DemandFlow® Project & Portfolio Management
From the first request to the last milestone, in one place.
Capture demand, decide what gets funded, schedule it, staff it and track the money, without moving between an intake form, a scoring spreadsheet, a scheduling tool, an agile board and a finance workbook. Waterfall and agile teams work side by side, and the portfolio view is built from the work itself.
The Challenge
Most PMOs run the portfolio across five tools
Requests arrive by email. Prioritisation lives in a spreadsheet. Schedules sit in a desktop planning tool, agile teams work in their own boards and the finance view is rebuilt every month from exports. Each handover loses information, and the portfolio report is out of date before it reaches the steering committee.
Demand nobody can see
Requests come in through every channel, so there is no single queue to triage and no record of what was turned down.
Priorities argued, not scored
Funding decisions follow whoever presents best, because projects are not scored against the same criteria.
Plans and money that drift apart
The schedule, the resource plan and the forecast are maintained separately, so they rarely agree.
Demand intake
One front door for every request
Configure front doors that turn a request into the right record, from a simple form to a submission that lands as cards on the boards that will do the work. Every submission is logged and linked to what it created. Demands move through review to approved, rejected or deferred, and an approved demand converts into a project or an initiative with its business case carried across.
Front doors you configure
Forms built from your own definitions, so intake asks the questions your PMO needs answered.
Triage on a board
Demands move through review on a status board, with every decision recorded.
Convert, do not re-key
An approved demand becomes a project or initiative, with the link back to the original request kept.
Prioritisation
Score the portfolio, then decide what to fund
Build weighted scoring models and score every project in a portfolio in one action, with ranks updated as scores change. See the portfolio as a ranked list, a strategic against financial quadrant and a funding funnel. Model what-if scenarios with different budgets, dates and priorities and compare them side by side, without touching the live projects.
- Weighted scoring models with criteria you define
- Ranked list, strategic against financial quadrant and funding funnel on the portfolio
- Scenarios compared side by side, on a draggable timeline
- Portfolio, programme and project as one hierarchy
The project list with live RAG status, portfolio and programme on every project.
Waterfall scheduling
A real schedule, with the resources behind it
Each project has a Gantt with a work breakdown structure, milestones, predecessors with lags and a critical path view showing slack. Beneath the plan, a resource band shows each person’s load across all of their projects, not just this one, so an over-allocation is visible before it becomes a missed date. Assigning a task updates that person’s forecast in the project finance tracker.
Critical path and slack
Toggle the critical path and see how much slack every task has.
Load across all projects
Weekly load per person includes their other projects, with over-allocated weeks flagged.
Baselines under change control
The first baseline is taken from the plan. After that, a new baseline needs an approved change request.
A project schedule with predecessors and critical path, and each person’s load across all their projects beneath it.
Agile and hybrid delivery
Agile teams on their boards, visible to the portfolio
Agile teams plan sprints, work the board and ship releases, with columns driven by workflows you configure. Reports cover burndown, velocity and defects. A waterfall project can show every backlog item linked to it from any team’s board, so hybrid delivery has one picture instead of two. Teams already working in Jira can see their Jira boards and issues inside DemandFlow®.
- Backlog, board, releases and reports for every team
- Sprint planning against target velocity
- Burndown, velocity and defect reports
- Project view of every linked story across teams
A sprint board with progress against committed points, priorities, estimates and release tags on every card.
Resources and time
Know who is free before you commit them
Resource availability shows weekly utilisation against each person’s capacity, at department, division, business unit and global level, and exports to Excel. Portfolio and programme views flag anyone over 100% in a week. Weekly timesheets are booked against project tasks and stories, go through submission and approval, and feed the project’s finance actuals, so labour cost is recorded from the time people actually worked.
Availability at every level
From one department to the whole organisation, against each person’s capacity.
Conflicts flagged
Portfolio and programme views highlight over-allocation week by week.
Timesheets into actuals
Time booked against tasks and stories, approved in the platform and carried into finance actuals.
Project financials
Budget, forecast and actuals on the project, not in a workbook
Every project carries its own finance tracker with monthly forecast and actuals, purchase orders, capital and operating spend, and its own currency where needed. Projects roll up to department, division and business unit, and the approved roadmap shows budget, revised budget, year to date actuals and remaining forecast. Snapshots and comparisons show how the forecast has moved.
- Monthly forecast and actuals per line, with labour actuals from approved timesheets
- Capital and operating spend, purchase orders and budget transfers
- Roll up from project to business unit
- Snapshots and comparisons of the forecast over time
Governance and AI
Governed by default, with an AI PMO watching
Stage gates, change control, risks, issues, decisions, benefits and earned value sit on the same project record as the plan and the money, so governance comes from the work rather than a separate report. The AI PMO assesses project health daily, drafts milestone briefs and a portfolio narrative, and suggests risks for the project manager to review.
See Project Governance
Gates and change control
Gate reviews from templates, and change requests that snapshot the project when approved.
Earned value
SPI, CPI, EAC and the rest calculated from the plan and the finance tracker.
AI health and narrative
A daily health assessment, milestone briefs and a portfolio narrative written from live data.
What changes
One portfolio, one set of numbers
- Every request in one queue, with the decision recorded
- Funding decisions made against scores everyone can see
- Schedules that show the real load on each person
- Waterfall and agile delivery in one portfolio view
- Project finance maintained where the work is planned, with labour actuals from timesheets
- Steering packs built from live data, not assembled by hand
Built for the PMO, the delivery teams and finance
Portfolio and PMO leads, programme and project managers, agile delivery leads, resource managers and finance business partners work from the same records. Book a demo and see your own portfolio running in DemandFlow®.
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