Delivery signals to portfolio review

Step by step

1. Capture roadmap Portfolio Manager

   As the Initiative is delivered, initiative projects line items link to delivering Projects in pm-projects (one or several project refs). Each Sunday at 22:00, the roadmap refresh reads each initiative projects’ linked Project status, %complete, and end-date drift; freezes a roadmap snapshots row per Portfolio with roadmap timeline line items per Initiative capturing start date, target end date, current stage, health score, and percent complete. The Roadmap (Latest Snapshot) view renders the timeline-bar grid; the Roadmap Drift report compares snapshot-over-snapshot to surface systemic slip.

   • Preserve time-stamped delivery context
   • Updates Roadmap snapshots, Roadmap timeline

2. Measure benefits Initiative Owner

   Initiative Owner defines KPIs for the Initiative (baseline value, target value, amber threshold, red threshold, 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 KPI measurements row. Each night at 03:00, the KPI update refreshes KPIs.current value, computes the Status flag against thresholds, rolls per-Initiative attainment into program KPI score and portfolio KPI score, and writes a Green / Amber / Red flag at each level. The KPI Attainment report is the benefit-realization scoreboard.

   • Retain observed outcome values and periods
   • Updates KPIs, KPI measurements

3. Raise dependencies Program Manager

   Initiative Owner raises Risks (Likelihood × Impact, Mitigation, Owner) and Dependencies (Upstream ↔ Downstream Initiative, Type, need by date). Each night at 04:00, the dependency review compares each open Dependency with the upstream Initiative’s health score and baseline-drift, flags any where the upstream is Amber / Red as risk flag: At risk, and emails the downstream Initiative Owner + portfolio manager with the impact summary. Open Risks Heatmap is the working view; the rolled-up at-risk count feeds the Portfolio Health Dashboard.

   • Identify delivery exposure
   • Updates Risks, Dependencies

4. Review the portfolio 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.

   • Assign structured follow-up actions
   • Updates Portfolio reviews

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.

Program Manager

Owns one Program (and any nested sub-Programs) — the Initiatives within it, the cross-Initiative Dependencies, the rolled-up Program KPIs.

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).

Executive

Read-only dashboard view — the CEO / COO / business unit GM who consumes the portfolio output without operating the system.