication Level	Email link or SMS code for external signers
Routing Rules	Conditional routing based on estimated cost thresholds
Notification Triggers	Reminders at 48 and 24 hours before due date

How the Evaluation Moves Through Review

A clear ordering reduces delays and creates an audit trail of decisions and edits.

Prepare Document: Author fills fields and attaches supporting estimates.
Assign Reviewers: Add sponsor, PMO, and finance as signers or approvers.
Collect Approvals: Reviewers approve or request revisions in sequence.
Store Final: Archive signed evaluation in the project repository.

Technical and Integration Considerations

Choose a platform that supports secure signing, audit trails, and integration with your document repository or PMIS.

File Formats: PDF and DOCX supported
Integrations: Connect to Google Workspace or Microsoft 365
Authentication: Email, SMS, or SSO

Ensure the chosen provider meets any regulatory requirements for your industry and retains an immutable audit trail for compliance and internal recordkeeping.

Common Timing and Deadline Expectations

Set clear internal deadlines to keep evaluations timely and comparable across submissions.

Initial Submission Deadline:

Submit evaluation at least 10 business days before the funding review

Internal Review Period:

PMO and finance review within 5 business days

Sponsor Decision Window:

Sponsor approves or rejects within 3 business days

External Client Sign-off:

Client sign-off requested within 7 business days if applicable

Contract Start Date:

Begin work only after approvals and required signatures are complete

Milestone Timeline for an Opportunity Evaluation

This sequential timeline shows the typical stages from identification to execution approval.

01

Opportunity Identification

Document the request and initial scope assumptions for review.

02

Evaluation Preparation

Estimate costs, schedule, and resource needs; draft risk register.

03

Approval Decision

Sponsor and PMO approve, defer, or reject based on documented criteria.

04

Contract Execution

Finalize contract and secure signatures to begin procurement or execution.

Common Mistakes That Undermine Evaluations

Incomplete cost assumptions that omit vendor onboarding or transition expenses, leading to budget shortfalls later.
Overly optimistic schedules that ignore procurement lead times or resource constraints and cause missed milestones.
Vague success criteria that prevent objective post-implementation assessment and weaken prioritization decisions.
Insufficient risk quantification that omits secondary impacts such as reputational or regulatory exposures.

Key Risks and Potential Consequences

Budget Overrun: Cost exceedance

Schedule Delay: Missed milestones

Contractual Liability: Penalty exposure

Regulatory Noncompliance: Fines or remediation

Reputational Harm: Stakeholder distrust

Data Breach: Confidentiality loss

eSignature Pricing Snapshot for Completing Evaluations

Compare typical entry-level pricing and key feature availability across vendors; signNow is listed first per platform conventions.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions

Answers to common questions about using and validating a Project Management Opportunity Evaluation, including eSignature and retention concerns.

Need help? Contact support

Can this evaluation be e-signed?
Yes. Most evaluations qualify as electronic records and are legally valid under the ESIGN Act and UETA when intent, consent, attribution, and retention are documented.
When is notarization required?
Notarization is rarely required for internal evaluations but may be needed when the evaluation executes a contract or deed; check the destination state's notarization rules.
Who may sign on behalf of an organization?
Authorized signatories are generally executives or delegates with written authority; confirm corporate signing authority and attach a delegation certificate if needed.
How do I correct a filled evaluation?
If unsigned, update the draft and reissue. If already signed, append an amendment signed by the same parties or execute a replacement document with a clear superseding clause.
How long should I retain the evaluation?
Retain completed evaluations for at least three years for financial audit purposes, seven years recommended for contractual records, and six years for HIPAA-related materials per 45 CFR §164.530(j).
How do I revoke or cancel an evaluation?
Document revocation in writing, notify all signers, and store the revocation alongside the original. For executed contracts, follow termination clauses and preserve evidence of notice.

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