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- Portfolio Management
- Features
- Proposal intake and scoring
Proposal intake and scoring
Give investment proposals a consistent route from first idea to a defensible priority. Freeze the scoring framework for each review. Prevent duplicate reviewer scores, preserve rejected and deferred proposals, and require an independent decision before promotion.
OverviewMy Proposals×
Portfolio Management · Proposal intake and scoring
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My Proposals
Proposals
| Proposal number | Title | Status | Weighted score | Submitted at | Decision at | |
|---|---|---|---|---|---|---|
| PRP-18183 | Self-service order tracking | Backlog | 11,936.14 | 12 Oct | 16 Oct | |
| PRP-94368 | Consolidated supplier records | Under review | 4,915.46 | 22 Oct | 24 Oct | |
| PRP-10956 | Depot energy monitoring | Approved | 26,774.78 | 25 Oct | 30 Oct | |
| PRP-55881 | Mobile field work orders | Promoted | 8,134.49 | 16 Oct | 22 Oct | |
| PRP-90362 | Faster customer setup | Deferred | 33,245.03 | 20 Oct | 29 Oct |
6 of 6 records
Self-service order trackingProposals · PRP-18183
BacklogWeighted score11,936.14
Submitted at12 Oct
Decision at16 Oct
What you can do
Idea intake → Proposal
New ideas land via the public Idea Intake form (anyone in the org can submit) or directly from a Portfolio Manager / Executive ask. The intake-form-creates-proposal workflow (webhookTrigger) creates a Proposals row with Status: Backlog, Source: Intake form, attaches initial goal alignments hints, and notifies the PMO Lead. Sponsor receives a confirmation email. The Proposal is rank-able in the Backlog view but not yet scored.
Scoring
Portfolio Manager assigns a Scorecards (scorecard type: Proposal scoring) to the Proposal and names a panel of Reviewers. Reviewers fill proposal scores line items — one per Dimension per Reviewer. The scoring-on-input-change workflow (the configured record event on proposal scores.record.changed) first reverses lower-is-better scores using the frozen minimum plus maximum minus raw score, then re-aggregates per-Dimension adjusted reviewer averages, computes weighted score = SUM(dim avg × dim weight) / SUM(dim weight), writes back to proposal weighted score, and re-ranks the Backlog. The Backlog Ranking report is the working artifact.
Backlog grooming and Proposal decision
Portfolio Manager (with Program Manager input) walks the ranked Backlog, evaluates fit against the Portfolio target-mix and remaining Budget headroom, sets Status: Approved | Deferred | Rejected with decision notes. Approved Proposals are promoted into Initiatives: a new Initiatives row is created (Name, Portfolio, Program, Sponsor, Owner, estimated cost, estimated benefit, benefit type, risk level, start date, target end date, current stage = first stage gate), goal alignments from the Proposal carry over (with the Initiative Owner refining alignment weight per strategic goal), and proposal promoted to initiative is set. The strategic-alignment-recompute workflow fires on the new goal alignments to compute initiative alignment score.
Compare proposals on the same basis
A proposal with a large estimated benefit can still carry substantial uncertainty. Keep its assumptions and dimension notes beside the weighted score so reviewers can distinguish confidence from attractiveness. Preserve the Scorecard version used for each review. If the next planning cycle changes a weight, the earlier result remains explainable rather than silently taking on the new ranking rules.
When reviewers disagree, record each assigned score and note. The calculation uses the agreed aggregation and weighting; a Portfolio Manager cannot overwrite another reviewer’s score to change the result. The manager can record the independent proposal decision and the rationale for its backlog position. A deferred proposal retains its original evidence for a later review.
Promote once and retain the source
After an eligible proposal is approved, the resulting Initiative links back through source proposal. If the promotion command is repeated after a connection interruption, the existing initiative is returned. Creating a second investment record would distort the backlog, alignment and funding position. Recheck the sponsor and submitter when assigning the decision maker so the same person cannot approve the proposal they prepared.
What your team sees
- Backlog (Ranked) — Compare proposals using their reviewed scoring framework and retained evidence.
What it keeps track of
Data model- Proposals
- Intake of a new Initiative idea before approval. Lives in the Backlog until promoted (becomes an
Initiativesrow) or rejected. Carries the early benefit / cost estimate, sponsor, and the strategic-goal hints for evaluation. - Proposal scores
- Reviewer scores on a Proposal — one row per Reviewer per scorecard dimension. The
scoring-on-input-changeworkflow recomputes the parent Proposal’s weighted score on every change. - Scorecards
- A reusable scoring framework for either Proposal evaluation or stage gate review. One Scorecard per use-case (e.g. “Standard Proposal Score”, “Gate-3 Approve Score”). Composes scorecard dimensions as line items.
- Scorecard dimensions
- The dimensions on a Scorecard — e.g. “Strategic Fit”, “Customer Impact”, “Effort”, “Risk”, “Time to Value”. Each carries a weight inside the parent Scorecard.
Who uses it
Permissions- Initiative Owner
- Prepares proposals.
- Portfolio Manager
- Owns ranking and decisions. named reviewers score only their assigned dimensions.
Set up Portfolio Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.