By now you have a project list, a Mandate process, and Highlight Reporting in place. Step 4 is about connecting these elements so the whole system works as one coherent framework — visible and usable for everyone involved.
Aggregate Traffic-Light Status
Pull the RAG status from each project's Highlight Report into the project portfolio list. This gives executives an at-a-glance view of the entire portfolio health without reading individual reports. One row per project. One colour per project. Instant situational awareness.
Link Everything Together
For each project in the portfolio list, create direct links to:
- The Project Mandate — so anyone can see what was originally requested and why
- The latest Highlight Report — so the current status is always one click away
- The project workspace — whether that's a SharePoint site, a Teams channel, or a shared folder
Make It the Single Source of Truth
The portfolio list should become the definitive reference for all running projects. When an executive asks "what's the status of Project X?" the answer should always start with the portfolio list — not someone's inbox or memory.
Keep It Maintained
A portfolio list that's two weeks out of date is worse than no list at all. Assign clear ownership — typically the Portfolio Owner — and establish a regular cadence for updating statuses, adding new projects, and removing completed ones.
Review at Portfolio Board Meetings
Use the integrated portfolio view as the agenda anchor for portfolio board meetings. Walk through Red and Amber projects first. Green projects need no discussion unless someone raises a concern.