User stories · Persona 3 of 5

Delivery Manager

Answers for several projects across one or more client accounts, and holds the Delivery manager template. Needs to know where to look first, why, and what is landing next, without chasing project managers for updates.

Goals

Spot trouble across the portfolio early
Hold teams to promised dates
Keep projects staffed
Give clients and executives a clear weekly picture

Pain today

Status lives in slides, chats and spreadsheets
One RAG for every contract type
Overbooking found after the fact
Hours spent stitching reports together

Lives in

Dashboard
Portfolio › Health, Milestones, Staffing
Portfolio › Exceptions
Portfolio › Weekly status

A week in PMO Assist

Monday

Dashboard: key figures against last week, then Needs attention, following each reason into the project.

Midweek

Clear overbooking exceptions for direct reports; check Staffing for gaps four weeks out.

Thursday

Review milestones and releases due in the next weeks against their baselines.

Friday

Read every project's weekly status together, export one deck, share a link with the client.

How to read these stories

Each story says who wants something, what they want and why. The acceptance criteria describe how PMO Assist 2.5.2 behaves, so they double as an onboarding checklist and a demo script.

Theme	Stories
See the portfolio	DM-01 · DM-02 · DM-03 · DM-04
Hold delivery to account	DM-05 · DM-06
Keep projects staffed	DM-07 · DM-08 · DM-09
Report upward and outward	DM-10 · DM-11
Set up the portfolio	DM-12

See the portfolio

DM-01

See every project I answer for, by client and programme

Asa delivery manager, I wantone place that rates my projects with a roll-up by account and programme, so thatI see the whole portfolio without collecting updates.

Acceptance criteria

Portfolio › Health lists only projects I can see, filtered by rating and delivery model, sorted worst first, longest in a state, by account or by name.
The Portfolio's scope picker narrows every page to chosen accounts, programmes or projects, and the address carries it.
Projects with no delivery model are left out of portfolio figures rather than guessed at.

Feature: Portfolio & health

DM-02

Judge each project on what its contract pays for

Asa delivery manager, I wanteach project's overall health to be the dimension its delivery model is paid on, so thata fixed-price project and a managed service aren't judged by the same yardstick.

Acceptance criteria

Overall health uses schedule for fixed price, staffing for dedicated capacity, and flow for time and materials and managed service.
An off-track rating on any other dimension pulls an otherwise on-track project down to at risk.
A dimension with nothing to judge reads Not enough data, never on track.

Feature: Portfolio & health

DM-03

Know why a project has its rating, and how long

Asa delivery manager, I wantthe reason, the duration and the next step beside every rating, so thatI act without calling a status meeting.

Acceptance criteria

Every dimension shows its reason in plain words, such as which milestone slipped.
Each rating says how long it has stood and what it was before; a trail shows the last twelve weekly readings.
An amber or red rating links its next step: milestones, the Team page, or the overdue items.
When a project gets worse, its lead and its account's managers are notified once, with the reason.

Feature: Portfolio & health

DM-04

Start the day with what is waiting on me

Asa delivery manager, I wantmy dashboard to lead with what needs a decision, so thatI deal with the urgent things first.

Acceptance criteria

Key figures show projects off track, milestones late, long blockers, staffing gaps and statuses due, each against last week.
Needs attention lists my decisions, health warnings and long blockers, Act before Watch, with snooze and done.
Every figure is computed; nothing on the dashboard is written by AI.

Feature: Dashboards

Hold delivery to account

DM-05

See what lands in the coming weeks against what was promised

Asa delivery manager, I wantevery milestone and release due soon in one list, so thatI see slippage before the client does.

Acceptance criteria

Portfolio › Milestones lists every milestone in scope with baseline, expected date and health, filtered by how soon it is due.
Portfolio › Releases shows late releases first, then those due in 30, 60 or 90 days, with how far along each is.
Release at risk warns when a release due within 14 days is behind.

Feature: Projects & delivery

DM-06

Measure slippage against a locked baseline

Asa delivery manager, I wantmilestones to keep their committed date when forecasts move, so thatschedule health reflects what we committed to.

Acceptance criteria

Each milestone shows its baseline, expected date and variance.
Re-baselining is a separate action that asks for a reason and keeps the old date on record.
A milestone that slipped at each of the last three weekly readings is marked Still moving.

Guide: Milestones and releases

Keep projects staffed

DM-07

See staffing gaps weeks ahead

Asa delivery manager, I wantneeded hours against reserved hours per project, worst first, so thatI fix gaps before they hit delivery.

Acceptance criteria

Portfolio › Staffing lists projects in scope with hours needed against reserved over 4, 8 or 12 weeks.
Each row agrees with the project's own Team page.

Feature: People & capacity

DM-08

Decide on overbooking for my own people

Asa delivery manager who is also a line manager, I wanta queue of allocations that would overbook my reports, so thatnobody is committed beyond capacity without my decision.

Acceptance criteria

An allocation that would overbook someone becomes an exception and counts as forecast only.
Portfolio › Exceptions shows exceptions for my own reports; I approve or reject with a note.
Only an overbooked week needs a decision.

Feature: People & capacity

DM-09

Find people who are free

Asa delivery manager, I wantto see who has free time and who rolls off soon, so thatI can staff a new need quickly.

Acceptance criteria

Below the projects, Portfolio › Staffing lists who has a day a week or more free across the window, and who rolls off a commitment inside it.
Adding people to a project lists those with most free time first; skills narrow availability searches.
What the busy hours are booked to stays on each person's own page.

Feature: People & capacity

Report upward and outward

DM-10

Read all my projects' weekly status together

Asa delivery manager, I wantevery project's weekly report side by side and exportable as one file, so thatI brief leadership without assembling slides.

Acceptance criteria

Portfolio › Weekly status lists my projects with every workstream's status in one table.
From Manage I select and order projects, generate their reports, and export one PDF, PowerPoint or Excel file.
Projects I only read show their latest published week.

Feature: Status & delivery reports

DM-11

Share a status deck with a client by link

Asa delivery manager, I wanta deck link that works without signing in and stops when I choose, so thatI share progress safely outside the team.

Acceptance criteria

I set the deck title, subtitle, presenter and how long the link works.
The link shows the latest published reports, so corrections still appear.
Active links lists what I shared; Withdraw link stops it at once. A dead link reveals nothing.

Guide: Weekly status

Set up the portfolio

DM-12

Set each project's delivery model

Asa delivery manager, I wantto set how each project is contracted, so thatits health is judged on the right dimension and it counts in portfolio figures.

Acceptance criteria

A project's Settings › General › Client and contract lets me set the account, programme and delivery model.
Only organisation-wide portfolio rights (Delivery manager, Workspace manager, administrator) may change a delivery model; account owners and project managers ask us.
I can also create and edit accounts and programmes across the organisation.

Guide: Project settings