Benefits and reviews

Initiative Owner defines KPIs for the Initiative (baseline value, target value, amber threshold, red threshold, Cadence, Owner). On each cadence period, the named Owner (often the Project Manager for delivery-stage KPIs, the Initiative Owner for benefit-stage KPIs) submits a KPI measurements row. The kpi-rollup workflow (nightly 03:00) refreshes KPIs.current value, computes the Status flag against thresholds, rolls per-Initiative attainment into program KPI score and portfolio KPI score, and writes a Green / Amber / Red flag at each level. The KPI Attainment report is the benefit-realization scoreboard.

End of quarter (last business day of Mar / Jun / Sep / Dec), the quarterly-portfolio-review workflow generates a portfolio reviews record per Portfolio with Status: Packet prepared and an attached portfolio review packet PDF (Roadmap + KPI rollup + Budget vs. Spend + Risks heatmap + Strategic Alignment matrix). The portfolio-balance-alert workflow (separately, weekly Mondays) flags Portfolios where actual strategic mix has drifted > 10pp from target. Portfolio manager facilitates the meeting with executive sponsor and the leadership team; outcomes (Greenlit / Paused / Killed / Refunded decisions, rebalance actions for next quarter) are captured back on the portfolio reviews row. Killed Initiatives flip Status: Cancelled; refunded Initiatives get a follow-up funding allocations request; rebalance actions surface on each Initiative Owner’s home page as next-quarter focus.

When an Initiative passes the Release gate and KPIs trend toward target, the Sustain stage owns the long-tail benefit measurement. At end-of-life, Initiative Owner sets Status: Completed with actual end date; final KPI measurements feed the benefit-realization report; the Initiative drops off the live roadmap. Lessons (templates, Scorecard tuning, stage gate tuning) flow back to Admin + Portfolio Manager for the next-cycle MDM updates.

An initiative may report delivery complete while the benefit measurement is still pending. Keep these as separate facts. The KPI owner supplies the measurement value, period and source, while the initiative’s delivery context comes from its own records or configured project link. A blank measurement must not be interpreted as a target achieved, and an older measurement must retain its date in the review.

Direction matters when interpreting a KPI. A lower value can represent improvement for a cost or elapsed-time measure, while another measure improves as its value increases. Use the configured target direction and thresholds for each KPI rather than applying a single comparison to all outcomes. Keep corrections linked to the observed period so the history remains explainable.

Portfolio reviews records the packet, attendees and decisions for the review period. Structured actions identifies the affected initiative, the action owner and the due date. If the discussion calls for additional funding, the owner raises a funding allocations request through the normal co-approval path. A request to pause or close an initiative follows its authorized state change. The review summary itself cannot silently execute financial or lifecycle commands.

• KPIs At Risk — Follow up on observed benefit measures that need attention, keeping missing measurements distinct.