Governance Framework

ProBeya's Governance module provides a comprehensive PMO process framework covering governance process definition, portfolio health monitoring, enterprise risk management, maturity assessments, compliance tracking, governance calendars, and automated reporting. It is the structural backbone that ensures your project portfolio is governed consistently and transparently.

This module serves PMO leaders, portfolio managers, and compliance officers who need to define how governance operates, measure its effectiveness, and demonstrate regulatory compliance.

Overview

Without a formal governance framework, portfolio management degrades into ad-hoc decision-making. Reviews are missed, risks accumulate unnoticed, and maturity improvements stall because there is no baseline to measure against.

ProBeya's Governance module addresses this with seven interconnected capabilities:

1. Governance Frameworks -- Versioned collections of governance processes
2. Health Rules -- Automated portfolio health scoring with threshold-based alerts
3. Enterprise Risk Management -- Risk register with probability/impact scoring, heatmaps, and appetite thresholds
4. Maturity Assessments -- Multi-dimensional maturity model evaluations with trend tracking
5. Governance Calendar -- Scheduled governance events (reviews, audits, gate meetings)
6. Compliance Tracking -- Assessment-based compliance monitoring
7. Governance Reports -- Automated report generation from a configurable catalog

Getting Started

1. Navigate to a workspace and select Portfolio > Governance from the sidebar.
2. The dashboard displays existing governance frameworks with their status (draft, active, retired).
3. Click New Framework to create a custom framework, or From Template to start from a built-in template (PMI, PRINCE2, Scaled Agile, etc.).
4. Add governance processes to the framework, defining each process's name, description, cadence, and accountability.
5. Activate the framework when it is ready for use. Activation automatically retires any previously active framework.
6. Explore sub-pages: Health Rules, Risks, Maturity, Calendar, Compliance, and Reports.

Key Concepts

Term	Definition
Governance Framework	A versioned, organizational collection of governance processes. Only one framework can be active at a time.
Governance Process	A defined PMO process within a framework (e.g., "Monthly Portfolio Review," "Gate Approval," "Risk Committee Meeting").
Health Rule	An automated rule that evaluates portfolio data against thresholds to produce health scores (green/amber/red).
Enterprise Risk	An organization-level risk tracked with probability and impact scores, producing a risk rating (low/medium/high/critical).
Risk Appetite	The level of risk an organization is willing to accept, expressed as threshold configuration per risk category.
Risk Heatmap	A probability-impact matrix visualization showing the distribution of enterprise risks.
Maturity Assessment	A point-in-time evaluation of organizational capability across multiple dimensions (e.g., process maturity, tooling, culture).
Maturity Dimension	A specific area of assessment within a maturity model (e.g., "Project Planning Maturity," "Risk Management Maturity").

How It Works

Framework Lifecycle

Governance frameworks follow a controlled lifecycle:

Transition	Description
draft → active	Framework is ready for use. Any other active framework is automatically retired.
active → retired	Framework is no longer in use. Retained for historical reference.

Only forward transitions are allowed (draft → active → retired). This prevents accidental regression of governance maturity.

Template Initialization

ProBeya ships with built-in governance framework templates (PMI-based, PRINCE2-based, Scaled Agile, etc.). The initFromTemplate procedure copies a template into the organization as a draft framework, pre-populated with industry-standard governance processes. Teams can then customize the processes before activating.

Health Rules Engine

Health rules define automated checks against portfolio data. Each rule specifies:

• A metric to evaluate (e.g., "% projects on schedule," "average risk score")
• Thresholds for green, amber, and red status
• An evaluation frequency

The evaluateHealthRules engine runs these rules against live portfolio data and produces health scores. Historical snapshots are persisted in ppmHealthHistory for trend analysis via the getHealthHistory endpoint.

Enterprise Risk Management

The enterprise risk register supports the full ISO 31000-aligned risk lifecycle:

• Risk Creation -- Define risks with category, probability (1-5), impact (1-5), and description
• Risk Scoring -- Score = probability x impact (range 1-25), mapped to rating: Low (1-4), Medium (5-9), High (10-15), Critical (16-25)
• Risk Heatmap -- Visual probability-impact matrix from the getRiskHeatmap endpoint
• Risk Trends -- Historical score tracking via getRiskTrend
• Risk Appetite -- Configurable thresholds per organization via updateRiskAppetite and getRiskAppetite

Risk ratings are computed automatically from probability and impact scores using the computeRiskRating function.

Maturity Assessments

Maturity assessments evaluate organizational capability across configurable dimensions:

• Create Assessment -- Define a point-in-time assessment with scores per dimension
• Dimension Scoring -- Each dimension receives a maturity level (typically 1-5)
• Trend Analysis -- The getMaturityTrend endpoint shows how maturity scores evolve over time
• Improvement Roadmap -- The generateImprovementRoadmap procedure creates a prioritized list of maturity gaps and recommended actions

Template-based maturity models are available for common frameworks.

Governance Calendar

The getGovernanceCalendar and getUpcomingEvents endpoints aggregate governance-related events:

• Scheduled governance process occurrences (reviews, gates, audits)
• Upcoming deadlines and overdue items
• The getOverdueEvents endpoint specifically flags governance events that have passed their scheduled date without completion

Governance Reports

The reporting system provides a catalog of pre-defined governance reports accessible via listAvailableReports. The generateGovernanceReport procedure fetches the required data and produces a structured report output. Report types cover portfolio health, risk status, maturity trends, compliance gaps, and more.

Configuration

Setting	Description
Framework Templates	Built-in templates for common governance standards. Customizable after initialization.
Health Rule Thresholds	Green/amber/red thresholds per health metric. Configured per rule.
Risk Appetite Thresholds	Organization-level risk tolerance settings.
Maturity Model Templates	Pre-defined dimension sets for common maturity models.
Report Catalog	Available governance report types and their data requirements.

Permissions

Role	Capabilities
Portfolio Viewer	View frameworks, health scores, risks, maturity assessments, and reports
Portfolio Manager	Create/edit frameworks, manage processes, create risks and assessments
Governance Admin	Activate/retire frameworks, configure health rules and risk appetite
Organization Admin	Full access including template initialization and report generation

All procedures enforce multi-tenant isolation via organizationId from the authenticated session context. Governance frameworks, risks, assessments, and health rules are all organization-scoped.

Tips & Best Practices

Start with a template, then customize

Use one of the built-in governance framework templates as your starting point. It is faster to remove processes you do not need than to build a framework from scratch.

Keep only one framework active

ProBeya enforces this automatically -- activating a new framework retires the old one. But plan your transition carefully to avoid disrupting active governance processes.

Review health rules quarterly

As your portfolio evolves, health rule thresholds should be recalibrated. A threshold that was aggressive for a new PMO may be too lenient for a mature one.

Use maturity trend data in steering committees

The maturity trend chart is powerful evidence in governance reviews and management presentations. It objectively shows whether governance capability is improving, stagnating, or declining.

Troubleshooting

Issue	Resolution
Cannot activate framework	Only draft frameworks can be activated. Verify the framework status is "draft" before attempting activation.
Health scores not updating	Run the health rules evaluation. Scores are computed on demand and stored as historical snapshots.
Risk heatmap appears empty	Verify that enterprise risks have been created with non-zero probability and impact scores.
Maturity trend shows no data	At least two assessments are needed for trend analysis. Create assessments at regular intervals to build trend data.
Cannot remove process from framework	Processes can only be removed from draft frameworks. Active frameworks require creating a new version.

Related Features

• OKR Management -- OKRs provide the strategic targets that governance processes monitor and review.
• PPM Projects -- Portfolio projects are the primary entities governed by the framework.
• Approval Workflows -- Governance gate processes may use the approval workflow engine for formal sign-off.
• Compliance Radar -- Detailed compliance monitoring that feeds into governance reporting.
• Analytics Dashboard -- Governance health and maturity metrics can be surfaced on analytics dashboards.