A centralized SharePoint Online portal that automates IT project requests, budget validation, and multi-level approvals for a large enterprise.
The client is a large enterprise with multiple departments, each submitting IT project requests through a mix of emails, paper forms, and informal conversations. As the organization grew, that ad hoc process could no longer keep pace with demand for new technology initiatives.
The organization partnered with MoreYeahs to build a centralized IT Project Prioritization Portal that would automate the entire request lifecycle, from submission through budget validation to final approval.
Manual, fragmented processes were creating real operational risk and slowing every project down.
Manual submission through emails, paper forms, and informal conversations, with no standardized documentation
No transparency into project status, approval stages, or decision rationale
No real-time budget validation, so departments routinely submitted requests exceeding allocated budgets
Multi-level approvals across department heads, finance, and IT handled entirely manually, creating bottlenecks
No structured way to prioritize projects, so critical initiatives competed with lower-value ones for the same resources
IT teams spending significant time on request paperwork and status updates instead of delivery
MoreYeahs built a centralized project management platform on a SharePoint Online communication site, giving the organization a single source of truth for every IT project request.
Intelligent request submission forms capturing project name, description, priority, technology requirements, timeline, and budget, with built-in validation
Multi-level approval engine automatically routing requests through department heads, finance, and the IT panel with real-time budget checking
Role-based dashboards tailored to employees, department heads, finance, the IT panel, and super admins
Real-time budget management integrated with department allocations to prevent overruns and trigger re-prioritization when needed
Automated email notifications for status changes, approvals, rejections, and budget alerts
Visual reporting and analytics dashboards covering project trends, budget utilization, and approval timelines
The rollout combined discovery, architecture, and hands-on enablement over an eight-week engagement.
Stakeholder interviews across departments to map existing manual processes and approval hierarchies
Solution architecture built on SharePoint Online, Power Automate, SPFx, and Azure Active Directory
Relational SharePoint lists established for project requests, department budgets, user roles, and approval history
React-based SPFx web parts delivering role-specific dashboards and submission and tracking interfaces
Power Automate flows automating request routing, budget validation, notifications, and status updates
Comprehensive user acceptance testing and training across every user role
The solution runs entirely on the Microsoft 365 ecosystem.
Within the first month, the portal had transformed how the organization manages IT project requests.
Approval cycle times cut from 3-4 weeks to 5-7 days, a 75% improvement in processing speed
Zero budget overruns since launch, a 100% improvement in budget adherence
98% user adoption within the first month of deployment
A 90% reduction in status inquiry emails thanks to real-time visibility into project status
IT administrative overhead reduced by 80%, freeing technical teams to focus on delivery
Project prioritization accuracy improved by 85% through structured evaluation criteria
The portal turned IT project intake from a source of friction into a strategic planning tool.
Real-time budget validation replaced reactive re-prioritization with proactive controls
Role-based dashboards drove adoption by giving every stakeholder group the view relevant to them
A scalable SharePoint foundation leaves room for future enhancements such as Power BI integration and AI-driven prioritization
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