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Project Screen Report

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PROJECT SCREEN REPORT

Parties and Background

This Project Screen Report (the Report) is prepared pursuant to an agreement between:

WHEREAS, Client has requested a preliminary screening of the Project identified below to determine high-level suitability, foreseeable issues, and recommended next steps; and

WHEREAS, Consultant has performed a review based on available documents, site reconnaissance (if applicable), and desk analysis and now presents findings and recommendations in this Report; and

WHEREAS, this Report is intended to inform Client decision-making and is not a substitute for detailed design, permitting analysis, or compliance approvals.

Project Identification

Location:   Screening Date:

Scope of Screening

The Consultant conducted the following scope of screening. Describe the methods, documents reviewed, site visits, and limitations below.

Screening Criteria and Findings

Check the criteria evaluated and summarize findings for each checked item. For unchecked criteria, enter reasons for omission.

Select the overall risk level based on the screening:

Recommendations

Recommended next steps, required studies, and priority actions to address identified issues.

Payment Terms and Administrative Provisions

The Consultant will be compensated for the screening services described above according to the terms set forth below.

Late Payment Fee:

Term and Termination

This Report and associated engagement shall commence on the Start Date and continue until completion of the screening deliverables unless earlier terminated in accordance with this section.

Start Date:   Projected End Date:

Either party may terminate this engagement for convenience upon written notice to the other party delivered at least days prior to the intended termination date. Termination for cause may be effected immediately upon material breach if the breaching party fails to cure within 10 days of written notice specifying the breach.

Confidentiality

Each party shall maintain in confidence all non-public information disclosed by the other party in connection with this Report and shall not disclose such information to third parties except as required by law or with the disclosing party's prior written consent. Confidential information does not include information that becomes publicly available through no fault of the recipient, is rightfully received from a third party without breach of any obligation, or is independently developed by the recipient.

The Consultant may disclose screening conclusions to potential funders or partners only with Client's written approval. Upon termination or conclusion of the engagement, each party shall return or destroy confidential materials upon request.

Governing Law and Entire Agreement

This Report and any resulting agreement between the parties shall be governed by and construed in accordance with the laws of the state or jurisdiction specified by the Client and Consultant. Any disputes arising under this Report shall be resolved in the courts of that jurisdiction unless the parties agree in writing to alternative dispute resolution.

This Report, together with any referenced proposals, scopes, and schedules, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, and agreements, whether written or oral. No amendment will be effective unless in writing and signed by authorized representatives of both parties.

Certifications and Acknowledgements

The Consultant certifies that, to the best of its knowledge, the findings contained in this Report are accurate based on the materials and information available at the time of preparation. The Client acknowledges that the Report is advisory and that final decisions regarding the Project remain the Client's responsibility.

Party Label:

By:

Date:

Enter text✕

What the Project Screen Report Is and When it’s Used

A Project Screen Report is a concise, standardized assessment used to document a project's scope, objectives, risks, budget estimates, schedule indicators, and go/no-go recommendations. It summarizes data collected during initial review and feasibility checks to help stakeholders decide whether to proceed, seek additional analysis, or pause the project. Typical components include an executive summary, scope definition, key assumptions, risk scoring, resource estimates, and a recommended next step.

Why a Structured Screen Report Matters

A Project Screen Report reduces ambiguity at project intake by recording consistent facts and risk indicators, enabling faster, auditable decisions and clearer handoffs between teams and sponsors.

Why a Structured Screen Report Matters

Who Prepares and Relies on the Project Screen Report

The Project Screen Report is typically prepared by project management, portfolio offices, or business analysts and used by sponsors, governance boards, and procurement teams to make resourcing and approval decisions.

  • Project managers who gather inputs, score risks, and propose next steps for governance review.
  • Business sponsors who confirm strategic fit, funding needs, and priority compared to other initiatives.
  • Compliance or legal reviewers who check regulatory implications and required approvals before execution.

Core Sections to Include in a Professional Report

A Project Screen Report should be compact but comprehensive: include an overview, scope, schedule, budget snapshot, risk assessment, and recommendation so reviewers can act without additional documents.

Executive Summary

One-paragraph summary stating project purpose, expected outcome, major constraints, and the recommended decision with brief rationale.

Scope and Deliverables

Clear description of boundaries, primary deliverables, exclusions, and assumptions so reviewers understand what is—and is not—covered.

Schedule Snapshot

High-level milestones, target start and end dates, and any critical path constraints influencing timing and resource allocation.

Budget Estimate

Top-line cost estimate with basis (rough order of magnitude, vendor quotes, internal rate cards) and key cost drivers.

Risk Assessment

Identified risks scored by likelihood and impact, plus mitigation options and residual risk after controls.

Recommendation

Clear decision options: approve to proceed, request full business case, defer pending clarification, or reject with reasons.

Required Data Elements (Core Fields)

Project Name: Use official program or project title.
Project ID: Enter unique identifier or code.
Project Lead: Full name and role of primary contact.
Start Date: Planned MM/DD/YYYY start date.
Estimated Budget: Top-line amount and currency.
Decision Requested: Approval type and due date.

Step-by-Step: Complete a Project Screen Report

Use this concise sequence to prepare and route a consistent Project Screen Report for review and decision.

  • 01
    Gather Inputs: Collect scope, budget estimates, stakeholder names, and vendor quotes where available.
  • 02
    Populate Report: Enter required fields, attach supporting documents, and complete risk scoring fields.
  • 03
    Internal Review: Have PMO or risk team validate assumptions and scoring before routing to sponsor.
  • 04
    Submit for Decision: Send to governance body with recommended action and a single-page summary.

Configure an Online Workflow for the Report

Set up a digital template and routing rules to automate collection, review, and retention of Project Screen Reports.

Field Configuration
Template Metadata Auto-fill Project Name, ID, and Lead from project registry.
Conditional Sections Show finance or procurement sections only for capital projects.
Signature Settings Require signer order and authentication level per approval tier.
Integrations Push approved record to Salesforce, NetSuite, or Box.

Typical Digital Submission and Routing Flow

A digital workflow reduces manual handoffs: upload, route to reviewers, collect signatures, and archive with an audit record.

  • Upload Document: Start with the completed template and any attachments.
  • Assign Reviewers: Add sponsor, finance, and compliance as approvers.
  • Collect Signatures: Use sequential or parallel signing with required authentication.
  • Archive Record: Store the final report and audit trail in a records system.

Technical Requirements for eSubmission and Storage

Choose a platform that supports common document formats, signer authentication, audit trails, and integration into your records systems.

  • File Formats: PDF, DOCX, XLSX supported
  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Authentication: Email, SMS, or advanced methods

Typical Timelines and Review Deadlines

Set clear internal deadlines for report submission, review, and final decision to keep intake predictable and measurable.

Submission Deadline:

Project team submits draft seven business days before review meeting.

Reviewer Comment Period:

Reviewers provide feedback within three business days of receipt.

Final Decision Date:

Governance body issues decision at the scheduled meeting date.

Contracting Start:

Procurement may begin within five business days after approval.

Archiving Deadline:

Store the final report within two business days of approval.

Common Preparation Errors to Avoid

  • Incomplete assumptions: leaving cost or schedule assumptions undocumented causes scope disputes and inaccurate estimates later.
  • Inconsistent naming: mismatched project names or IDs create duplicate records and delay integration with portfolio systems.
  • Missing signatures: failing to collect required approvals or authentication methods invalidates the review and can delay funding.
  • Overly technical language: reports intended for governance should use non-technical summaries and reserve technical detail for appendices.

Risks and Consequences of an Incorrect Report

Funding Delay: Approval and budget hold
Contract Breach: Exposure to vendor claims
Compliance Risk: Regulatory audit findings
Cost Overrun: Unplanned expenses
Reputational Harm: Stakeholder loss of trust
Recordkeeping Gaps: Audit trail unavailable

Representative eSignature Pricing and Capability Comparison

Compare basic pricing and capability signals to choose an eSignature provider suited to Project Screen Report workflows and volume requirements.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently Asked Questions About Project Screen Reports

Answers to common execution, legal, and technical questions when preparing, signing, and storing Project Screen Reports.


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