Can the application be e-signed?

Yes. Electronic signatures are valid under ESIGN (15 U.S.C. §7001) and in UETA-adopting states when intent, consent, attribution, and retention requirements are met.

What authentication methods are acceptable?

Simple email links are common; stronger options include SMS codes, SSO, or knowledge-based authentication for higher-risk approvals and regulated transactions.

Is notarization ever required?

Not usually for internal project intake. If a signature must be notarized or the document affects real property, follow state notary rules or use RON where permitted.

How can I correct a submitted application?

If unsigned, recall and edit. If already signed, submit a revised application or amendment and capture approvals; retain original and amendment for audit.

How long are signed records retained?

Follow retention policy: minimum 3 years for tax records (IRC §6501(a)); 6 years for HIPAA-related records (45 CFR §164.530(j)); longer if contract or state rules require it.

What if a signer cannot complete the e-sign step?

Confirm delivery (spam folders), provide an alternate authentication method, or use in-person signing. Preserve audit logs showing attempts and methods used.

Electronic Signature
Templates
Project Management
Project Management Planning Application

Project Management Planning Application

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

PROJECT MANAGEMENT PLANNING APPLICATION

Project Identification

Project Title Project ID Client Name Service Provider Project Manager (Client) Project Manager (Service Provider)

PM Email:

PM Phone:

Project Location / Primary Site

Scope of Work

The Service Provider shall perform the work described below in accordance with the terms of this Application. The scope sets forth the deliverables, tasks, and responsibilities required for completion. Any work beyond this scope must follow the Change Order Process described below.

Detailed Scope of Work Out of Scope Items

Deliverables and Acceptance Criteria

Each deliverable must include acceptance criteria, the responsible owner, and a target delivery date. Acceptance requires written confirmation by the Client in accordance with the Acceptance Procedure stated below.

Deliverable 1 - Title Deliverable 1 - Description

Due Date:

Owner:

Acceptance Criteria Deliverable 2 - Title Deliverable 2 - Description

Due Date:

Owner:

Acceptance Criteria Deliverable 3 - Title Deliverable 3 - Description

Due Date:

Owner:

Acceptance Criteria

Timeline & Milestones

Project Start Date:

Project End Date:

Milestone 1

Milestone 1 Date:

Milestone 2

Milestone 2 Date:

Milestone 3

Milestone 3 Date:

Budget & Payment

The budget below represents the estimated total cost for the Scope of Work. Payments will be made in accordance with the Payment Schedule and subject to acceptance of related deliverables. All amounts are in the currency specified by the parties and are exclusive of taxes unless stated otherwise.

Contract Type

Fixed Price Time & Materials Not-to-Exceed

Total Estimated Cost Payment Schedule / Milestones

Payment 1 Amount:

Due On:

Payment 2 Amount:

Due On:

Change Order Process

Confidentiality

Each party shall maintain in confidence all information disclosed by the other party that is marked confidential or would reasonably be considered confidential under the circumstances ("Confidential Information"). Confidential Information shall not include information which: (a) is or becomes publicly available through no fault of the receiving party; (b) was known to the receiving party prior to disclosure; (c) was rightfully received from a third party without restriction; or (d) is independently developed without use of or reference to Confidential Information. Obligations of confidentiality survive termination of this Application for a period of three (3) years.

Confidentiality Acknowledgment

The parties acknowledge and agree to the Confidentiality clause above.

Governing Law & Dispute Resolution

This Application shall be governed by and construed in accordance with the laws of the state indicated below without regard to its conflict of laws principles. The parties shall first attempt to resolve disputes by good-faith negotiation. If negotiation fails, the parties agree to submit disputes to binding arbitration administered in the governing state unless otherwise agreed in writing.

Governing State:

Assumptions, Risks & Resources

Key Assumptions Known Risks and Mitigations Required Client Resources

Attachments & Checklist

Please indicate which supporting documents are attached to this Application.

Project Plan / WBS Resource & Staffing List Budget Breakdown / Cost Estimates Risk Register

Approval Certification

The undersigned certify that they are authorized representatives of their respective parties, that the information contained in this Application is true and accurate to the best of their knowledge, that they accept the Scope, Deliverables, Timeline, Budget and Terms contained herein, and that execution of this Application constitutes approval to proceed in accordance with its terms.

Client Name:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Planning Application Is

The Project Management Planning Application is a structured form used to capture scope, schedule, resources, budget, deliverables, risks, and approval authority for a proposed project. Organizations use the application to evaluate feasibility, allocate funding, assign roles, and document milestones before work begins. When completed it becomes the basis for project charters, procurement requests, and governance reviews. The form is suitable for internal project intake, cross-department approvals, and attachments to vendor contracts or statements of work.

Why a Formal Application Matters for Project Decisions

A consistent Project Management Planning Application creates a single, auditable record of project intent, estimated cost, resource needs, and acceptance criteria. Standardization reduces rework, aligns stakeholders, and clarifies approval thresholds for finance and procurement.

Who Typically Completes and Reviews the Application

Typical creators and reviewers range across project and business functions depending on project size and complexity.

Project managers and PMO staff who compile scope, schedule, budget, and risk details for prioritization and gating.
Business sponsors and department heads who review costs, benefits, and strategic alignment before approving funding.
Procurement, legal, and finance reviewers who check vendor sourcing, contract terms, and budget availability before execution.

Include primary contacts and approvers on the form so routing and responsibility are clear through the approval lifecycle.

Primary Signers and Their Roles

Project Manager

The Project Manager prepares the application, completes technical and schedule fields, and certifies accuracy before routing. They are the point of contact for clarifications, change requests, and status updates throughout review and approval cycles.

Business Sponsor

The Business Sponsor verifies strategic fit and budget endorsement, signs or approves cost authorization, and is responsible for post-approval prioritization and funding transfer requests if the application is accepted.

Step-by-Step: Filling and Routing the Application

Complete sections in sequence to ensure clarity and minimize reviewer questions; include attachments where referenced.

01

Prepare Draft: Populate project title, scope, dates, and contacts.
02

Estimate Costs: Enter budget numbers and funding source details.
03

Attach Supporting Docs: Add scope diagrams, vendor quotes, and risk logs.
04

Route for Approval: Send to sponsor, finance, procurement in order.

How the Online Submission and Approval Flow Works

A typical eSubmission moves the application from creator to approvers with automated notifications and an audit trail.

Upload: Creator uploads completed form and attachments.
Field Mapping: System maps key fields to workflow and reporting.
Sequential Approval: Approvers receive requests in configured order.
Completion Record: Signed copy and audit log saved for records.

Configuring the Digital Workflow for the Application

Configure routing, authentication, and automated notifications to match your internal approval policy.

Field	Configuration
Approval Order	Set sequential or parallel routing per policy
Signer Authentication	Choose email, SMS code, or advanced auth
Conditional Sections	Show or hide sections based on project value
Integrations	Send approved data to PMO tools or ERP

Technical and Integration Considerations

Verify platform support for file formats, authentication, and downstream integrations before rolling out the form.

File Formats: PDF, DOCX, XLSX supported
Integrations: Salesforce, NetSuite, Microsoft 365
Authentication: Email, SMS, SSO options

Ensure your platform captures an audit trail, supports required compliance standards, and can export signed records to your archive system.

Security and Compliance Features to Check

Encryption: AES-256 at rest

In-transit: TLS 1.2/1.3

Audit Trails: Detailed signer logs

Certifications: SOC 2 Type II

Healthcare: HIPAA (BAA required)

Regulatory: 21 CFR Part 11 support

Key Risks from Incomplete or Incorrect Applications

Invalid Signature: May be unenforceable under ESIGN/UETA

Funding Delay: Approvals and procurements stall

Compliance Breach: Records may violate retention rules

Contract Exposure: Ambiguous scope increases disputes

Audit Findings: Insufficient audit trail risks penalties

Cost Overruns: Understated estimates produce budget gaps

Common Preparation Mistakes to Avoid

Leaving scope ambiguous or overly technical, which causes reviewer questions and approval delays.
Failing to attach vendor quotes or cost breakdowns, leading to repeated information requests from finance.
Using nonstandard abbreviations for budget or schedule items that break automated field mappings and reporting.
Not listing approvers or escalation contacts, which interrupts routing and prolongs decision cycles.

Best Practices for Accurate and Efficient Submissions

Follow these practical steps to improve acceptance rates and speed approvals.

Use Standard Templates

Adopt a single approved application template to ensure reviewers find consistent information. Templates reduce back-and-forth, support automation of approvals, and enable reporting across the project portfolio.

Validate Financial Entries

Cross-check budget figures against procurement estimates and include contingency line items. Clear, reconciled costs reduce review cycles and provide a defensible audit trail for later expenditures.

Attach Evidence

Include quotes, scope diagrams, staffing plans, and risk registers with the application. Reviewers approve faster when supporting documentation is available at initial submission.

Define Approval Rules

Configure routing rules tied to project value and type so the correct approvers receive requests automatically. This prevents manual handoffs and ensures policy compliance.

Essential Sections to Include in a Professional Application

A complete application collects the elements reviewers need to assess feasibility, risk, and budget.

Project Scope

Concise deliverables and acceptance criteria so approvers clearly understand what will be delivered and how success will be measured.

Schedule

Milestone dates, key dependencies, and critical path items that affect resource timing and go/no-go decisions.

Budget

Line-item estimates, funding source, and contingency amounts to support financial approval and procurement planning.

Resources

Internal roles, estimated FTEs, and any required external vendors or contractors with contact details.

Risk Profile

Top project risks, mitigation strategies, and residual exposure to guide governance review and reserves.

Approvals

Named approvers, delegation rules, and signature fields required to finalize authorization and trigger procurement actions.

Real-World Examples of How Teams Use the Application

Two illustrative examples show common uses: real estate project intake and enterprise integration requests.

Martin Properties — Real Estate Intake

A property upgrade application required budget and leasing impact analysis for new HVAC units.

Small on-site team collected vendor quotes and energy savings projections.
Tim Martin, Founder, reported that processing and executing documents online preserved compliance and security while enabling prompt approvals across remote property managers.

Xerox — Integration Project Request

A systems integration request documented scope, system owners, and change windows.

NetSuite and IT approvals were required in sequence.
Kodi-Marie Evans, Director of NetSuite Operations, noted the flexibility to get signatures in the right formats and the ease of integrating signed records into NetSuite workflows.

Typical eSignature Vendor Pricing and Feature Snapshot

Compare common pricing and capability dimensions relevant to signing and routing the Project Management Planning Application. Pricing models and features vary by vendor and plan.

	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, no credit card	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Available (Business Premium+)	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes (BAA available)	Yes (BAA available)	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about electronic signing, authentication, notarization, and post-submission changes for the application.

Need help? Contact support

Can the application be e-signed?
Yes. Electronic signatures are valid under ESIGN (15 U.S.C. §7001) and in UETA-adopting states when intent, consent, attribution, and retention requirements are met.
What authentication methods are acceptable?
Simple email links are common; stronger options include SMS codes, SSO, or knowledge-based authentication for higher-risk approvals and regulated transactions.
Is notarization ever required?
Not usually for internal project intake. If a signature must be notarized or the document affects real property, follow state notary rules or use RON where permitted.
How can I correct a submitted application?
If unsigned, recall and edit. If already signed, submit a revised application or amendment and capture approvals; retain original and amendment for audit.
How long are signed records retained?
Follow retention policy: minimum 3 years for tax records (IRC §6501(a)); 6 years for HIPAA-related records (45 CFR §164.530(j)); longer if contract or state rules require it.
What if a signer cannot complete the e-sign step?
Confirm delivery (spam folders), provide an alternate authentication method, or use in-person signing. Preserve audit logs showing attempts and methods used.

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