1. Process Intake Strategy

Goodwill Process Intake Initiative

Why We’re Redefining “Pilots” and “Discoveries”

In the past, many projects started as pilots or discovery efforts without clear structure,
timelines, or outcomes. While these intentions were good, the lack of definition created
problems:
- No formal tracking or ownership
- Undefined success metrics or decision points
- Projects that 'linger' without being completed or prioritized

Our New Approach: 

We’ve introduced a Project structure to bring visibility to ALL project
types—including small or discovery-based efforts.

Submission Form: 

- Submitter will fill out the project intake request 

- Project intake team will reach out to schedule a review in 2-3 business days

- VP will receive a notification that a form was submitted within their department.  Requesting review prior to meeting with Project team.  VP MUST approve the project form prior to the intake meeting being scheduled. 

Scope: Small Initiatives / Discovery Projects
- Under $25,000 in estimated costs
- Involves more than one department
- Start date, end date, and desired outcome must be defined and approved by Department VP.

- The discovery phase is meant to gather information to create a business case for continuation of the project. VP approval and sign-off.

A Formal re-evaluation at discovery completion will be used to determine next steps.

Important: If submitters are unsure of dollars, hours, or departments involved, they should
still submit an intake form—the project team will review and classify appropriately.

Scope: Moderate to Large Projects
- Higher-effort, higher-impact initiatives

- Involves more than 3 departments

- The project intake team will assist in determining if a business case is required. If it is determined that a business case is needed, the submitter, with the assistance of the VP, must complete this prior to project approval.

- The project intake team in addition to the submitter will complete the project intake form prior to the steering committee meeting. 

- VP MUST approval and sign-off.
- Help prioritize, allocate resources, manage execution planning & ensure VTO alignment

When is a Business Case Still Required?

 A full Business Case must still be submitted when projects meet the conditions
outlined in Section 5.0 of the Business Case Policy, including:
 New line of business in excess of $25K annually that impacts a
single department.
 New product, platform, module, software, or method resulting in
an annualized cost of $25K or more.
 New project with a consultant or vendor exceeding $25K annually.
 Capital Asset Procurement
 Any Leasehold improvement capital assets
 Replacements of existing fully depreciated assets
exceeding $20,000
 Any capital asset purchase involving multiple
departmental support (IT, Maintenance, etc.)
 All other capital assets exceeding $10,000
 Prior to the approved capital expense business cases do
not carry over, approval must be re-obtained.
 New positions (outside of retail store staff) that were not
budgeted.
Bottom Line🧭
We’re not eliminating discovery or pilots, we’re bringing discipline, structure, and visibility
to it. Every project, big or small, should have:
- A defined start and end
- A clear goal or outcome
- A checkpoint for evaluation and decision-making