Proposal to prioritised initiative

Step by step

1. Capture proposal Initiative Owner

   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 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.

   • Record a scoped investment request
   • Updates Proposals

2. Score the case Gate Reviewer

   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. When reviewers update their scores, the system 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. Review the resulting order in the Backlog Ranking report.

   • Calculate versioned weighted scores
   • Updates Proposal scores, Scorecards

3. Decide and prioritise Portfolio Manager

   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 linked goals determine initiative alignment score.

   • Record independent proposal decision and one promotion
   • Updates Proposals, Initiatives
   ApprovalA person approves before the work moves on.

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).

Gate Reviewer

A reviewer-only role layered on the user — when assigned to a gate scorecards row (via the stage-gate-promotion workflow), gains read access to the gate packet and write access to own gate scorecards rows.

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.