A portfolio is a group of projects with the same function or theme. Portfolios should contain a description of the portfolio, information about the owner and governance team, a list of any projects it contains, a list of contacts, and shared folders.
The description of the portfolio should explain what kinds of projects it contains, and why the portfolio exists. This section is important for determining which portfolio projects belong in, and builds consensus on what the portfolio should contain.
The owner and governance team should be mentioned in the portfolio. It is important to have this information available to know who to inform or consult about changes to the portfolio or its contents.
The list of projects should contain any projects that are within the portfolio's description or scope. The projects should be listed within the portfolio to keep track of what projects of that type are running, and who is responsible for them. This information also keeps track of if the portfolio becomes obsolete.
The list of contacts should contain contact information for anyone associated with the portfolio. Anyone who might need to be contacted should have information registered here, in case it is necessary to get in touch with them.
Shared folders should contain any information that can be used by people working with the portfolio. They can contain attachments such as actions, comments, files, images, and notes. Shared folders are important because they allow for easy sharing of information.
Keeping a record of portfolios is important for creating and managing projects, and the information associated with them. They prevent redundant searches for information and duplicate projects from being completed, so all work adds value to the company.