Project Sponsor One-Page Approval Checklist

1. System & Relationships

• Have we identified the broader System in which this project operates (strategy, structure, culture, other initiatives)?
• Are the business–IT relationships healthy enough to support this work, or do we have a plan to strengthen them?
• Is there a clearly defined governance structure (sponsor, steering committee, decision rights)?
• Are Risks, Issues, and Decisions (RID) processes documented and owned?
• Do we have a plan for key transitions (requirements ➔ design ➔ build ➔ test ➔ operations)?

2. Insight, History & Approach

• Have we gathered lessons learned from similar internal projects?
• Have we reviewed external benchmarks or case studies (peers, analysts, industry sources)?
• Is the level of uncertainty (facts vs. assumptions) explicitly stated?
• Is the project size and scope right-sized, or should we phase it into smaller initiatives?
• Is the selected delivery approach (structured, agile, or hybrid) clearly justified by complexity, criticality, and team capability?

3. Mission, Outcomes & Scope

• Can the team clearly explain why this capability exists and how it links to strategy and financials (P&L, balance sheet, cash flow)?
• Are business outcomes specific, measurable, and time-bound?
• Have we applied 80/20 thinking to focus on the vital few capabilities and requirements?
• Is there a clear scope statement tied back to outcomes (not just a feature list)?
• Are requirements:
  • Linked to the business case?
  • Testable and unambiguous?
  • Stable enough to avoid "we’ll figure it out in design"?

4. Business Case & Value

• Do we have a documented business case that includes:
  • Benefits (quantitative and qualitative)?
  • Total cost of ownership (project + ongoing operations)?
• Is funding aligned with the staged risk profile (e.g., discovery ➔ build ➔ scale)?
• Is there a plan to update the business case as we learn?
• Is there a post-implementation value tracking plan (who measures what, when, and how)?

5. Organization, Roles & Skills

• Is there an engaged, empowered sponsor (you or a named peer) committed for the duration?
• Are RACI roles (Responsible, Accountable, Consulted, Informed) defined for major outcomes and decisions?
• Do we have the right skills and experience on the team, or a clear plan to acquire them?
• Have we identified key stakeholders and constituents and a plan for their ongoing engagement?

6. Vendor & Solution Decisions (If Applicable)

• Have we decided buy vs. build based on differentiation, risk, and long-term support?
• Is there a structured, pre-agreed evaluation and scoring approach for vendors/solutions?
• Are we evaluating vendors on long-term fit (viability, roadmap, support, security, culture) — not just features and price?
• Have we gathered independent customer references, including some not nominated by the vendor?
• Are critical commitments and assumptions in writing (contracts, SOWs, SLAs)?

7. Capabilities, Adoption & Sustainability

• Is success defined in terms of capabilities and outcomes, not just go-live?
• Do we have a plan for adoption (training, job aids, communications, support)?
• Is delivery phased, with early increments focused on the vital few requirements?
• Is there a post-implementation plan for continuous improvement and additional releases?
• Do we have clear metrics and review points to decide whether to continue, pivot, or stop?

Final Decision

I am satisfied that:

• The problem, mission, and outcomes are clear.
• The risks, trade-offs, and assumptions are visible and actively managed.
• The team has the capability and support to deliver and sustain this initiative.