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Project Intake Form

Project Intake Form Template for Belgium

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Key Requirements PROMPT example:

Project Intake Form

"I need a Project Intake Form for a mid-sized IT services company in Belgium, focusing on cybersecurity projects, with strong emphasis on GDPR compliance and data protection measures, and including specific sections for technical infrastructure requirements and security protocols."

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Document background
The Project Intake Form serves as a standardized tool for capturing and evaluating new project proposals within the Belgian business environment. This document is typically used at the initial stage of project consideration, when a new initiative requires formal evaluation and approval. The form is designed to comply with Belgian commercial law, EU GDPR requirements, and local corporate governance standards. It collects comprehensive information about project objectives, resource requirements, budget estimates, timeline projections, and potential risks. The Project Intake Form helps organizations make informed decisions about resource allocation and project prioritization while maintaining proper documentation for audit and compliance purposes. It is particularly important in Belgium's multilingual business environment, where clear communication and documentation are essential for project success.
Suggested Sections

1. General Information: Basic details including project name, reference number, date of submission, and department/business unit

2. Client/Requestor Information: Details of the person/department requesting the project, including contact information and role

3. Project Overview: High-level description of the project, including objectives, expected outcomes, and strategic alignment

4. Project Timeline: Proposed start date, end date, and key milestones

5. Resource Requirements: Overview of required human resources, equipment, and materials

6. Budget Information: Estimated budget, cost breakdown, and funding source

7. Risk Assessment: Initial identification of potential risks and proposed mitigation strategies

8. Stakeholder Information: List of key stakeholders and their roles/involvement

9. Approval Requirements: Required approvals and authorization levels

10. Data Protection Statement: GDPR-compliant statement about how the provided information will be processed and stored

Optional Sections

1. Technical Requirements: Detailed technical specifications and requirements, used for IT or infrastructure projects

2. Regulatory Compliance: Specific regulatory requirements and compliance needs, included for projects in regulated industries

3. Environmental Impact: Assessment of environmental considerations, required for projects with potential environmental impact

4. Market Analysis: Market research and competition analysis, included for product development or market entry projects

5. Training Requirements: Details of required training or skill development, used when project involves new processes or systems

6. Quality Requirements: Specific quality standards and testing requirements, included for manufacturing or product development projects

7. Security Requirements: Information security and data protection requirements, used for projects involving sensitive data or systems

Suggested Schedules

1. Budget Template: Detailed budget breakdown structure and cost estimation templates

2. Resource Allocation Matrix: Template showing detailed resource requirements and availability

3. Risk Assessment Matrix: Standard risk evaluation and scoring template

4. Project Timeline Template: Gantt chart or timeline template for detailed project scheduling

5. Stakeholder Matrix Template: Template for detailed stakeholder analysis and engagement planning

6. Approval Workflow Diagram: Visual representation of the approval process and required signatures

7. RACI Matrix Template: Template for defining roles and responsibilities in the project

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Information Technology

Manufacturing

Financial Services

Healthcare

Construction

Professional Services

Telecommunications

Energy

Retail

Education

Public Sector

Research & Development

Consulting

Logistics

Media & Entertainment

Relevant Teams

Project Management Office

Operations

Finance

Legal

Compliance

Risk Management

Business Analysis

Strategic Planning

Resource Management

Quality Assurance

Information Technology

Business Development

Corporate Development

Relevant Roles

Project Manager

Program Manager

Portfolio Manager

Business Analyst

Department Director

Chief Financial Officer

Operations Manager

Resource Manager

Project Coordinator

Business Unit Head

Financial Controller

Risk Manager

Compliance Manager

Technical Director

Senior Executive

Industries
Belgian Civil Code (Code civil/Burgerlijk Wetboek): Fundamental law governing contracts and obligations in Belgium, including requirements for valid contract formation, terms, and conditions
EU General Data Protection Regulation (GDPR): Regulates the collection and processing of personal data, requiring specific consents and disclosures when collecting personal information in project intake forms
Belgian Code of Economic Law (Code de droit économique/Wetboek van economisch recht): Contains provisions on business practices, electronic communications, and commercial relationships between businesses
Belgian Electronic Communications Act: Governs electronic communications and digital documentation, relevant for electronic submission and storage of intake forms
Belgian Company Law Code: Provides framework for business operations and corporate relationships, including requirements for business documentation and record-keeping
Belgian Language Decree: Regulates the use of official languages in business documents, particularly important in Belgium's multilingual context
Belgian Anti-Money Laundering Law: May be relevant if the project intake involves financial transactions or client due diligence requirements
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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