1. Purpose and Applications

The available features provide information from project portfolio management. They are particularly well-suited for a chatbot that assists executives, portfolio managers, controllers, and resource managers with business-related questions.

The focus is not on technical queries of individual tables or IDs, but rather on answering management questions such as:

• What portfolios, areas, and portfolio components exist, and how are they structured?
• Which projects are critical in terms of cost, time, or risk?
• Where do the plan, the forecast, and the actual differ from one another?
• Which projects provide the greatest economic benefits?
• In which areas do capacity bottlenecks occur?
• Which decisions, approvals, or milestones are overdue?

The functions can be classified into four technical levels:

1. Portfolio Structure: Portfolios, portfolio types, and areas form the organizational framework.
2. Portfolio Components and Governance: Projects, initiatives, or proposals are evaluated based on status, priority, deadlines, costs, benefits, risks, and decision points.
3. Financial Planning: Financial data can be analyzed for individual items and aggregated by portfolio area, by fiscal year, period, fund type, and financial group.
4. Capacity Planning: Resource requirements and capacity levels can be analyzed at the element and area levels by time period, capacity type, and capacity group.

A chatbot can combine multiple functions. For example, it can first determine the portfolio structure, then load the associated elements, and subsequently add financial, capacity, or decision point data. This makes it possible to handle both detailed inquiries and management overviews.

Questions that involve comparisons and prioritization are particularly useful. Whenever possible, the chatbot should not merely list results, but highlight discrepancies, outliers, and areas requiring action. When comparing financial data, the fiscal year, period, financial view, and currency must be taken into account. For capacity comparisons, the unit, capacity type, and time period must match. Technical keys and UUIDs are primarily used to link the data; in the response, subject-specific terminology should be used whenever possible.

2. List of Functions

2.1 Portfolio Structure and Organizational Framework

Function	Business Benefits and Appropriate Research Questions
PROJECT_PORTFOLIO	Provides information on existing project portfolios, including type, approval status, and details on creation and changes. Suitable for questions such as: Which portfolios are active or approved? Which portfolios were last modified?
PROJECT_PORTFOLIO_BUCKET	Provides information on the areas within a portfolio, including status, currency, capacity unit, and planning and carryover periods. Suitable for analyzing the organizational structure and planning responsibilities.
PROJECT_PORTFOLIO_TYPES	Provides the technically defined portfolio types and, if applicable, the corresponding transfer type. Supports the classification of portfolios according to the business model.
PROJECT_PORTFOLIO_TYPES_TEXT	Adds easy-to-understand, language-specific labels to portfolio types. This is important for ensuring chatbot responses are easy to read rather than consisting of technical codes.

Typical business management questions:

• How is the project portfolio organized by area?
• Which areas are open for financial or capacity planning?
• Which portfolios do not yet have "Approved" status?
• What types of portfolios does the company use?

2.2 Portfolio Components, Status, Risks, and Governance

Function	Business Benefits and Appropriate Research Questions
PORTFOLIO_ITEM	Central function for projects, initiatives, and proposals. It includes, among other things, status, phase, priority, escalation, budget, schedule, risk, and staffing status; planned and actual costs; revenue; expenses; deadlines; and financial metrics such as net present value, ROI, internal rate of return, payback period, and expected benefits. Suitable for portfolio dashboards, rankings, variance analyses, and management reports.
ITEM_DECISION_POINT	Provides decision points for a portfolio item, including planned, forecast, and actual dates, as well as status. Suitable for governance questions: Which decisions are overdue? Which approvals are coming up soon? Where are decision deadlines shifting?

Typical business management questions:

• Which projects have escalated or have a critical status according to the traffic-light system?
• Which projects are exceeding their budget or schedule?
• Which elements have high priority but low expected value?
• Which proposals should be prioritized based on their benefits, risks, and effort required?
• At which decision points is immediate action required?

The function PORTFOLIO_ITEM is the most important foundation for management-oriented chatbot responses. It enables a comprehensive assessment of cost-effectiveness, implementation status, and risk. As a result, the chatbot can, for example, not only identify projects with high projected costs but also check whether these projects have a low net present value, a low probability of success, or a critical staffing status.

2.3 Financial Planning and Financial Management

Planning Data

Function	Business Benefits and Appropriate Research Questions
PRJ_PRTFLO_FIN_PLAN_DATA_FOR_ITEM	Provides periodic financial planning data for individual portfolio elements. Suitable for detailed analyses by fiscal year, period, financial view, financial type, financial group, and currency.
PRJ_PRTFLO_FIN_PLAN_DATA_FOR_BUCKET	Provides aggregated financial planning data for portfolio segments. Suitable for budget allocation, segment comparisons, and identifying financial priorities or bottlenecks.

Financial Views, Settings, and Assignments

Function	Business Benefits and Appropriate Research Questions
PROJECT_PORTFOLIO_FINANCIAL_TYPE	Describes the financial views used and their application to areas, elements, or initiatives. Helps clarify which plan or actual view is relevant from a business perspective for an analysis.
PRJ_PORTFLO_FIN_PLN_STTG	Provides financial planning settings, such as roll-up source, controlling version, amount type, and applicability. Important for interpreting aggregated values and planning processes.
FINANCIAL_PLAN_TYPES_TO_PORTFOLIO_TYPE	Assigns the permitted financial plan types, financial types, and financial groups to portfolio types. This is useful for determining which financial views can be used in a portfolio.

Financial Types, Financial Groups, and Texts

Function	Business Benefits and Appropriate Research Questions
PRJ_PRTFLO_FIN_CATEGORY	Provides financial types and their accumulation logic. Supports the correct interpretation of periodic and cumulative amounts.
PROJECT_PORTFOLIO_FINANCIAL_GROUPS	Provides the mapping of financial groups to financial types. Enables business-oriented grouping, such as by cost or revenue elements.
PROJECT_PORTFOLIO_FIN_CATEGORY_TEXT	Adds easy-to-understand labels to financial types.
PROJECT_PORTFOLIO_FIN_GROUPS_TEXT	Adds easy-to-understand labels to financial groups.
PROJECT_PORTFOLIO_FIN_TYPES_TEXT	Adds easy-to-understand labels to financial views.

Typical business management questions:

• Which areas or projects show the largest budget variances?
• How do planned, projected, and actual costs change over the course of the year?
• In which financial categories do the highest expenses occur?
• Which projects account for a disproportionately large share of portfolio costs?
• How is the budget allocated across departments, projects, and periods?

To ensure reliable results, the chatbot should compare the plan, forecast, and actual figures only within comparable financial perspectives and currencies. Depending on the settings, aggregated division-level values can be rolled up from subordinate elements or planned independently.

2.4 Capacity and Resource Planning

Planning Data

Function	Business Benefits and Appropriate Research Questions
PRJ_PRTFLO_CAP_PLAN_DATA_FOR_ITEM	Provides periodic capacity planning data for individual portfolio elements. Suitable for analyzing resource requirements by time period, capacity type, capacity group, and unit.
PRJ_PRTFLO_CAP_PLAN_DATA_FOR_BUCKET	Provides capacity planning data for portfolio areas. Suitable for analyzing area utilization, resource budgets, and comparing aggregated demand.

Capacity Views, Settings, and Assignments

Function	Business Benefits and Appropriate Research Questions
PROJECT_PORTFOLIO_CAPACITY_TYPE	Describes capacity views and their use in areas, elements, and initiatives.
PROJECT_PORTFOLIO_CAP_PLN_STTG	Provides settings for capacity planning, specifically roll-up logic, amount type, planning processes, and applicability.
CAPACITY_PLAN_TYPES_TO_PORTFOLIO_TYPE	Assigns the available capacity views, capacity types, and capacity groups to portfolio types.

Capacity Types, Groups, and Texts

Function	Business Benefits and Appropriate Research Questions
PRJ_PRTFLO_CAP_CATEGORY	Provides the defined capacity types, such as different resource or activity types.
PRJ_PRTFLO_CAP_CATEGORY_TEXT	Adds easy-to-understand labels to capacity types.
PRJ_PRTFLO_CAPACITY_GROUP_DETAILS	Provides details on the assignment of capacity groups and capacity types.
PRJ_PRTFLO_CAPACITY_GROUP_TEXT	Adds easy-to-understand labels to capacity groups.
VW_TYPE_CAPACITY_TEXT	Adds clear labels to capacity views.

Typical business management questions:

• Which projects will require the most resources in the coming months?
• In which areas or capacity groups do peak demands occur?
• Which projects are competing for the same set of resources during the same time period?
• How are capacity requirements distributed across portfolio areas and periods?
• Which projects have a critical staffing status and, at the same time, a high planned workload?

Capacity data primarily reflects demand or the planned quantity. A true overload analysis requires that the available capacity range be included in the planning view being used or be derivable from the division data. The chatbot should only add or compare quantities if the units match.

2.5 Recommended Cross-Functional Analyses

The greatest business benefit comes from combining several functional groups:

• Portfolio Dashboard: Link portfolios to areas containing portfolio items; summarize critical budget, schedule, risk, and staffing status.
• Budget Management: Combine element master data with periodic budget data; analyze variances by business area, project, financial group, and time period.
• Resource Management: Link capacity planning data to the priority, schedule status, and business value of the portfolio items.
• Investment Prioritization: Jointly evaluate ROI, net present value, payback period, expected benefits, the likelihood of technical and economic success, and risk.
• Governance Monitoring: Link decision points to element status, escalation, and forecast dates to identify overdue or at-risk decisions.

3. The Five Most Important Sample Prompts

1. Management Overview of Portfolio Status

Create a management overview of all active portfolio items. For each item, show the status, priority, budget status, schedule status, risk status, staffing status, and escalation flags. Highlight the ten most critical items and briefly explain why action is needed. Group the results by portfolio area.

This prompt provides a compact portfolio dashboard and combines organizational structure with key performance indicators.

2. Budget, Cost, and Forecast Analysis

Analyze the portfolio's financial situation for the current fiscal year. For each portfolio area and portfolio element, compare the budget, planned costs, actual costs, and projected total costs. Identify the largest absolute and percentage variances, specify the financial groups affected, and outline the most significant financial risks for management.

The prompt supports budget control, forecasting, and the identification of key cost drivers.

3. Capacity Constraints and Prioritization

Analyze capacity requirements for the next twelve months by portfolio area, capacity type, and capacity group. Identify periods with particularly high demand and show which portfolio elements are causing these peaks. Take into account priority, staffing status, schedule status, and expected economic benefits, and propose a reasonable order for resource allocation.

This prompt combines resource planning with strategic prioritization. Suggestions for resource allocation should be presented as a decision-making aid rather than as an automatic decision.

4. Cost-Effectiveness Ranking of Projects

Rank the portfolio elements according to their economic attractiveness. Consider net present value, ROI, internal rate of return, payback period, expected economic benefits, and the technical and economic probability of success. Compare these metrics with the projected costs and project risk. Classify the elements into „prioritize,“ „review further,“ and „critically evaluate,“ and justify your classification.

This prompt is suitable for investment decisions and for preparing for portfolio or approval committee meetings.

5. Overdue and At-Risk Decision Points

Display all active decision points whose scheduled or projected decision date has passed or falls within the next 90 days. Assign them to the respective portfolio elements and portfolio areas. Update the element’s status, escalation flags, risk status, budget status, and schedule status, and prioritize the decision points by urgency.

This prompt supports governance and committee management by providing a holistic view of deadlines, project status, and urgency.