Portfolio Management
Fund the right initiatives. Keep strategy on track.
Connect strategic priorities, funding decisions and portfolio performance.
YouStatusNotStartedInProgress
Illustrative records derived from the system specification.
Built around the way your team works
PMO leaders, strategy teams and executives governing investment portfolios.
- Defined tables
- 26
- Operational views
- 12
- Defined roles
- 8
- Reports
- 8
Defined in the planned system specification.
What’s inside.
Connect strategic priorities, funding decisions and portfolio performance.
Strategy and portfolios
Connect strategic goals to portfolios, programs and the initiatives that carry them forward.
Proposal intake and scoring
Give investment proposals a consistent route from first idea to a defensible priority.
Stage-gate governance
Keep initiative progression tied to the evidence and decision each stage requires.
Funding and budgets
Approve initiative funding against a clear view of the portfolio budget and commitments.
Roadmaps and dependencies
Keep executive timing connected to delivery evidence and the dependencies between initiatives.
Benefits and reviews
Compare the investment case with observed benefits and make the next portfolio review actionable.
See the initiatives behind your strategy
YouStatusNotStartedInProgress
Submitted
- FA-88041 INT-57462
- FA-95266 INT-74793
- FA-75488 INT-67397
- FA-69139 INT-24176
- FA-85613 INT-47910
FA-88041
- Initiative
- INT-57462
- Requester
- BJ
- FiscalYear
- FY-590
- RequestedAmount
- 36,640.47
- Justification
- JST-882
Funding approval waits for the portfolio manager and finance.
StatusScheduledInReview
Status IN ('Backlog', 'UnderReview') ORDER BY BacklogRank
StatusOpenMitigatingInFlight
StatusAmberRed
You or You
| Proposal Number | Title | Status | Weighted Score | Submitted At |
|---|---|---|---|---|
| PRP-18183 | Backlog prp-520 | Backlog | 11,936.14 | 06 Sep |
| PRP-94368 | UnderReview prp-802 | UnderReview | 4,915.46 | 16 Sep |
| PRP-10956 | Approved prp-452 | Approved | 26,774.78 | 19 Sep |
| PRP-55881 | Promoted prp-172 | Promoted | 8,134.49 | 10 Sep |
| PRP-90362 | Rejected prp-591 | Deferred | 33,245.03 | 14 Sep |
| PRP-97393 | Deferred prp-721 | Rejected | 25,244.20 | 10 Sep |
You or You
| Initiative Number | Name | Portfolio | Program | Current Stage |
|---|---|---|---|---|
| INT-63414 | Initiative 446 | PRT-2852 | PRG-8326 | SG-9120 |
| INT-38940 | Initiative 575 | PRT-9086 | PRG-9628 | SG-4741 |
| INT-76022 | Initiative 733 | PRT-3974 | PRG-7296 | SG-6978 |
| INT-47981 | Initiative 753 | PRT-6568 | PRG-5243 | SG-2441 |
| INT-15254 | Initiative 181 | PRT-1751 | PRG-1556 | SG-5222 |
| INT-44413 | Initiative 964 | PRT-4318 | PRG-3279 | SG-5016 |
You
| Initiative Number | Name | Owner | Current Stage | Status |
|---|---|---|---|---|
| INT-87151 | Initiative 215 | ER | SG-3571 | Proposed |
| INT-76201 | Initiative 334 | PE | SG-3156 | Approved |
| INT-30166 | Initiative 269 | PG | SG-5080 | InFlight |
| INT-70954 | Initiative 801 | FC | SG-2216 | ReadyForGate |
| INT-10531 | Initiative 953 | ME | SG-8108 | Completed |
| INT-87493 | Initiative 510 | YK | SG-4038 | OnHold |
Snapshot.Portfolio IN (visible Portfolios for current user)Snapshot.SnapshotDate = MAX(per Portfolio)
| Initiative | Start Date | Target End Date | Current Stage | Health Score |
|---|---|---|---|---|
| INT-55585 | 15 Sep | 22 Sep | CS-580 | Green |
| INT-51818 | 07 Sep | 09 Sep | CS-520 | Amber |
| INT-90368 | 09 Sep | 13 Sep | CS-258 | Red |
| INT-99941 | 29 Sep | 06 Oct | CS-826 | Green |
| INT-79610 | 07 Sep | 11 Sep | CS-451 | Amber |
| INT-40644 | 27 Sep | 04 Oct | CS-314 | Red |
Youno score
| Proposal | Dimension | Scored At | Proposal.Title | Proposal.Weighted Score |
|---|---|---|---|---|
| PRP-39364 | SD-1406 | 07 Sep | Score 1 | PS-733 |
| PRP-90911 | SD-8701 | 28 Sep | Score 2 | PS-593 |
| PRP-82393 | SD-2307 | 16 Sep | Score 3 | PS-521 |
| PRP-75617 | SD-8714 | 26 Sep | Score 4 | PS-508 |
| PRP-56978 | SD-1647 | 21 Sep | Score 5 | PS-835 |
| PRP-83534 | SD-1338 | 23 Sep | Score 6 | PS-694 |
You or You
| Portfolio Code | Name | Status | Alignment Score | KPIScore |
|---|---|---|---|---|
| PC-722 | Portfolio 748 | Active | 35 | 60 |
| PC-717 | Portfolio 884 | Paused | 90 | 25 |
| PC-328 | Portfolio 902 | Sunsetting | 35 | 80 |
| PC-472 | Portfolio 326 | Closed | 25 | 80 |
| PC-522 | Portfolio 564 | Active | 10 | 45 |
| PC-394 | Portfolio 762 | Paused | 90 | 80 |
Connect delivery context to investment decisions
Portfolio Health Dashboarddrill-down
HealthScore distribution (Green / Amber / Red) across all active Portfolios → Programs → Initiatives, paired with AlignmentScore and KPIAttainment. Drills from Portfolio summary into Program summary into the per-Initiative grid. The Executive's daily landing report.
opens My Portfolio Dashboard →| Portfolio Code | Name | Status | Alignment Score | KPIScore |
|---|---|---|---|---|
| PC-722 | Portfolio 748 | Active | 35 | 60 |
| PC-717 | Portfolio 884 | Paused | 90 | 25 |
| PC-328 | Portfolio 902 | Sunsetting | 35 | 80 |
| PC-472 | Portfolio 326 | Closed | 25 | 80 |
- Active
- Paused
- Sunsetting
- Closed
- PortfolioCode
- PC-722
- Name
- Portfolio 748
- AlignmentScore
- 35
- KPIScore
- 60
- HealthScore
- Green
- InitiativeCount
- 21
- AllocatedAmount
- 70
ownerPortfolio Manager
Go from the big picture to the details behind it. Open any record to see its status, owner and history.
Illustrative records. Connections and approval states follow the authored specification.
Move from proposals to measurable outcomes
Fund the right initiatives. Keep strategy on track.
Illustrative previews from the system specification.
-
01
Capture proposal
Bring the investment case into a shared review queue.
Proposal to prioritised initiative -
02
Score and rank
Compare proposals using the agreed scoring framework.
Proposal to prioritised initiative -
03
Approve funding
Confirm independent decisions and available budget headroom.
Bring the portfolio manager and finance reviewer together to approve the investment and reserve its budget.
Funding request to allocation -
04
Review stage gate
Assess required evidence before the initiative progresses.
Review the required evidence and outstanding conditions before an initiative moves forward.
Evidence to stage-gate decision -
05
Track outcomes
Keep benefits, dates and review actions visible.
Delivery signals to portfolio review
Fund priorities with accountable decisions
Decision checkpoints where approval stays with your team.
Approve funding
Bring the portfolio manager and finance reviewer together to approve the investment and reserve its budget.
Funding request to allocationReview stage gate
Review the required evidence and outstanding conditions before an initiative moves forward.
Evidence to stage-gate decisionKeep decisions and access accountable
Human approval and system automation have different jobs.
Approve funding
Bring the portfolio manager and finance reviewer together to approve the investment and reserve its budget.
Review stage gate
Review the required evidence and outstanding conditions before an initiative moves forward.
Stage-gate reviews
Funding approvals
Proposal intake on a submitted idea. The intake-form-creates-proposal workflow uses webhookTrigger from Idea Intake form → creates Proposal in Backlog with Sponsor confirmation + PMO Lead notification.
Proposal scoring on changed review inputs. The scoring-on-input-change workflow uses appEventTrigger on ProposalScores.record.changed → recomputes Proposals.WeightedScore and re-ranks Backlog.
Gate review on an initiative ready for assessment. The stage-gate-promotion workflow uses appEventTrigger on Initiatives.Status: ReadyForGate → validates GateCriteria, opens GateReview, fans out GateScorecards, and on Approved flips Initiative to next CurrentStage.
Roadmap snapshots on the weekly schedule. The roadmap-recompute workflow uses scheduleTrigger weekly (Sun 22:00) → recomputes Initiatives.HealthScore (categorical Green / Amber / Red / Unknown from min of linked Projects' health, KPI status, Risks max-score band), then freezes RoadmapSnapshots + RoadmapTimeline rows from live Initiative state.
Portfolio review packets on the quarterly schedule. The quarterly-portfolio-review workflow uses scheduleTrigger end of quarter → generates PortfolioReviews record with PortfolioReviewPacket PDF and meeting invites.
Benefit measurements on the nightly schedule. The kpi-rollup workflow uses scheduleTrigger nightly (03:00) → refreshes KPIs.CurrentValue and rolls into Programs.KPIScore and Portfolios.KPIScore.
Dependency alerts on the nightly risk check. The dependency-risk-detector workflow uses scheduleTrigger nightly (04:00) → flags Dependencies with at-risk upstream Initiatives, emails downstream Owner + PortfolioManager.
Budget allocation on completed funding approval. The funding-allocation-sync workflow uses appEventTrigger on FundingAllocations.Status: Approved → updates BudgetAllocations and recomputes Budgets totals.
Investment mix alerts on the weekly review. The portfolio-balance-alert workflow uses scheduleTrigger weekly (Mon 07:00) → flags Portfolios where strategic mix has drifted > 10pp from target.
Strategic alignment on changed goals or initiatives. The strategic-alignment-recompute workflow uses appEventTrigger on StrategicGoals / Initiatives / GoalAlignments change → recomputes AlignmentScore at Initiative, Program, and Portfolio levels.
Inbound feeds: pm-projects (Project status, %complete, end-date), Idea Intake form (webhook), Finance (FY budget envelopes + actuals), optional OKR sync for StrategicGoals.
Outbound feeds: email (gate invites, packets, alerts), calendar (PortfolioReviews + GateReviews), document store (PortfolioReviewPacket PDFs, GateReview decision packets), BI warehouse (Initiatives, RoadmapSnapshots, KPIMeasurements, BudgetAllocations nightly export).
Give every role the right view
Portfolio Manager
The PMO Lead — owns the function. Curates Portfolios, organizes Programs, owns the Backlog ranking, runs the quarterly PortfolioReviews, facilitates GateReviews, and owns the rebalance decisions.
Program Manager
Owns one Program (and any nested sub-Programs) — the Initiatives within it, the cross-Initiative Dependencies, the rolled-up Program KPIs.
Initiative Owner
Owns one Initiative end-to-end — authors the Proposal, prepares gate packets, owns the KPIs catalog for the Initiative, requests funding, raises Risks and Dependencies, and reports KPIs (or delegates to the named ProjectManager).
Gate Reviewer
A reviewer-only role layered on the user — when assigned to a GateScorecards row (via the stage-gate-promotion workflow), gains read access to the gate packet and write access to own GateScorecards rows.
Project Manager
Read-only on Portfolio context for own Projects (so a delivering PM can see how their Project fits the Initiative narrative) and write on KPIMeasurements they are named owner of.
Executive
Read-only dashboard view — the CEO / COO / business unit GM who consumes the portfolio output without operating the system.
Finance
Read-only on Portfolio context with write on Budgets and co-approver on FundingAllocations. The reconciliation seat between Portfolio plan and the GL.
Understand performance across your portfolio
Start with the question. Follow it to the records behind the answer.
Drill-down
Portfolio Health Dashboard
HealthScore distribution (Green / Amber / Red) across all active Portfolios → Programs → Initiatives, paired with AlignmentScore and KPIAttainment. Drills from Portfolio summary into Program summary into the per-Initiative grid. The Executive's daily landing report.
View My Portfolio DashboardSource view · Illustrative records
Portfolio CodeNameStatusAlignment Score
Paused
Drill-down
Strategic Alignment Heatmap
Matrix of Initiatives × StrategicGoals weighted by GoalAlignments. AlignmentWeight, summarized per Portfolio. Highlights Goals with too few aligned Initiatives (under-funded strategy) and Initiatives with low total AlignmentScore (orphan bets that should be re-justified or killed in the next PortfolioReview).
List report
Backlog Ranking
Proposals ranked by WeightedScore with BacklogRank, EstimatedCost, EstimatedBenefit, Cost-to-Benefit ratio, and Strategic Fit dimension score. Filterable by ProposedPortfolio and Source. The Portfolio Manager's working list for the next funding cycle.
View Backlog (Ranked)Source view · Illustrative records
Backlog RankProposal NumberTitleSponsor
List report
Roadmap Drift
Snapshot-over-snapshot delta on Initiatives.TargetEndDate from RoadmapTimeline rows. Lists Initiatives whose TargetEndDate has slipped > 14 / 30 / 60 days vs. the snapshot from N weeks ago, sliced by Portfolio, Program, and Owner. Surfaces systemic slip patterns.
View Roadmap (Latest Snapshot)Source view · Illustrative records
InitiativeStart DateTarget End DateCurrent Stage
List report
Gate Pass Rate
Per Stage × Quarter: count of GateReviews by Status (Approved / ConditionallyApproved / Rejected / Deferred), pass rate, average WeightedScore, and median time-in-stage. Identifies stages where Initiatives systematically stall (Discovery hairball, Approve bottleneck) and Stages where the bar may have drifted too low or too high.
View Gate Reviews I Need To ScoreSource view · Illustrative records
Gate ReviewGate Review InitiativeGate Review StageGate Review Scheduled At
GS
Drill-down
Budget vs. Allocation vs. Spend
Per Portfolio × FiscalYear: TotalAmount → AllocatedAmount → SpentAmount with RemainingAmount and burn rate. Drills into per-Initiative BudgetAllocations and per-Initiative spend feed from Finance. Finance's reconciliation view; Portfolio Manager's funding-headroom view.
View Funding Requests Awaiting DecisionSource view · Illustrative records
Request NumberInitiativeRequesterFiscal Year
Drill-down
KPI Attainment
Per KPI: BaselineValue → CurrentValue → TargetValue with Status (Green / Amber / Red / Achieved), rolled up per Initiative, per Program, per Portfolio. Time-series view shows trajectory; outlier view flags KPIs with no measurement in the last cadence period as stale. The benefit-realization scoreboard.
View KPIs At RiskSource view · Illustrative records
InitiativeNameBaseline ValueTarget Value
List report
Quarterly Review Outcomes
Per PortfolioReview: DecisionsSummary parsed into structured action counts (Greenlit / Paused / Killed / Refunded / Deferred), tied back to the affected Initiatives and the next-quarter RebalanceActions. Trend across quarters shows portfolio velocity and decision discipline.
Configure your workflow with Proto
Let your AI agent help with everyday work. Set its permissions during setup and keep approvals with your team.
- Delivery context
- Project ManagementInitiativeProjects · in
- Strategy toolsin and out
- Finance and reporting
- Accountingin
- Calendar and documentsin and out
- Agents
- Your agentWorks within the permissions you assign
Your agent works within the permissions you assign.
List the work that needs attention. Keep the approval with the assigned reviewer.
Download agent Agent setup guide$ curl -fsSL https://www.erp.ai/skill.md
› open Portfolio Management and list records waiting on approve funding
Strategy to outcomes · records listed with owner and age
› approve the first one at approve funding, as its approver
Approval requiredWaiting for the assigned reviewer
Your questions, answered.
How the system works, what you can configure and how to get started.
How do I get started?
Select Start now to create your account. Explore the system specification, or use Proto to configure it for your business.
Does this replace project delivery software?
No. Link initiatives to authorized project records for dates and health while tasks, staffing, time and billing remain in their operating systems.
How are proposals compared?
Use versioned scorecards, dimension weights and assigned reviewers. Preserve scores and rationale before an independent proposal decision.
Who approves funding?
Portfolio Manager and Finance provide separate decisions. The requester cannot approve their own funding, and allocation requires available approved headroom.
Can a stage advance with missing evidence?
Mandatory criteria, quorum and the applicable decision threshold must pass. Conditional decisions remain subject to recorded conditions.
How are financial actuals handled?
Import reconciled spend using approved period and currency mappings. Funding approval itself does not create a general-ledger posting.
Can executives see every detail?
Executive reports follow portfolio scope and field restrictions. Reviewer scores, risk narratives and budget details retain the access rules in the specification.
What happens when KPI data is late?
Keep the period and last observation visible. Missing or stale evidence must not appear as an achieved target.
Can policy change during a review?
Freeze the scorecard and gate policy used by the open review. Apply a new version through a controlled change with refreshed affected evidence.
Implementation
Configure strategy, approval policy and connected evidence before rollout.
Read the implementation plan- 01
Agree governance
The Portfolio Manager confirms portfolio ownership, goals, scorecards, gate criteria and distinct funding approvers.
Portfolio Manager - 02
Prepare source data
Reconcile the proposal backlog, initiatives, budgets and KPI history with retained identifiers.
Team and ERP.ai - 03
Verify decisions
Run independent proposal, gate and funding cases, including conflicts, duplicate commands and unavailable headroom.
Team and ERP.ai - 04
Invite the team
The Portfolio Manager reviews executive and operational views with scoped accounts, then enables the approved connections.
Portfolio Manager
Pricing
The base account and ordinary manual work in ERP.AI's official interface are $0. Viewing, searching, creating, editing, approving, deleting and exporting records in that interface do not consume read or write credits. There is no per-user fee.
Machine work: external API-key requests, imports, workflows, agents and scheduled jobs. Successful external API-key reads and writes use the operation rates below. Starting a managed execution from the interface still starts that metered service.
Pricing and account rules| Machine work | Included per $1 of credit |
|---|---|
| List/filter or get record calls | 20,000 |
| Search or aggregate calls | 4,000 |
| CSV or PDF exports | 100 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| File upload in MB | 2,000 |
| Workflow runs | 2,000 |
| Code-node compute beyond included in CPU-sec | 12,000 |
| Agent executions | 2,000 |
| Scheduled jobs or webhook activations | 20,000 |
Read and write rates apply to successful external API-key requests. Ordinary manual work in the ERP.AI interface is $0.
prepaid creditsSmallest pack $5, purchased credits never expire.
Explore the complete system.
Follow the operating model from the process to the people, records and decisions behind it.
Industries
Transformation offices
Coordinate strategic transformation across programs and accountable initiative owners.Professional services groups
Govern internal investment programs alongside the client-delivery systems your teams already use.Corporate strategy teams
Turn strategic objectives into a portfolio whose priorities and benefits can be reviewed over time.
Reference
Roles and permissions
Separate proposal preparation, gate review, funding approval and executive visibility.Reports and analytics
Review alignment, gate outcomes, funding and observed benefits.Data model
The canonical records behind portfolio governance.Integrations
Connect project delivery and finance without duplicating their authority.Implementation
Configure strategy, approval policy and connected evidence before rollout.Agent reference
Use Proto to configure portfolio governance from the canonical model.
