Portfolio Scheduling - How to Achieve Success and What Does Success Look Like - Portfolio Scheduling System Key Processes and Benefits

Sep 25, 2026

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Initiated, implemented, and maintained properly, portfolio scheduling provides valuable information to its users and supports executive decision-making. The paper demonstrates portfolio scheduling benefits, explains key processes needed for successful system development, and details components such as portfolio governance criteria, stakeholder engagement, uniform project schedules, scheduling quality, and effective dashboards, tables, and reports. A portfolio scheduling system helps prioritize projects aligned to organizational goals, plan contingencies, and assess portfolio-level risk.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages19

Reading Time7 min

AccessFree to download

Abstract

Introduction

Key Benefits to Portfolio Scheduling

Development of the Portfolio

Development of the Schedule Template

Schedule Development from the Schedule Template

Interactive Planning Sessions (IPS)

Use of Dashboards

Conclusion

References

TCM.2535 Portfolio Scheduling – How to Achieve Success and What Does Success Look Like? John C. Philbrick, PE CCP and Francisco Cruz Moreno, PE Abstract—Initiated, implemented and maintained properly, portfolio scheduling can provide invaluable information to its users. This paper will provide examples of some of the benefits that portfolio scheduling can achieve. The paper will also discuss the implementation of some of the key processes required to ensure success in the development of a portfolio scheduling system. Some of the key components to the development of successful portfolio scheduling systems are establishment of criteria for portfolio governance, engagement of the project stakeholders; uniformity in the project schedules; quality of scheduling; and effective dashboards, tables, and reports that deliver useful data to the end user in an easily discernible manner. Use of a portfolio scheduling system enables the management to strategically prioritize which projects best meet the organization’s goals, plan for contingencies, and calculate risk at the portfolio level. The goal is to provide insightful and actionable information to the executive management responsible for managing a complex and seemingly disparate portfolio of projects. The authors have drawn upon their experience working for a large electric utility and a government agency with a multi-billion dollar per year work program. Table of Contents Abstract ....................................................................................................................................... 1 Introduction ................................................................................................................................ 3 Key Benefits to Portfolio Scheduling ........................................................................................... 3 Development of the Portfolio ..................................................................................................... 6 Development of the Schedule Template .................................................................................... 8 Schedule Development from the Schedule Template ................................................................ 9 Interactive Planning Sessions (IPS) ............................................................................................. 9 Use of Dashboards ...................................................................................................................... 12 Conclusion ................................................................................................................................... 17 References ................................................................................................................................... 18 Introduction Properly setting up portfolio scheduling will benefit enterprise programs by providing invaluable information to its users. The authors will discuss the implementation of key processes required to ensure success in the development of a portfolio scheduling system. Key components for developing successful portfolio scheduling systems are engagement of the project stakeholders; uniformity in the project schedules; quality of scheduling; and effective dashboards, tables, and reports that deliver useful data to the end user in an easily discernible manner. The intent of this paper is to provide insight into portfolio scheduling from experience in working in a real world capital improvement program for a large electric utility and government agency with a multi-billion dollar per year work program. For clarity, we have included definitions of Portfolio and Portfolio Management from both the Project Management Institute (PMI) [1] and AACE International (AACE) [2] below: 1. Portfolio: a. PMI -A collection of projects, programs and other work that is grouped together to facilitate the effective management of work to meet strategic business o

FAQs

What benefits can portfolio scheduling provide to users and executives?

Portfolio scheduling delivers actionable information that enables management to prioritize projects, understand performance at both project and portfolio levels, and support contingency planning and portfolio-level risk assessment.

Which key processes and components are required for a successful portfolio scheduling system?

Success depends on portfolio governance criteria, stakeholder engagement, uniformity across project schedules, scheduling quality, and effective dashboards, tables, and reports that present usable data clearly to end users.

How does portfolio scheduling help management prioritize and plan at the portfolio level?

By viewing all projects together, management can strategically select the projects that best meet organizational goals, plan contingencies, and calculate risks across the entire portfolio rather than in isolation.

Sep 25, 2026

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