Portfolio Overview
The Portfolio Overview provides a single executive dashboard showing the health of every project in the organization. It aggregates completion progress, action item status, KPI coverage, and risk indicators into a traffic-light-coded grid that lets managers identify which projects need attention in seconds.
Overview
Executive stakeholders need to see across all projects without diving into each one. The Portfolio module solves this by:
- Computing health indicators (green/amber/red) for every project based on completion and risk metrics
- Showing completion progress (items done vs. total items) per project
- Highlighting overdue actions as a leading risk indicator
- Counting KPI definitions per project as a maturity signal
- Providing portfolio-level summary statistics for the entire organization
Getting Started
- Navigate to Portfolio from the main navigation.
- The overview loads automatically, showing all projects in your organization.
- Scan the health column for red and amber projects that need attention.
- Click any project card to drill into its detailed dashboard.
How It Works
Project Health Calculation
Each project receives a health status based on two factors: completion percentage and overdue action count.
Health Thresholds:
| Health | Completion | Overdue Actions | Meaning |
|---|---|---|---|
| Green | ≥ 70% | ≤ 2 | On track, minimal risk |
| Amber | ≥ 40% OR | ≤ 5 | At risk, needs monitoring |
| Red | < 40% AND | > 5 | Critical, immediate attention required |
The system evaluates both criteria together. A project can be "amber" even with high completion if it has many overdue actions, because overdue actions signal execution risk.
Portfolio Project Summary
Each project card in the grid displays:
| Metric | Description |
|---|---|
| Project Name | Project display name with workspace context |
| Health | Traffic-light indicator (green/amber/red) |
| Completion % | Items completed divided by total items |
| Total Items | Count of all items across all boards |
| Done Items | Count of completed items |
| Overdue Actions | Actions past their due date that are not done or verified |
| Total Actions | All active action items |
| KPI Count | Number of KPI definitions across the project's boards |
Portfolio Summary Statistics
Above the project grid, the portfolio summary shows aggregate numbers:
| Statistic | Description |
|---|---|
| Total Projects | Number of projects in the organization |
| Green Projects | Count of projects with green health status |
| Amber Projects | Count of projects with amber health status |
| Red Projects | Count of projects with red health status |
| Total Overdue Actions | Sum of overdue actions across all projects |
| Average Completion | Mean completion percentage across all projects |
Data Aggregation
The portfolio view traverses the data hierarchy for each project:
Project
└── Boards (project's board collection)
├── Items (total and done counts)
├── Actions (total and overdue counts)
└── KPI Definitions (count)
Projects with no boards are considered 100% complete (nothing to track) and receive a green health status. The computation runs in parallel across all projects for performance.
Configuration
Empty Project Handling
A project with zero items is treated as 100% complete with green health. This prevents newly created or planning-stage projects from appearing as "red" simply because they have not started execution yet.
Workspace Context
Each project card includes its parent workspace name and slug for navigation context. This helps executives understand which business unit or site each project belongs to, especially in organizations with many workspaces.
Permissions
- All Members can view the portfolio overview for projects in their workspaces
- Organization Admins see all projects across every workspace
- Executive Stakeholders (read-only role) can access the portfolio dashboard without edit access to individual projects
Tips & Best Practices
Review the portfolio overview at the start of every steering committee meeting. The red/amber/green distribution immediately shows whether the transformation portfolio is healthy or under stress.
Track the trend of red projects over time. A shrinking red count means the organization is getting better at execution. A growing red count signals systemic issues that need leadership intervention.
Pay attention to projects with high completion but many overdue actions. These may appear healthy at first glance but carry hidden execution risk that could derail them in the final stretch.
The portfolio overview computes metrics in real-time by querying across multiple tables. For organizations with hundreds of projects, consider that page load may take a moment as all aggregations complete.
Related Features
- KPI Boards — the KPI data counted in portfolio summaries
- PM Standards — governance assessments providing deeper project health context
- Benchmarking — site-level comparisons complementing project-level portfolio view
- AI Intelligence — schedule health predictions for at-risk projects