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- Portfolio Management
- Features
- Funding and budgets
Funding and budgets
Approve initiative funding against a clear view of the portfolio budget and commitments. Funding needs independent portfolio and finance approval. Reserve headroom atomically so simultaneous approvals cannot over-allocate the budget. Imported spend remains a separately reconciled observation.
OverviewFunding Requests Awaiting Decision×
Portfolio Management · Funding and budgets
New
Funding Requests Awaiting Decision
Funding approval waits for the portfolio manager and finance
| Request number | Initiative | Requester | Fiscal year | Requested amount | Justification | |
|---|---|---|---|---|---|---|
| FA-88041 | Regional service portal launch | Daniel Mensah | FY 2025 | 36,640.47 | Funds pilot in three branches | |
| FA-95266 | Regional service portal launch | Nadia Rahim | FY 2026 | 10,053.35 | Covers approved platform license | |
| FA-75488 | Field technician mobility | Hiro Tanaka | FY 2027 | 5,932.97 | Supports depot meter installation | |
| FA-69139 | Field technician mobility | Mateo Flores | FY 2028 | 31,859.62 | Adds regional rollout capacity | |
| FA-85613 | Branch network modernization | Leena Varga | FY 2029 | 24,330.35 | Pays for supplier data cleanup |
6 of 6 records
FY 2025Funding allocations · FA-88041
SubmittedInitiativeRegional service portal launch
RequesterDaniel Mensah
Requested amount36,640.47
JustificationFunds pilot in three branches
What you can do
Funding
Initiative Owner files a funding allocations row (requested amount, fiscal year, Justification) which routes to Portfolio Manager + Finance for joint review. On Status: Approved, the funding-allocation-sync workflow creates or updates a budget allocations line item against the matching Budgets envelope (Portfolio × FY), recomputes budget allocated amount and remaining amount, and emails Finance + Portfolio Manager. Over-allocation is rejected atomically before approval becomes effective or an allocation is created. Initiative now carries an active funding line and moves into delivery.
Quarterly portfolio review
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.
Review competing funding requests
Two initiative owners may submit valid requests against the same remaining budget. Both requests need a Portfolio Manager decision and a separate Finance decision, with neither signer acting as the requester. The system checks available headroom within the transaction that makes an approval effective. If one request consumes the remaining funding, the other remains unapproved instead of creating an allocation and merely displaying a warning.
An approved amount can differ from the requested amount when policy permits partial funding. Record that amount and both decisions on the funding allocations record. A subsequent amount or scope edit invalidates the previous decisions. It does not silently modify the budget allocations line that Finance has already reconciled.
Reconcile commitments and actual spend
An allocation describes a funding commitment. Actual expenditure comes from the configured finance source with its period, portfolio and currency mapping. A funding approval does not prove that cash was paid or that a journal was posted. Review imported spend against the source before accepting the new budget position. If a mapping is missing or a period is closed, keep the exception visible and retain the last valid observation. A review packet can propose a funding change, but the change still follows the request and co-approval workflow.
What your team sees
- Funding Requests Awaiting Decision — Review submitted funding against the approved budget before the separate portfolio and finance decisions.
What it keeps track of
Data model- Budgets
- A budget envelope per Portfolio per fiscal year. Budgets contain budget allocations line items per Initiative that consume the envelope. The funding-allocation-sync workflow keeps allocations in step with funding allocations approvals.
- Budget allocations
- Per-Initiative budget allocation inside a Budget envelope. One row per Initiative funded from this Portfolio × FY budget. Created or updated by the funding-allocation-sync workflow when a funding allocations row is approved.
- Funding allocations
- A funding request for an Initiative — submitted by the Initiative Owner, reviewed by Portfolio Manager + Finance, approved or rejected. On Approved, the funding-allocation-sync workflow creates the budget allocations entry against the relevant Budgets row.
- Initiatives
- A discrete strategic bet that the Portfolio is funding — the Portfolio-level unit. Carries the benefit case, the current stage gate, the alignment score, the KPI rollup, and the delivering Projects. Promoted from a Proposal or stood up directly by a Portfolio Manager.
Who uses it
Permissions- Initiative Owner
- Requests funding.
- Portfolio Manager
- And Finance make separate decisions.
- Finance
- Reconciles actual spend.
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