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Portfolio Management
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Portfolio Management · Available now

Fund the right initiatives. Keep strategy on track.

Portfolio Management is the strategy-to-execution layer that sits above individual project delivery. It answers the questions a CEO, COO, or PMO Lead asks every quarter: *what are we actually working on, why is it worth doing, is it tied to the strategy, is it on track to deliver the benefit case, and should we keep funding it?* It owns the intake of new ideas as Proposals, the scoring and prioritization that turns them into a Backlog, the promotion of funded bets into Initiatives, the grouping of Initiatives into Programs and Portfolios, the multi-year strategic goals they ladder up to, the stage gates governance that controls progression through Discovery → Plan → Approve → Build → Validate → Release → Sustain, the Scorecards that produce a defensible ranking, the Roadmap that lays out timing, the Budgets and funding allocations that fund the work, the KPIs and KPI measurements that track benefit realization, the Risks and Dependencies that flag where the portfolio is fragile, and the quarterly portfolio reviews where the executive team rebalances the bet sheet.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewGate Reviews I Need To Score
Portfolio Management · Gate scorecards

Gate Reviews I Need To Score

Gate scorecards in one list

New gate scorecard
Gate scorecards in view
6
GS
6
Scheduled at within 14 days
4
GS6
Regional service portal launchEnergy program funding gate
22 Oct
Warehouse energy reductionEnergy program funding gate
29 Oct
Customer onboarding redesignReturns process trial gate
12 Oct
Add
Regional service portal launchGate scorecards · GS-69619
GS
Gate reviewEnergy program funding gate
Scheduled at22 Oct
DimensionStrategic alignment
StatusNot started
Approve fundingGS-69619 · Regional service portal launch

Bring the portfolio manager and finance reviewer together to approve the investment and reserve its budget.

Waiting for Portfolio Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
26
Saved views
12
Roles with set permissions
8
Reports and dashboards
8
Features

See the initiatives behind your strategy

Every feature works on the same records. Pick one to see the screen your team works in.

Strategy and portfolios

Connect strategic goals to portfolios, programs and the initiatives that carry them forward.

  • Master data setup
  • Portfolio + Program structure
  • KPI tracking and benefit realization
  • Portfolios
  • Programs
  • Strategic goals
  • Initiatives
  • Goal alignments
Explore strategy and portfolios
OverviewMy Portfolio Dashboard
Portfolio Management · Strategy and portfolios

My Portfolio Dashboard

Portfolios

New
Portfolio codeNameStatusAlignment scoreKPI scoreHealth score
CUST-EXPCustomer ExperienceActive3560Green
OPS-EFFOperations EfficiencyPaused9025Amber
DIG-FOUNDDigital FoundationsSunsetting3580Red
WORK-ENWorkforce EnablementClosed2580Unknown — derived nightly by kpi-rollup
SUP-RESSupply Chain ResilienceActive1045Green
6 of 6 records
CUST-EXPPortfolios · PRT-79786
Active
NameCustomer Experience
Alignment score35
KPI score60
Health scoreGreen
Initiative count21
Example screen with sample data
Process

Move from proposals to measurable outcomes

Strategy to outcomes ships ready to use. 2 steps need a named approval before the work moves on: Approve funding (Portfolio Manager) and Review stage gate (Portfolio Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Capture proposal

    Bring the investment case into a shared review queue.

    Regional service portal launchGS-69619
    Capture proposal

  2. Score and rank

    Compare proposals using the agreed scoring framework.

    Regional service portal launchGS-69619
    Score and rank

  3. Approve funding

    Confirm independent decisions and available budget headroom.

    Regional service portal launchGS-69619 · Portfolio Manager
    Approve fundingBy Portfolio Manager
    ApprovalBring the portfolio manager and finance reviewer together to approve the investment and reserve its budget.

  4. Review stage gate

    Assess required evidence before the initiative progresses.

    Regional service portal launchGS-69619 · Portfolio Manager
    Review stage gateBy Portfolio Manager
    ApprovalReview the required evidence and outstanding conditions before an initiative moves forward.

  5. Track outcomes

    Keep benefits, dates and review actions visible.

    Regional service portal launchGS-69619
    Track outcomes

Start with Proposal to prioritised initiative

Inside a record

Connect delivery context to investment decisions

Open any gate scorecard to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Gate review, Scheduled at, Dimension and Status.

  2. 2
    Linked records

    Records linked to this gate scorecard.

  3. 3
    Who works on it

    Admin, Portfolio Manager and Program Manager, each with their own permissions.

  4. 4
    Process stages

    Stage-gate progression, with the role that acts.

  5. 5
    Approvals

    Approve funding and Review stage gate, with who decides.

Gate Reviews I Need To ScoreRegional service portal launch
Portfolio Management · Gate scorecards

Regional service portal launch

Energy program funding gate · GS

Log activity
1
Record details
Gate reviewEnergy program funding gate
Scheduled at22 Oct
DimensionStrategic alignment
StatusNot started
3

Who works on it

  • AdminConfigure master records and manage integrations within…
  • Portfolio ManagerCRUD on Portfolios they own, Programs, Initiatives, Proposals…
  • Program ManagerCRUD on Programs where Owner = self
4

Process stages

  • Stage-gate progressionPortfolio Manager, Initiative Owner, Gate Reviewer
5

Approvals

  • Approve fundingPortfolio Manager
    Approved
  • Review stage gatePortfolio Manager
    Waiting
Example screen with sample data
Approvals

Fund priorities with accountable decisions

OverviewApprovals
Portfolio Management · Overview

Approvals

Signed in as Portfolio Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • FA-88041FY 2025
    Regional service portal launchRequested by Daniel Mensah
    Submitted2dActions
  • FA-95266FY 2026
    Regional service portal launchRequested by Nadia Rahim
    Submitted4dActions
  • FA-75488FY 2027
    Field technician mobilityRequested by Hiro Tanaka
    Submitted5dActions
  • FA-69139FY 2028
    Field technician mobilityRequested by Mateo Flores
    Submitted4dActions

Who approves what

DecisionApprover
Approve fundingConfirm independent decisions and available budget headroom.Portfolio Manager
Review stage gateAssess required evidence before the initiative progresses.Portfolio Manager
Approve or reject funding allocations jointly with FinancePortfolio Manager
Approve / reject funding allocations jointly with Portfolio ManagerFinance
4 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Portfolio Management to the work that is theirs. Pick a role to see what it starts with.

Admin

Systems administrator. Owns the configuration spine — stage gates, Scorecards, KPIs catalog, gate review board membership, and the integrations health. Not the day-to-day cycle operator.

  • Configure master records and manage integrations within the workspace
  • Business decisions and immutable history remain guarded by their named roles
  • Manage RBAC and role assignments
  • Configure stage gates, gate criteria, Scorecards, scorecard dimensions, the gate review board membership (user on gate review board toggle), the strategic goals catalog, and the Portfolio target-mix percentages
  • Configure inbound feeds (Project Management, Idea Intake form, Finance, optional OKR sync) and outbound feeds (email, calendar, document store, BI warehouse)

Roles and permissions

Reports

Understand performance across your portfolio

Review alignment, gate outcomes, funding and observed benefits.

Overview
Portfolio Management · Overview

Portfolio Management dashboard

This quarter

Funding allocations in view
6
Total requested amount
150,728
Submitted
6

Gate scorecards by status

How far records got this quarter

StageReachedStep
Not started39
In progress1538%
Submitted533%

Number of gate scorecards by status

Sample counts per stage

0
-50Not started
-20In progress
-50Submitted
Example screen with sample data
  1. 01Portfolio Health Dashboard

    Health score distribution (Green / Amber / Red) across all active Portfolios → Programs → Initiatives, paired with alignment score and KPI attainment. Drills from Portfolio summary into Program summary into the per-Initiative grid. The Executive's daily landing report.

  2. 02Strategic Alignment Heatmap

    Matrix of Initiatives × strategic goals weighted by goal alignments. Alignment weight, summarized per Portfolio. Highlights Goals with too few aligned Initiatives (under-funded strategy) and Initiatives with low total alignment score (orphan bets that should be re-justified or killed in the next portfolio review).

  3. 03Backlog Ranking

    Proposals ranked by weighted score with backlog rank, estimated cost, estimated benefit, Cost-to-Benefit ratio, and Strategic Fit dimension score. Filterable by proposed portfolio and Source. The Portfolio Manager's working list for the next funding cycle.

  4. 04Roadmap Drift

    Snapshot-over-snapshot delta on initiative target end date from roadmap timeline rows. Lists Initiatives whose target end date has slipped > 14 / 30 / 60 days vs. the snapshot from N weeks ago, sliced by Portfolio, Program, and Owner. Surfaces systemic slip patterns.

  5. 05Gate Pass Rate

    Per Stage × Quarter: count of gate reviews by Status (Approved / conditionally approved / Rejected / Deferred), pass rate, average weighted score, 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.

  6. 06Budget vs. Allocation vs. Spend

    Per Portfolio × fiscal year: Total amount → allocated amount → spent amount with remaining amount and burn rate. Drills into per-Initiative budget allocations and per-Initiative spend feed from Finance. Finance's reconciliation view; Portfolio Manager's funding-headroom view.

  7. 07KPI Attainment

    Per KPI: Baseline value → current value → target value 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.

  8. 08Quarterly Review Outcomes

    Per portfolio review: Decisions summary parsed into structured action counts (Greenlit / Paused / Killed / Refunded / Deferred), tied back to the affected Initiatives and the next-quarter rebalance actions. Trend across quarters shows portfolio velocity and decision discipline.

All reports and dashboards

Who it's for

Built around the way your team works

See how Portfolio Management fits your kind of team.

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.

Controls

Keep decisions and access accountable

Each stage of strategy to outcomes names the role that acts and the status it records, so a change is never anonymous.

OverviewStrategy to outcomes
Portfolio Management · Process

Strategy to outcomes

Each stage, the role that acts and the status it records

Process stages
13
Approval steps
2
Roles involved
7
Tables touched
25
Master data setup
Portfolio Manager
RecordsScorecard dimensions, Strategic goals, Proposal scores
Portfolio + Program structure
Portfolio Manager, Initiative Owner
RecordsPortfolios, Programs
Idea intake → Proposal
Portfolio Manager, Executive
RecordsGoal alignments, Portfolios, Proposals
Strategy to outcomes
  1. Start
    Master data setupPortfolio Manager
    Scorecard dimensions
  2. Step
    Portfolio + Program structurePortfolio Manager, Initiative Owner
    Portfolios
  3. Step
    Idea intake → ProposalPortfolio Manager, Executive
    Goal alignments
  4. Step
    ScoringPortfolio Manager, Gate Reviewer
    Proposal scores
  5. Step
    Backlog grooming and Proposal decisionPortfolio Manager, Initiative Owner, Program Manager
    Strategic goals
Example screen with sample data

See each stage in detail

AI agent

Configure your workflow with Proto

Use Proto to configure portfolio governance from the canonical model.

It can

  • Portfolio Manager’s assistant: Prepare proposal comparisons and review packets from permitted records.
  • Finance’s assistant: Explain funding headroom using the approved budget and reconciled allocations.
  • Initiative Owner’s assistant: Prepare evidence and identify missing KPI measurements.

Stays with a person

  • Proto cannot supply independent approval, invent a measurement, overwrite a closed gate or infer external accounting success.
  • Authorized people remain responsible for decisions and source policy.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Portfolio Management
  • Project Management
  • Strategy tools
  • Accounting
  • Calendar and documents
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 26 tables
26tables
  • Strategy and portfolios5
  • Proposal intake and scoring4
  • Stage-gate governance5
  • Funding and budgets4
  • Roadmaps and dependencies6
  • Benefits and reviews5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree governance

    The Portfolio Manager confirms portfolio ownership, goals, scorecards, gate criteria and distinct funding approvers.

  2. Prepare source data

    Reconcile the proposal backlog, initiatives, budgets and KPI history with retained identifiers.

  3. Verify decisions

    Run independent proposal, gate and funding cases, including conflicts, duplicate commands and unavailable headroom.

  4. Invite the team

    The Portfolio Manager reviews executive and operational views with scoped accounts, then enables the approved connections.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Portfolio Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Portfolio Management for your business. Load your strategy, portfolio owners, review criteria and approved budgets.

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.

Set up Portfolio Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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