Create and Manage Portfolios
Group related projects into a Portfolio to get a unified, real-time view of budgets, statuses, and health across every initiative. Portfolios live in the main menu and include dedicated Overview, Team, Status, RAID, and Documents pages.
Portfolios are accessible directly from the main navigation menu. Click All Portfolios in the left-hand sidebar to open the portfolio list. The list displays all portfolios you have access to, along with high-level summary metrics at the top of the page: total portfolio count, total projects in scope, approved budget across all portfolios, and current fiscal year budget.
Each row in the portfolio list shows the portfolio name, assigned team members, number of linked projects, approved budget, and current FY budget. A colour-coded health indicator on the project count shows how many projects are On Track, At Risk, or Off Track.
Creating a Portfolio
To create a new portfolio, click the + New Portfolio button in the top-right corner of the All Portfolios page. Enter a name and an optional description, then save. The portfolio will appear immediately in the list.
Once created, open the portfolio and use the + Add Project button on the Overview tab to link existing projects. Projects can belong to more than one portfolio, and their data updates in real time.
Portfolio Pages
Each portfolio has five dedicated pages accessible via tabs at the top of the portfolio view.
| Tab | What it contains |
|---|---|
| Overview | Budget summary (Capex, Opex, per fiscal year), description, and the live project table with status, progress, scheduled end, approved budget, and EAC columns. |
| Team | Portfolio-level team members with their assigned roles. Each person's RBAC role determines their permissions across all projects in the portfolio. |
| Status | Portfolio-level status reports that provide a consolidated health snapshot for stakeholders and executives. |
| RAID | Risks, Assumptions, Issues, and Decisions logged at the portfolio level, separate from individual project RAID logs. |
| Documents | Files and documents associated with the portfolio as a whole, such as charter documents, board presentations, and financial models. |
Portfolio Team Roles
The Portfolio Team tab is for assigning portfolio-level roles, such as Portfolio Sponsor, Portfolio Manager, Finance Lead, or Delivery Lead. These roles are defined by your site's RBAC (role-based access control) configuration and can be customised to match your organisation's governance structure.
A key distinction: whatever RBAC role a person holds, that role determines their permissions across all projects within the portfolio. This means a Portfolio Manager added to the team will have manager-level access to every project linked to the portfolio, without needing to be added to each project individually.
To manage the portfolio team, open the Team tab and click + to add a member. Select the person from the site's resource list, assign a role, and save. Members can be removed or have their role changed at any time.
Budget and Fiscal Years
The budget panel on the Overview tab shows the total approved budget for the selected fiscal year, split into Capex and Opex. A fiscal year selector at the bottom of the card (for example, FY2025, FY2026, FY2027) lets you switch between years without leaving the page.
Portfolios support budgets across multiple fiscal years. To add a new fiscal year, click the + icon in the top-right corner of the budget card. A year picker appears, spanning 2016 through 2039, with the current year highlighted. Select the year you want to add and enter the corresponding budget figures. Each fiscal year entry stores its own Capex and Opex values independently.
The Approved budget reflects the sanctioned amount for the selected fiscal year. The Current FY figure shown in the portfolio list always reflects the budget for the active fiscal year. Both values roll up automatically from the individual project budgets linked to the portfolio.
Portfolio Status and RAID
The Status tab allows portfolio managers to publish periodic status updates at the portfolio level. These are distinct from project-level status reports and give executives a consolidated view of overall portfolio health, highlights, and concerns.
The RAID tab captures Risks, Assumptions, Issues, and Decisions that apply to the portfolio as a whole, rather than to a specific project within it. This is where cross-cutting risks or portfolio-wide decisions should be logged. Individual project RAID items remain on their respective project pages.
