Benefits and reviews

KPI tracking and benefit realization

Initiative Owner defines KPIs for the Initiative (BaselineValue, TargetValue, AmberThreshold, RedThreshold, 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 KPIMeasurements row. The kpi-rollup workflow (nightly 03:00) refreshes KPIs.CurrentValue, computes the Status flag against thresholds, rolls per-Initiative attainment into Programs.KPIScore and Portfolios.KPIScore, and writes a Green / Amber / Red flag at each level. The KPI Attainment report is the benefit-realization scoreboard.

Quarterly portfolio review

End of quarter (last business day of Mar / Jun / Sep / Dec), the quarterly-portfolio-review workflow generates a PortfolioReviews record per Portfolio with Status: PacketPrepared and an attached PortfolioReviewPacket 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. PortfolioManager facilitates the meeting with ExecutiveSponsor and the leadership team; outcomes (Greenlit / Paused / Killed / Refunded decisions, RebalanceActions for next quarter) are captured back on the PortfolioReviews row. Killed Initiatives flip Status: Cancelled; refunded Initiatives get a follow-up FundingAllocations request; rebalance actions surface on each Initiative Owner’s home page as next-quarter focus.

Initiative close and continuous governance

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 ActualEndDate; final KPI measurements feed the benefit-realization report; the Initiative drops off the live roadmap. Lessons (templates, Scorecard tuning, StageGate tuning) flow back to Admin + Portfolio Manager for the next-cycle MDM updates.

Review an outcome with incomplete evidence

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.

Turn review discussion into assigned work

PortfolioReviews records the packet, attendees and decisions for the review period. StructuredActions identifies the affected initiative, the action owner and the due date. If the discussion calls for additional funding, the owner raises a FundingAllocations 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.