PMO implementation package

Communications and Power BI reporting implementation package

A reporting and communications layer that turns intake, charter, gate, change, risk, and issue data into decisions.

Tables

Screens

Power Fx snippets

Flow recipes

Downloadable guideCommunications and reporting build guideDownloadable implementation guide for status capture, stakeholder communications, and Power BI reporting.

Build checklist

Standardize project status and health definitions.
Build status update capture.
Create a clean reporting model from operational lists/tables.
Publish executive and working-team report pages.
Automate reminders, alerts, and report snapshots.

Workflow map

Create reporting period shell

Project manager submits update

PMO reviews and requests revisions if needed

Publish portfolio status

Refresh Power BI dataset

Send stakeholder digest

Snapshot month-end measures

Data model package

EitherStatus Updates

Weekly or monthly narrative and health record for each project.

Column	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.

Indexes

Project
Reporting Period
Overall Health
Status
Submitted Date

EitherMilestones

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

Column	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.

Indexes

Project
Forecast Date
Status

Power Apps screen package

Project managerWeekly Status Entry Screen

Capture consistent weekly status updates for reporting.

Layout

Project header
Health rating row
Narrative fields
Decisions and help needed
Submit to PMO review

Controls

frmStatusUpdate
cmbOverallHealth
cmbScopeHealth
cmbScheduleHealth
cmbBudgetHealth
txtAccomplishments
txtNextSteps
txtDecisionsNeeded
btnSubmitStatus

Formula notes

Health ratings required before submit
Red health requires help-needed notes
Submitted status locks update from project manager edits

Data sources

Status Updates
Projects
Decision Requests

PMO reviewerPMO Status Review Screen

Review, publish, or request revisions before executive reporting.

Layout

Submitted updates queue
Selected update preview
Quality checklist
Publish or request revision actions

Controls

galSubmittedUpdates
cntStatusPreview
chkNarrativeQuality
txtRevisionComments
btnPublish
btnRequestRevision

Formula notes

Publish stamps Published Date and current reporting flag
Revision sends comments back to PM
Decision-needed text can generate Decision Request row

Data sources

Status Updates
Decision Requests
Communication Log

Executive or PMO leadPortfolio Reporting Workspace Screen

Surface Power BI pages, decision queues, and report refresh status from one workspace.

Layout

Embedded report links
Red/yellow project queue
Decisions needed
Refresh and snapshot status

Controls

lnkPortfolioReport
galRedProjects
galDecisionRequests
lblLastRefresh
btnSendDigest

Formula notes

Red projects gallery filters current status update
Digest button triggers communications flow
Decision queue filters open sponsor decisions

Data sources

Status Updates
Projects
Decision Requests
Report Snapshots

Power Fx package

btnSubmitStatus.DisplayModeRequire help-needed notes for red health

Formula / code

If(
    cmbOverallHealth.Selected.Value = "Red" && IsBlank(Trim(txtHelpNeeded.Text)),
    DisplayMode.Disabled,
    DisplayMode.Edit
)

Notes

Red status without help-needed notes creates executive noise.
Show a small field-level message explaining why submit is disabled.

btnSubmitStatus.OnSelectSubmit weekly status update

Formula / code

IfError(
    Patch(
        'Status Updates',
        varCurrentStatusUpdate,
        {
            'Overall Health': cmbOverallHealth.Selected,
            'Scope Health': cmbScopeHealth.Selected,
            'Schedule Health': cmbScheduleHealth.Selected,
            'Budget Health': cmbBudgetHealth.Selected,
            'Key Accomplishments': txtAccomplishments.Text,
            'Next Steps': txtNextSteps.Text,
            'Decisions Needed': txtDecisionsNeeded.Text,
            Status: { Value: "Submitted" },
            'Submitted Date': Now()
        }
    ),
    Notify("Status update could not be submitted.", NotificationType.Error),
    Notify("Status update submitted to PMO review.", NotificationType.Success)
);

Notes

Create the status shell with a scheduled flow before the reporting period starts.
Publishing should happen after PMO review, not directly from the PM screen.

Power Automate package

FlowReporting - Create Weekly Status Shells

Trigger: Scheduled weekly before status updates are due.

List active projects.

Create draft Status Update for each project and reporting period if missing.

Email project managers with direct links.

Post PMO summary of missing drafts.

Expressions

formatDateTime(utcNow(), 'yyyy-\WW')
@equals(items('Apply_to_each_project')?['Status'], 'Active')

FlowReporting - Publish Digest

Trigger: When PMO publishes status updates or on weekly schedule.

List current published status updates.

Group red and yellow projects.

List decisions needed.

Refresh Power BI dataset.

Send executive digest email or Teams post.

Expressions

@equals(item()?['IsCurrent'], true)
join(variables('DecisionLinks'), '<br/>')

Dataverse solution package

Create solution BV PMO Reporting with publisher prefix bvpmorpt.

Tables

bv_statusupdate
bv_milestone
bv_communication
bv_reportsnapshot
bv_decisionrequest
bv_benefittracking

Choices

bv_healthrating
bv_statusupdatestate
bv_milestonestatus
bv_audience
bv_decisionpriority

Apps

Weekly Status Entry
PMO Status Review
Portfolio Reporting Workspace

Cloud flows

Reporting - Create Weekly Status Shells
Reporting - Missed Update Escalation
Reporting - Publish Digest
Reporting - Snapshot Month End

Security roles

Status Project Manager
Status PMO Reviewer
Sponsor Report Viewer
Executive Report Viewer

Environment variables

Status Due Day
Executive Digest Recipients
Power BI Workspace URL
Report Snapshot Library URL

Dashboards

Executive Portfolio Overview
Delivery Health Scorecard
Milestone Variance
Benefits Realization

Deployment checklist

Create development, test, and production environments or sites before build-out.
Create publisher prefix, solution shell, environment variables, and connection references first.
Build tables and choices before apps and flows.
Import sample template rows, then test with non-admin users.
Run approval, rejection, revision, escalation, and overdue scenarios before release.
Publish Power BI pages after validating relationships, date fields, status definitions, and security trimming.
Document owners, support mailbox, release notes, and rollback steps.

Starter files

Intake requests CSVStarter columns for demand intake, scoring, ownership, and triage decisions.Project charters CSVStarter charter fields for scope, sponsors, success measures, approvals, and assumptions.Stage gates CSVStarter criteria and review fields for stage movement and gate decisions.RAID and change control CSVStarter fields for risks, issues, actions, decisions, and change requests.Status reporting CSVStarter fields for weekly project health, milestones, benefits, and decision requests.PMO build roadmapA plain-language build order for rolling out the PMO system one tool at a time.