Project portfolios

A project portfolio is a management tool used to collect, evaluate, prioritize, and monitor various projects within an organization. It is a collection of initiatives that are either in progress or planned for the future. Combining multiple projects into one portfolio enables organizations to better plan, track, and control their efforts, ensuring optimal resource allocation and alignment with strategic goals.

The portfolio also includes comprehensive graphical reports that present key project metrics in a clear, visual format. These dashboards allow for quick insight into performance and progress, helping stakeholders identify trends and make informed decisions.

Customizing and Saving the Portfolio View

FlexiProject allows for extensive customization of the data view in each portfolio tab (Projects, Schedule, Budget, Risks).

A key feature is that all view settings—such as the order, width, and visibility of columns, active filters, or Gantt chart scale settings—are saved per-portfolio, not per-user.

This ensures that every team member with access to the portfolio sees the data in the same, standardized way. It promotes reporting consistency and facilitates collaborative data analysis.

Creating a Project Portfolio

1. In the main menu, go to the Project Portfolios module.
2. Click the Add Portfolio button.
3. In the window that opens, enter a name for your project portfolio.
4. Click Add. Your new project portfolio is now created, and you can begin adding projects to it.

Assigning Projects to a Portfolio

1. In the main menu, go to the Project Portfolios module.
2. Click an existing portfolio to open it.
   • If you need to create a new one, refer to Creating a Project Portfolio.
3. In the Projects tab, click Add Project.
4. In the window that opens, a list of available projects will appear.
5. Select projects by checking the boxes next to their names.
6. Click Add. The selected projects are now assigned to the portfolio.

Note: Each project can belong to multiple portfolios.

Monitoring Portfolio Performance

The Schedule tab of the project portfolio shows a summary Gantt chart, a graphical representation of the schedules of projects assigned to the project portfolio. You can customize the view of the summary Gantt chart by filtering the displayed projects.

1. In the main menu, go to the Project Portfolios module.
2. Click the portfolio you want to review.
3. Go to the Schedule tab.
4. Adjust portfolio Gantt Chart using the following options:

Toggle specific elements on or off.

1. On the Schedule tab, click Settings.
   This will expand the list of options for customizing the Gantt chart.
2. Toggle the switches to display or hide specific information on the Gantt chart.
   Data associated with enabled switches will be visible on the chart.

Adjust the time scale for more or less detail.

The dates on the chart will aggregate according to the selected zoom level.

Download the Gantt Chart

1. On the Schedule tab, click the Export button. This will expand the list of available export options.
2. Choose the file format ( PDF or PNG.) for exporting the Gantt chart. If filters have been applied, only the visible part of the chart will be exported.
3. The file will be downloaded automatically and contain the Gantt chart per your specifications.

New PDF preview behavior: when you click Export with the PDF format selected, the document opens in the browser’s built-in PDF preview in a new tab instead of being downloaded directly. From the preview you can save the file, print it, or close it — using the standard browser controls.

Monitoring Portfolio Budget

The Budget tab of the project portfolio shows a summary of the budgets of the projects assigned to the project portfolio. You can customize the budget statement view of the project portfolio by displaying selected columns and filtering the displayed projects.

Budget view

1. In the main menu, go to the Project Portfolios module.
2. Click the portfolio you want to review.
3. Go to the Budget tab.

Adjust the budget view

1. On the Budget tab click Columns to customize the displayed financial details.
2. Toggle the switches to display or hide specific information on the budget summary.

The Risks Tab in a Portfolio

The portfolio view includes a “Risks” tab that provides an aggregated view of all risks identified in the projects belonging to that portfolio. The tab is visible if the Risks module is enabled in the system settings.

The list of risks in the portfolio allows you to:

• Display the same data as in the reports module, including: Name, Status, Owner, Probability, Impact, and Source Project.

• Sort and filter the data by key attributes.

• Quickly go to a risk’s details in its parent project by clicking on its name.

Monitoring Portfolio Projects Ratings

The Simulation tab in the project portfolio summarizes the project ratings. You can customize the simulation view in the project portfolio by choosing specific columns to display and applying filters to the project list.

Simulation View (Project Ratings)

1. In the main menu, go to the Project Portfolios module.
2. Click the portfolio you want to review.
3. Go to the Simulation tab.
4. Customize the rating view:
   • Show Graph/Hide Graph to t

Toggle simulation rating chart visibility

1. Click the Hide Graph/Show Graph button on the simulation view.
   Depending on the previous setting, This action will hide or show the chart.

Adjust Project Rating Summary view.

1. Click the Columns button on the simulation view in the project portfolio to display a list of available columns.
2. Toggle the switches to control the visibility of specific information in the summary.
   When you enable a switch, the associated data becomes visible in the summary.

Graphical Summary of Portfolio

The Summary tab provides a visual representation of key project portfolio metrics through interactive charts. It allows users to track performance, analyze trends, and customize the display of portfolio data for better decision-making.

The Summary tab is fully customizable, allowing users to add, edit, duplicate, rearrange, and resize charts.

Accessing the Summary Tab

1. In the main menu, go to the Project Portfolios module.
2. Click the portfolio you want to review.
3. Go to the Summary tab.

Adding a New Chart

1. In the Summary tab, click the Add Chart button.
2. A configuration window will open.
3. Define the following parameters:
   • Data Range – Select which portfolio data should be visualized.
   • Chart Type – Choose from available formats (e.g., bar chart, pie chart, line graph).
   • Filters – Apply specific conditions to refine the displayed data.
4. Enter a name for the chart (optional). If left blank, a default name based on the data range will be assigned.
5. Click Save. The new chart will appear in the Summary tab.

Editing an Existing Chart

1. Locate the chart you want to edit in the Summary tab.
2. Click the three-dot menu (⋮) in the top-right corner of the chart.
3. Select Edit.
4. Modify the following settings as needed:
   • Data Range – Adjust which data is displayed.
   • Chart Type – Change the visualization format.
   • Filters – Refine data representation.
   • Name – Update the chart’s title.
5. Click Save to apply the changes.

Customizing the Summary Layout

Charts in the Summary tab are placed on a grid-based layout, allowing for flexibility in arrangement and sizing.

Rearranging Charts

• Click and drag a chart to a new position within the grid.
• Charts will automatically adjust to avoid overlapping.

Resizing Charts

• Hover over the bottom-right corner of a chart.
• Click and drag to resize the chart to the desired dimensions.

Cloning a Chart

• Click the three-dot menu (⋮) in the top-right corner of the chart.
• Select Clone.
• The duplicate chart will appear next to the original.
• If the original chart contains no data, cloning will be disabled.