Funding request to allocation

Step by step

1. Confirm portfolio scope Portfolio Manager

   Portfolio Manager creates Portfolios (one per major investment theme) and Programs inside each (Programs may nest via parent program). Each Portfolio has an Owner (portfolio manager), an executive sponsor, a Charter (markdown), and target-mix percentages. Each Program has an Owner (program manager).

   • Identify the accountable portfolio
   • Updates Portfolios, Programs

2. Review funding Portfolio Manager and Finance

   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 system 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.

   • Reserve headroom after both decisions
   • Updates Funding allocations, Budgets, Budget allocations
   ApprovalA person approves before the work moves on.

3. Review commitments Portfolio Manager

   End of quarter (last business day of Mar / Jun / Sep / Dec), the system prepares 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). A separate weekly Monday review 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.

   • Record follow-up funding actions
   • Updates Portfolio reviews, Budgets

Initiative Owner

Owns one Initiative end-to-end — authors the Proposal, prepares gate packets, owns the KPIs catalog for the Initiative, requests funding, raises Risks and Dependencies, and reports KPIs (or delegates to the named project manager).

Portfolio Manager

The PMO Lead — owns the function. Curates Portfolios, organizes Programs, owns the Backlog ranking, runs the quarterly portfolio reviews, facilitates gate reviews, and owns the rebalance decisions.

Finance

Read-only on Portfolio context with write on Budgets and co-approver on funding allocations. The reconciliation seat between Portfolio plan and the GL.