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Portfolio governance software

Portfolio governance software that keeps every gate decision on the record.

Build your phases, gates, and required deliverables once as a template, then apply it to every project of that type. At each gate, the named approvers approve, reject, or ask for more information, and every action stays with the gate.

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Four questions your steering committee will ask. Can you answer them today?

Good governance is judged on how quickly you can answer these, with a record behind the answer. They are also the questions that sit behind the common reasons projects fail.

Does every project follow the same process?

A project type gets one template of phases, gates, and required deliverables. Every project of that type starts from it, so a gate means the same thing everywhere.

See gate templates

Who approved this, and when?

Each gate keeps its own history, with the approver, the decision, the date, and any comment, so the answer is on the gate when the request arrives.

See the approval record

Which version did they approve?

Deliverables keep every uploaded version, so you can show the file that was in front of the approvers on the day, not just the latest one.

See versioned deliverables

What changed between gates?

The Warning Center watches project data between reviews and surfaces variances for people to look at, so you can show what was flagged and when.

See the Warning Center
Phase gate templates

Build the governance model once, and apply it to every project

A template holds the phases, the gate at the end of each one, and the deliverables that gate expects. Every project of that type starts from the same template, so a Requirements gate means the same thing on every project in the portfolio.

  • 1

    Approved at intake

    Every project starts as an approved intake request, which is where funding is agreed.

  • 2

    Template applied

    The project picks up its phases, gates, and required deliverables from the template for its type.

  • 3

    Deliverables attached

    Teams attach artifacts to each deliverable, and every new upload is kept as a new version.

  • 4

    Gate reviewed

    The approvers named on the gate approve, reject, or ask for more information.

  • 5

    Kept on the record

    Every action stays with its gate, so each project closes with a complete governance record.

Every gate decision has a name, a date, and a reason on it.

Approvers approve, reject, or ask for more information, and Completix keeps who did what, and when, on the gate itself. When someone asks months later why a phase went ahead, the answer is on the gate, not buried in an inbox.

Approvers named on every gate

Each gate lists the people who review it. Their decision, and any comment they add, is stored with the gate rather than in a separate log.

Every artifact kept as a version

Deliverables keep their file history in document management, so the version that was in front of the approvers is still there later.

Status reports that stay as posted

Once a status report is posted it is kept exactly as it was, so you can show what the steering committee saw at the time.

Governance decisions, connected to the rest of the portfolio

Gates are set per project, but the people approving them work in the same platform as the portfolio's strategy, money, capacity, and risk. The context behind a decision sits in the same place, not in another tool.

Funding agreed at intake

Funding is decided when an intake request is approved. From there, budgets, actuals, and EAC are tracked in portfolio financial management.

Strategic alignment

Tie each project to the objectives in your portfolio strategy, so reviewers can see what it is meant to deliver.

Priority scoring

Record a priority score on each request or project, using criteria you define, as part of portfolio prioritization.

Capacity against demand

Compare demand with capacity across every project competing for the same people, with resource management.

RAID logs with history

Risks, assumptions, issues, and decisions each have their own RAID log, and every change records who made it and when.

What-if before commit

Model a date push or a funding shift in scenario planning and compare options before anyone applies one.

Warning Center

Gates decide. The Warning Center watches in between.

A gate is a scheduled decision point. Between gates, the Warning Center checks every change to project data against the triggers your PMO sets, and surfaces variances for someone to review. It flags, people decide what happens next. It is the early-warning side of risk management in Completix.

  • Triggers based on budget figures, dates, and allocation, set by your PMO
  • Checked every time project data changes, not once a month
  • Kept separate from gate records, so each gate stays a clean record of what was decided

Portfolio governance, common questions

What happens at a gate review in Completix?

Gate approval is driven by a customizable policy your PMO sets, which determines who reviews each gate. The approvers review the phase and its deliverables, then approve, reject, or ask for more information. Each action is recorded on the gate with who took it, when, and any comment they added. The system records the decision, a person makes it.

Yes. You build the phases, gates, and required deliverables once as a template, then apply it to each project of that type, so every project follows the same structure. If you are still settling on the phases themselves, our guide to choosing a project management framework is a useful starting point.

No. Gate approval follows a policy you customize, but every approval is still a human decision. Funding is agreed when an intake request is approved, and every project starts from an approved request. Stage gates then govern delivery, and they are not tied to funding.

A gate is a scheduled decision point. The Warning Center runs in between, checking every data change against triggers your PMO sets on budget figures, dates, and allocation, and surfacing variances for someone to review. It does not escalate or resolve anything on its own, and warnings are kept separate from gate records.

Yes. Each gate keeps its approval history, deliverables keep their file versions, and posted status reports are kept as they were posted. That matters most for public-sector teams with audit and procurement requirements and for regulated financial services organizations.

People do, under a policy you customize. Gate approval is driven by a policy your PMO sets, which determines who approves each gate, and those approvers make the decision. Role-based access controls what reviewers, approvers, and team members can see and change, so each person works with what their role needs.

Gates are set per project, but approvers work in the same platform as the portfolio's strategy, financials, capacity, and risk views, so the wider picture is in front of them when they decide. For background on how projects, programs, and portfolios relate, see our complete guide to project management.

See your governance model built in Completix.

Bring one of your project types. We will set it up as a gate template and walk it from intake approval to the last gate, alongside the rest of your project portfolio management.

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