Executive Summary
Beginning in June 2024, the Executive Office of Technology Services and Security (EOTSS) Portfolio management Office launched a phased effort to modernize how project and portfolio information was collected, managed, and shared across the organization.
At the time, project reporting relied heavily on manually assembled PowerPoint status decks and recurring requests for updates from project teams. While effective for point-in-time reporting, the process was time-intensive, difficult to scale, and limited the organization’s ability to maintain a consistent view of project health, risks, milestones, and reporting trends across active work.
As the Portfolio Management Office worked to improve reporting consistency and portfolio insight, each phase of the effort created the foundation for the next. The initiative began with standardized reporting expectations and a SharePoint-based project inventory designed to improve accountability and create a more structured source of project information. Once that foundation was established, the team used Power BI to expand access to project and portfolio information through centralized, self-service dashboard views. The adoption of shared reporting practices, standardized data, and reusable dashboard views then created the operational readiness needed to support EOTSS’s transition to Strategic Portfolio Management (SPM).
Today, the reporting model supports visibility across 89 active projects and nine portfolio groupings, including eight internal TSS portfolios and external/non-TSS project work. Approximately 200 users have access to dashboard views, while approximately 150 project managers, status reporters, and related stakeholders participate in maintaining the project information that supports portfolio reporting and oversight.
The dashboards provide insight into project health, lifecycle stages, milestone activity, reporting quality, update frequency, and projects requiring attention. These capabilities help the Portfolio Management Office identify trends earlier, strengthen accountability for project updates, and support more informed leadership discussions across portfolios.
By replacing manually assembled PowerPoint updates with reusable dashboard views and standardized reporting practices, the Portfolio Management Office reduced the effort required to prepare recurring status materials while creating a more sustainable approach to portfolio oversight, transparency, and decision-making.
