PMO technical reference

PMO data dictionary

A consolidated reference for PMO tables, columns, relationships, indexes, status models, Power BI measures, and Dataverse solution components across the build-your-own PMO toolkit.

Modules

Tables or lists

Fields

Required fields

How to use this

Treat this as the build contract for PMO data.

Start with the tables for the phase you are building, then confirm required fields, relationships, indexes, status values, and reporting measures before creating screens or flows. The table names are intentionally plain-language so they can be implemented in SharePoint first or mapped to Dataverse schema names later.

Download data dictionary Open architecture Open implementation bundle

Intake and triageImplementation package

Intake and triage

Capture demand in one place, score it consistently, and route it to the right reviewers before work becomes shadow delivery.

Status model

Draft
Submitted
Clarification Requested
Ready for Triage
Approved for Charter
Deferred
Rejected

Power BI measures

Intake Count = COUNTROWS('Intake Requests')
Average Triage Days = AVERAGEX('Intake Requests', DATEDIFF('Intake Requests'[Submitted Date], 'Intake Requests'[Decision Date], DAY))
Aging Requests = COUNTROWS(FILTER('Intake Requests', ISBLANK('Intake Requests'[Decision Date]) && 'Intake Requests'[Submitted Date] < TODAY() - 7))
Approval Rate = DIVIDE([Approved Requests], [Decided Requests])

Dataverse tables

bv_intakerequest
bv_scoringcriterion
bv_triagedecision
bv_communicationlog

Choices

bv_requesttype
bv_intakestatus
bv_complexity
bv_triagedecisiontype

EitherIntake Requests

Primary demand record submitted by business users and triaged by the PMO.

Field	Type	Required	Notes
Title	Single line text	Yes	Short request name used in queues and reports.
Request Type	Choice	Yes	Project, enhancement, automation, report, process improvement, support.
Business Unit	Choice or lookup	Yes	Use a lookup when departments need owners, sponsors, or reporting attributes.
Sponsor	Person or lookup to Contact/User	Yes	The accountable business sponsor.
Problem Statement	Multiple lines text	Yes	Capture the business pain in plain language.
Expected Benefit	Currency or number	No	Use text early if benefits are qualitative.
Complexity	Choice	Yes	Low, Medium, High. Feed scoring and routing.
Priority Score	Number	No	Calculated from weighted criteria; avoid manual entry when possible.
Current Status	Choice	Yes	Draft, Submitted, Clarification Requested, Ready for Triage, Approved for Charter, Deferred, Rejected.
Decision Reason	Multiple lines text	No	Required when rejecting or deferring.

Relationships

One Intake Request can create one Project Charter.
Many Triage Decisions can relate to one Intake Request.
Many Communication Log rows can relate to one Intake Request.

Recommended indexes

Current Status
Business Unit
Sponsor
Submitted Date
Triage Owner
Decision Date

EitherScoring Criteria

Configurable scoring rubric so the PMO can change weights without editing the app.

Field	Type	Required	Notes
Criterion Name	Single line text	Yes	Strategic alignment, benefit, urgency, risk, complexity.
Weight	Number	Yes	Use whole numbers that total 100 across active criteria.
Score Guidance	Multiple lines text	Yes	Explains what low, medium, and high scores mean.
Active	Yes/No	Yes	Deactivate instead of deleting to preserve history.

Relationships

Scoring Criteria is referenced by triage scoring controls.

Recommended indexes

Active
Sort Order

Charter and approvalImplementation package

Charter and approval

Turn approved intake into a project charter with sponsor approval, scope boundaries, estimated value, and delivery ownership.

Status model

Draft
PMO Review
Sponsor Review
Revision Requested
Approved
Cancelled

Power BI measures

Charters Awaiting Sponsor = COUNTROWS(FILTER('Project Charters', 'Project Charters'[Charter Status] = "Sponsor Review"))
Average Approval Days = AVERAGEX('Project Charters', DATEDIFF('Project Charters'[Submitted Date], 'Project Charters'[Approval Date], DAY))
Approved Estimated Value = SUM('Project Charters'[Estimated Benefit])
Revision Rate = DIVIDE([Revision Requested Count], [Submitted Charter Count])

Dataverse tables

bv_projectcharter
bv_stakeholder
bv_successmeasure
bv_approvalhistory
bv_project

Choices

bv_charterstatus
bv_stakeholderrole
bv_approvaldecision
bv_measuretype

EitherProject Charters

Formal definition of approved work before planning begins.

Field	Type	Required	Notes
Project Name	Single line text	Yes	Use consistent naming because it becomes the reporting label.
Linked Intake Request	Lookup	No	Connects the charter to original demand.
Sponsor	Person or lookup	Yes	Approver and accountable business owner.
Project Manager	Person	Yes	Delivery owner for planning and execution.
Objectives	Multiple lines text	Yes	Business outcomes, not just deliverables.
In Scope	Multiple lines text	Yes	What the project will deliver.
Out of Scope	Multiple lines text	Yes	Prevents expectation drift.
Estimated Budget	Currency	No	Use range if exact estimate is not available.
Charter Status	Choice	Yes	Draft, PMO Review, Sponsor Review, Revision Requested, Approved, Cancelled.
Approval Date	Date	No	Stamped by workflow.

Relationships

One Project Charter creates one Project.
Many Stakeholders can relate to one Charter.
Many Approval History rows can relate to one Charter.

Recommended indexes

Charter Status
Sponsor
Project Manager
Approval Date

EitherSuccess Measures

Defines how the PMO will know whether the project created value.

Field	Type	Required	Notes
Metric	Single line text	Yes	Cycle time, cost reduction, adoption, compliance, satisfaction.
Baseline	Number or text	No	Current-state value before project.
Target	Number or text	Yes	Desired future-state value.
Measurement Method	Multiple lines text	Yes	Where the number comes from and how often it is reviewed.

Relationships

Many Success Measures relate to one Project Charter.

Recommended indexes

Charter
Review Date

Stage gates and lifecycle controlImplementation package

Stage gates and lifecycle control

Move projects through standard delivery stages with clear entry criteria, exit criteria, approvals, and evidence.

Status model

Stage In Progress
Gate Prep
Gate Submitted
Gate Approved
Gate Approved with Exception
Gate Rejected
Stage Changed

Power BI measures

Projects by Stage = COUNTROWS('Projects') grouped by Current Stage
Average Stage Age = AVERAGEX('Projects', DATEDIFF('Projects'[Stage Changed Date], TODAY(), DAY))
Gate Exception Rate = DIVIDE([Gate Approved With Exception], [Gate Decisions])
Overdue Gate Count = COUNTROWS(FILTER('Gate Reviews', 'Gate Reviews'[Due Date] < TODAY() && 'Gate Reviews'[Review Status] <> "Approved"))

Dataverse tables

bv_project
bv_lifecyclestage
bv_gatecriterion
bv_gatereview
bv_evidencelink
bv_gateexception

Choices

bv_lifecyclestagechoice
bv_gatereviewstatus
bv_gatedecision
bv_evidencetype

EitherProjects

Portfolio record that moves through lifecycle stages and connects to controls, status, and reporting.

Field	Type	Required	Notes
Project Name	Single line text	Yes	Primary reporting label.
Sponsor	Person or lookup	Yes	Executive owner.
Project Manager	Person	Yes	Delivery owner.
Current Stage	Choice or lookup	Yes	Initiation, Planning, Build, Test, Launch, Closeout, Benefits Review.
Overall Health	Choice	Yes	Green, Yellow, Red, Not Rated.
Baseline Launch Date	Date	No	Original approved launch date.
Forecast Launch Date	Date	No	Current expected launch date.

Relationships

One Project has many Gate Reviews, Risks, Issues, Changes, Status Updates, and Milestones.

Recommended indexes

Current Stage
Sponsor
Project Manager
Overall Health
Forecast Launch Date

EitherGate Reviews

Approval record for moving a project from one stage to the next.

Field	Type	Required	Notes
Project	Lookup	Yes	Parent project.
Stage	Choice or lookup	Yes	Stage being reviewed.
Review Status	Choice	Yes	Draft, Submitted, Approved, Approved with Exception, Rejected.
Approver	Person	Yes	Decision maker for the gate.
Exception Reason	Multiple lines text	No	Required when approved with exception.

Relationships

One Gate Review has many Evidence Links and Gate Decisions.

Recommended indexes

Project
Stage
Review Status
Approver
Decision Date

Change, risk, and issue controlImplementation package

Change, risk, and issue control

Give delivery teams structured portals for change requests, risks, issues, actions, escalations, and decisions.

Status model

Draft
Submitted
Under Review
Action Required
Approved or Accepted
Rejected or Closed
Escalated

Power BI measures

Open Risk Exposure = SUMX(FILTER('Risks', 'Risks'[Status] <> "Closed"), 'Risks'[Probability] * 'Risks'[Impact Score])
Overdue Actions = COUNTROWS(FILTER('Actions', 'Actions'[Due Date] < TODAY() && 'Actions'[Status] <> "Closed"))
Average Issue Age = AVERAGEX(FILTER('Issues', 'Issues'[Status] <> "Closed"), DATEDIFF('Issues'[Created Date], TODAY(), DAY))
Approved Change Impact = SUM('Change Requests'[Budget Impact])

Dataverse tables

bv_changerequest
bv_raiditem
bv_action
bv_decision
bv_escalation
bv_impactassessment

Choices

bv_changetype
bv_controlstatus
bv_severity
bv_raidtype
bv_decisionstatus

EitherChange Requests

Controls scope, budget, schedule, and risk changes after charter approval.

Field	Type	Required	Notes
Project	Lookup	Yes	Project affected by the change.
Change Type	Choice	Yes	Scope, schedule, budget, resource, quality, compliance.
Reason	Multiple lines text	Yes	Why the change is needed.
Scope Impact	Choice	Yes	None, Low, Medium, High.
Schedule Impact Days	Number	No	Positive or negative variance.
Budget Impact	Currency	No	Estimated cost increase or decrease.
Status	Choice	Yes	Draft, Submitted, Under Review, Approved, Rejected, Closed.

Relationships

Many Change Requests relate to one Project.
Change approvals create Approval History records.

Recommended indexes

Project
Status
Change Type
Approver
Decision Date

EitherRisks and Issues

Operational RAID control for project uncertainty and active blockers.

Field	Type	Required	Notes
Item Type	Choice	Yes	Risk or Issue.
Project	Lookup	Yes	Parent project.
Severity	Choice	Yes	Low, Medium, High, Critical.
Probability	Number	No	Use only for risks.
Impact Score	Number	Yes	1-5 scoring for heat maps.
Owner	Person	Yes	Accountable for mitigation or resolution.
Due Date	Date	Yes	Drives reminders and overdue reporting.
Status	Choice	Yes	Open, Monitoring, Escalated, Closed.

Relationships

Many Risks and Issues relate to one Project.
Actions and Decisions can link to a RAID item.

Recommended indexes

Project
Item Type
Severity
Owner
Due Date
Status

Communications and Power BI reportingImplementation package

Communications and Power BI reporting

Convert PMO data into status communications, executive dashboards, operational queues, and stakeholder updates.

Status model

Not Started
Draft
Submitted
Needs Revision
Published
Missed

Power BI measures

Current Red Projects = COUNTROWS(FILTER('Status Updates', 'Status Updates'[Overall Health] = "Red" && 'Status Updates'[Is Current] = TRUE()))
Milestone Variance Days = DATEDIFF('Milestones'[Baseline Date], 'Milestones'[Forecast Date], DAY)
Missing Status Count = COUNTROWS(FILTER('Status Updates', 'Status Updates'[Status] = "Missed"))
Benefits Realization % = DIVIDE(SUM('Benefits Tracking'[Current Value]), SUM('Benefits Tracking'[Target]))

Dataverse tables

bv_statusupdate
bv_milestone
bv_communication
bv_reportsnapshot
bv_decisionrequest
bv_benefittracking

Choices

bv_healthrating
bv_statusupdatestate
bv_milestonestatus
bv_audience
bv_decisionpriority

EitherStatus Updates

Weekly or monthly narrative and health record for each project.

Field	Type	Required	Notes
Project	Lookup	Yes	Parent project.
Reporting Period	Date or text	Yes	Week ending or month label.
Overall Health	Choice	Yes	Green, Yellow, Red.
Scope Health	Choice	Yes	Green, Yellow, Red.
Schedule Health	Choice	Yes	Green, Yellow, Red.
Budget Health	Choice	Yes	Green, Yellow, Red.
Key Accomplishments	Multiple lines text	Yes	What changed since last period.
Next Steps	Multiple lines text	Yes	What happens next.
Decisions Needed	Multiple lines text	No	Feeds decision request queue.
Status	Choice	Yes	Draft, Submitted, Needs Revision, Published, Missed.

Relationships

Many Status Updates relate to one Project.
Decision Requests can be generated from status updates.

Recommended indexes

Project
Reporting Period
Overall Health
Status
Submitted Date

EitherMilestones

Tracks baseline, forecast, actual dates, and variance for portfolio reporting.

Field	Type	Required	Notes
Project	Lookup	Yes	Parent project.
Milestone Name	Single line text	Yes	Planning complete, build complete, UAT complete, launch.
Baseline Date	Date	Yes	Original approved date.
Forecast Date	Date	Yes	Current expected date.
Actual Date	Date	No	Set when complete.
Status	Choice	Yes	Not Started, On Track, At Risk, Late, Complete.

Relationships

Many Milestones relate to one Project.

Recommended indexes

Project
Forecast Date
Status