
Mastering Project Portfolio Management: organize, prioritize, optimize
What sets a thriving business apart from a sea of similar startups? Is it the groundbreaking idea behind the brand, a team driven by passion, an agile response to market demands, or perhaps meticulous planning and strategic resource allocation? The truth is, it’s all of the above factors.
As a business striving for success, you should be focusing mainly on:
- Getting measurable returns on investments and clear ROI
- Monitoring both internal and external initiatives
- Effectively allocating resources and planning your projects
- Keeping an eye on transparency and accountability across operations
Planning serves as the cornerstone of success among the listed elements. This is where proMX 365 Project Portfolio Management (PPM) comes into play. It delivers a set of tools that can help you efficiently manage project portfolios, make strategic decisions, optimize resource allocation, and ensure that projects align with your business objectives.
Who is proMX 365 PPM made for?
If you’re unsure whether your business could benefit from a PPM makeover, ask yourself if your organization matches the description of the target audience:
- Companies of different sizes and industries that manage multiple internal and/or external projects simultaneously
- Companies that already work in a Microsoft environment, and consider a Microsoft solution for covering their PPM needs
What issues does PPM solve?
Before choosing a PPM solution, consider asking yourself what aspects of your business you wish to improve. Some of the most common issues that bring project managers to search for such solutions are listed below:
- Limited visibility into real-time project status
- Departments working in silos with different, inadequate tools
- Difficulty in fostering collaboration and communication among project teams
- Challenges in optimizing resource allocation across multiple projects
- Lack of effective prioritization, risk management, and issue resolution
Key features of the proMX 365 Project Portfolio Management solution
Imagine spending years navigating the market, testing different products, and carefully combining them to meet your business needs. Now, picture someone who has already done all that work for you, providing a complete solution, ready to go and packed with features:
- Portfolio and program management
- Portfolio timeline application
- Portfolio cost and budget controlling
- Enhanced project controlling
- Project dependencies
- Custom controls (risk matrix, date period picker, multi-option set)
- Risks, and issue tracking including custom KPls
- Baseline, comparisons, and scenario planning
- Advanced reporting with Power BI
- Support for Microsoft Copilot
The list above is already impressive, but keep in mind that proMX solutions can be tailored to meet the evolving needs of your enterprise.
Project Portfolio Management solution in action
Now, let’s move on to a more practical side of today’s topic and explore proMX 365 Project Portfolio Management solution in action:
Customizable grid and filters
PPM provides a split-screen interface that allows you to keep an eye on many things at the same time:
- Left panel – Hierarchy grid:
- Displays data in a hierarchical structure that can be tailored to fit your specific needs
- Offers customizable columns, allowing you to organize information in the order you prefer. For instance, if the Customer field has different names across tables, PPM allows you to merge them into a single column
- Includes general and personalized filters under My Portfolios, allowing you to sort data using system or user-defined views
- Provides quick access to additional information about portfolios, projects, or tasks via a right-click menu
- Right Panel – Gantt Chart:
- Visualizes data from the hierarchy grid, offering a clear overview of portfolios, projects, start and end dates, durations, completion statuses, and dependencies
- Enables drag-and-drop functionality to adjust projects and create connections between them
- Automatically updates related projects when changes are made, ensuring consistency across timelines
- Comparison feature:
- Allows side-by-side comparison of portfolios for better decision-making
- Particularly useful for project managers to evaluate progress, resource allocation, and alignment with business goals

Advanced budget planning with PPM
Another crucial aspect of a successful business is a well-planned budget. PPM accompanies you in every stage of budget management, from creation to submission and approval.
Its flexible structuring capabilities allow you to allocate budget limits at the top level and distribute them across programs and projects. All fields, including prefilled ones, remain editable. In order to keep track of all the changes, you can save and compare different budget versions for thorough documentation.
With PPM, you can dive deep into even the tiniest budget detail to make sure your financial goals align with project requirements.
Copilot: AI-powered assistance from portfolio management
Copilot has already become a trusted wingman for all business aspects, from CEOs to customer support. Project Portfolio Management solution is no exception:
- Ask Copilot to analyze portfolios, budgets, or tasks and receive actionable suggestions for improvement.
- Let Copilot recommend corrections, identify risks, and enhance planning efficiency.
The future roadmap for the PPM solution
Currently, ProMX 365 PPM is seamlessly integrated with several applications: Dynamics 365 Project Operations, Microsoft Planner, Power Apps, and Power Platform.

What’s planned for 2025?
There are updates planned for each quarter of the following year:
Quarter 1: Financial view
The first update is going to provide more insights into your financial planning. For example, you will be able to see how your assignments are structured throughout the project execution. The functionality will be added to the Gantt chart.
With the support for project contracts and quotes added, you will be able to connect your portfolios earlier in your process and really see how the progress is going.
Quarter 2: Resource view
Resource allocation, resource planning, and scheduling are big points for improvement. With this view, you should be able to manage talents across projects, portfolios, or even across the entire organization.
Moreover, the financial planning will also get the scenario planning update, which will include the scenario planning.
Quarter 3: Implementation of Viva Goals
proMX is working towards having Viva Goals present at the portfolio level. This goes hand in hand with OKRs, benefits, and reaching goals.
Quarter 4: Advanced resource staffing
Last but not least, the major update of 2025 is going to be customizable error handling. You will be able to set up your own rules that align with your business the most.
Conclusion
If you’re looking for a customizable solution that will fit your business’s needs, look no further. proMX 365 Project Portfolio Management allows you to prioritize and oversee your project portfolio, manage financials and resources, and gain valuable data insights for informed decision making.
It already revolutionized the rail transport industry, and your business can be next. Feel free to contact the experts at proMX for more information! We are always glad to help you get a quick and comprehensive overview of your project portfolio.