Portfolios

Create a grouping of requests related to a larger initiative in a portfolio, allowing collective impact to be tracked.

Portfolios can be created to group grants together in relation to an initiative that might span diverse program areas, helping to track the collective impact. Multiple features are available within a portfolio to monitor and manage progress, including a budget, progress assessment against the aspiration, and a timeline with interactions. Portfolios can also be published to the board portal, giving board members visibility into portfolio progress and details. 

Portfolio Details

Overview Tab

Once a portfolio is created and requests are added, summarized data is available on the Overview tab of the portfolio. 

• The aspiration and progress assessment are visible and can be updated. The budget for the portfolio, approved amount to date, and paid amount to date for associated requests are also displayed.
  • The Add a New Portfolio section contains more information on the editable fields.
    
    
• A chart of all the requests added to the portfolio displays the total approved and pending grant amount. It also displays a breakdown of approved and pending amounts by year to provide insight on the growth and commitments made in the portfolio.
  
  
  
• Another chart displays the total payments by status and a breakdown by year (representing the year of the payment date, scheduled date, etc. depending on payment status) for all the payments associated with the portfolio.
  
  
• The final chart displays the request totals by code. To change the default code displayed on this chart, contact your CSM or Implementation Manager.
  
  

Portfolio Timeline Tab

The Portfolio Timeline tab provides a visual overview for key moments, portfolio status changes, and requests within the portfolio.

• Each request’s disposition is indicated by an icon, defined in the Request Disposition key. 
• Requests are displayed by approval date if approved, or by meeting date if not yet approved.
  
  

Follow the steps below to add a key moment to the timeline.

1. Click Add New Key Moment.
   
   
2. Complete the applicable fields, and then click Save.
   1. Title - Enter a label for the key moment.
   2. Type - Select the type of key moment. See the Portfolio Settings section for details on configuring the available key moment types. 
   3. Interaction Date - Select the date on which the key moment occurred. This date will be represented on the timeline.
   4. Notes - Optionally enter additional information. This is visible in the list of key moments or when viewing the key moment details.
      
      

Once added, key moments can be viewed and managed from this tab. 

• Click the icon for a key moment on the timeline to view the details.
  
  
• Click the pencil icon for a key moment in the Key Moments list to edit it.
  
  
• Click the trash can icon for a key moment in the Key Moments list to delete it.
  
  

Requests Tab

The Requests tab provides easy access to each request included in the portfolio. Requests are displayed grouped by disposition.

Documents Tab

The Documents tab allows for documents directly related to the portfolio to be added.

• Click Add New Document to add a document.
   
• Click a document title to view the document.
  
  
• Click the double arrow icon to manage the document details.
  
  
• Click the dropdown icon to edit the document properties, upload a new version, or download the document.
  
  
  
• Click the trash can icon to delete a document.

Add a New Portfolio

1. Click the plus icon in the quick navigation menu. 
2. Click New Portfolio.
   
   
3. Enter a descriptive name for the portfolio, and then click Save.
   
   

Portfolio details can now be added from the Overview tab by clicking the pencil icon next to the applicable fields.

• Status - Select the status of the portfolio. The Portfolio Settings section details how to configure the available statuses. 
• Start Date and End Date - Enter the dates during which this portfolio will be pursued.
• Description - Enter a description of the purpose of this portfolio.  
• Tags - Enter a new tag or select an existing tag to add to this portfolio as a way to label or categorize it. Tags Versus Codes provides details on the use of tags.   
• Aspiration - Enter the big picture goal for the initiative represented by this portfolio. 
• Progress Assessment - Select an assessment value to indicate the current status of the portfolio’s progress and enter any relevant notes. 
• Budget - Enter a budget for the portfolio. The amount approved and amount paid towards requests included in the portfolio is then tracked against this budget.

Requests can now be added to the portfolio. This can be done from each request record, or in batch from a super search.

Add a Request to a Portfolio

1. Navigate to the request record.
2. Click the Overview tab.
3. Click the pencil icon next to the Portfolio field.
   
   
4. Select the portfolio from the dropdown, and then click Update.

Add Requests in Batch to a Portfolio

1. Run a super search to generate a list of the relevant requests.
2. Click Batch Edit.
   
   
3. Check the box next to each relevant request.
   
   
4. Click Action, select Assign to Portfolio, and then click Go.
   
   
5. Select the portfolio to which these requests should be added, and then click Update.

Portfolios Dashboard

Access existing portfolios and add new portfolios from the dockets dashboard.

1. Click Dashboards in the upper navigation bar, and then click Portfolios. 

Several actions can be taken on this page.

• Click Add New Portfolio to add a new portfolio.
  
  
• Click the name of an existing portfolio to access it.
  
  
• Click the pencil icon next to Criteria at the top of the page to change the filtering criteria for the dashboard.

Manage a Portfolio

1. Click Dashboards in the upper navigation bar, and then click Portfolios.
2. Click the portfolio name.
   
   

From the Overview tab, actions can be taken to manage the portfolio. 

• Click a pencil icon next to a field, such as the Portfolio Status, to edit it.
  
  
• Click Delete This Portfolio to delete it.
  
  
• Click the pencil icon next to Inactive and select Yes to make this portfolio inactive, removing it from the default list view on the Portfolios page.

Portfolio Settings

The available portfolio statuses, assessment values, and key moment types can be customized for your site. 

1. Click the gear icon in the quick navigation menu.
2. Click Portfolios.
   
   
   

Manage the available statuses.

• Click Add New Portfolio Status to create a new status.
  
  
• Click the pencil icon next to an existing status to edit it.
  
  
• Click the trash can icon next to an existing status to delete it.
  
  

Manage the available assessment values.

1. Click Edit.
   
   
2. Make adjustments to the labels, colors, and scale, and then click OK.
   
   

Manage the available key moment types for the Portfolio Timeline tab.

• Click Add New Key Moment Type to create a new type.
  
  
• Click the pencil icon next to an existing key moment type to edit it.
  
  
• Click the trash can icon next to an existing key moment type to delete it.