An collage of product screens showcasing the PPM workflow within the Smartsheet application.

PPM Software Built to Accelerate Strategic Delivery

Smartsheet is a cloud-based project portfolio management (PPM) platform that helps organizations plan, execute, and track projects and portfolios in one place. With real-time portfolio visibility, automated workflows, and resource and budget tracking, Smartsheet equips PMOs and leaders with the insights they need to align strategy, streamline delivery, and make smarter decisions across the business.

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Why use Smartsheet for project and portfolio management (PPM)?

Project portfolio management software centralizes how organizations prioritize, plan, and track projects and programs. Smartsheet brings that work into one scalable platform, unifying portfolio planning, execution, and reporting. With automated workflows, AI-assisted insights, and real-time dashboards, teams can track progress, forecast capacity, and proactively manage risks.

Get unified visibility across every portfolio

Monitor project performance, budgets, and risks in real time

View program health, spend, and progress in one interactive dashboard
Keep leadership informed with roll-up reports and automated updates
Use AI-assisted analytics to identify trends and inform strategic decisions

Optimize resources and capacity

Balance people, priorities, and performance with precision

Forecast workloads with Resource Management by Smartsheet to prevent overloading team members
Reassign work dynamically as project needs shift
Ensure teams operate at the right capacity with clear visibility into skills and availability

Standardize and scale efficiently

Deliver consistent results across every project and portfolio

Use preconfigured templates and governance with Control Center
Automate project intake, approvals, and recurring workflows
Maintain compliance and consistency across departments and teams

Mitigate risks and improve predictability

Stay proactive with early visibility into project health

Track dependencies, blockers, and deadlines with dynamic Gantt timelines
Use dashboards to flag at-risk projects before they impact outcomes
Automate alerts and approvals to keep execution on track and reduce manual oversight

How Smartsheet supports the six essential jobs of PPM

1. Align portfolios to strategy

Smartsheet helps you connect strategic objectives to programs and projects, with dashboards that show how each initiative supports key business goals. Leaders get a clear line of sight from strategy to execution, making trade-off and funding decisions easier to justify.

2. Select and prioritize the right work

Use Smartsheet intake forms and scoring models to capture requests, evaluate value, risk, and effort, and compare opportunities side by side. Portfolio views make it simple to prioritize the work that delivers the highest impact across teams and business units.

3. Plan timelines, resources, and budgets

With Gantt timelines, dependencies, and connections to resource management and budget trackers, Smartsheet gives you a realistic view of schedules, capacity, and costs. You can model scenarios before committing, ensuring projects and portfolios are planned to succeed.

4. Execute and coordinate delivery

Teams manage tasks, issues, and handoffs in shared Smartsheet solutions, using automated workflows to route approvals and notify owners when work changes. Everyone works from the same live data, which reduces status meetings and keeps execution aligned and on track.

5. Monitor performance and manage risk

Smartsheet portfolio dashboards surface status, spend, capacity, and benefits in real time, while reports highlight at-risk projects and slipping milestones. Automated alerts, health indicators, and risk logs help you intervene early before issues impact outcomes at the portfolio level.

6. Learn, optimize, and scale

By comparing planned versus actuals, capturing lessons learned, and turning best practices into reusable templates and governance frameworks, Smartsheet enables continuous improvement. Your PPM process becomes more predictable, easier to scale, and faster to roll out to new teams.

For a deeper dive into each stage, explore The 6 essential components of successful project and portfolio management, which breaks down these jobs with more examples, best practices, and guidance you can put into action.

Devices showing portfolio example in Smartsheet

Watch our on-demand demo and learn how Smartsheet helps you align strategy, resources, and execution end to end.

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Key features that make Smartsheet a complete PPM solution

Portfolio Dashboards & Reporting

Executive reporting with real-time visibility into status, risks, and financials
Interactive dashboards that consolidate data from multiple teams and systems
Portfolio-level insights that help leaders track progress and make confident decisions

Standardized Project Governance & Scalable Templates

Consistent project structure, workflows, and best practices across teams
Scalable, reusable templates for faster setup and reduced manual work
Centralized work intake processes that maintain governance across programs

Automated Data Integration & Systems Syncing

Seamless data flow between Smartsheet and your core business systems
Automatic syncing of actuals, schedules, resourcing, and financials
Always-up-to-date dashboards and reports with reduced manual imports or exports

Secure Stakeholder Sharing & Controlled Access

Role-based access to protect sensitive portfolio and project information
Controlled sharing so stakeholders only see what they need
Secure collaboration across internal teams, partners, and executives

Advanced Resource & Capacity Management

Real-time visibility into capacity, workloads, skills, and availability
Forecasting tools to balance staffing and prevent team overload
Optimized resource allocation across projects, programs, and portfolios

Role-Based Work Apps for Streamlined Execution

Tailored, no-code work apps that simplify execution for each team
Unified views combining sheets, dashboards, forms, and external content
Clear, focused interfaces that reduce complexity for PMO, finance, and field teams

Want to see these features in a real portfolio? Contact us for a customized demo.

Integrations

Keep your portfolio connected across systems

Smartsheet integrates with the tools your business already relies on to manage operations, communicate, and analyze data. Sync project portfolio information across systems to eliminate silos and improve visibility.

A PPM platform built for how you work

Discover how Smartsheet empowers enterprise teams to navigate the complexities of project portfolio management with real-time visibility, AI-powered insights, and seamless collaboration.

Watch a full demo of Smartsheet for PPM

Securitas accelerates strategic decision-making with Smartsheet

The Securitas PMO uses Smartsheet to manage all project and portfolio management (PPM) processes across the organization.

Securitas, a global leader in security services, uses Smartsheet to streamline PPM and drive stronger executive decision-making. With Control Center and automated dashboards, the PMO standardized processes, consolidated 40 projects into a single source of truth, and enabled leadership to access real-time visibility into progress, risks, and resources. The team now completes biannual audits in half the time, eliminated silo tracking tools, and scaled consistent governance across departments, empowering Securitas to operate more efficiently, move faster, and manage mission-critical initiatives with confidence.

“When you’re managing 40 projects, making an update to a deadline or contact information can take a long time. Now, we can make a quick change in a Control Center template if we need to, and that will cascade down through all the existing projects. It only takes a few minutes, and I no longer have to touch all 40 projects to make a status update.”

Frank Chiocco

Director, PMO at Securitas Services USA, Inc.

Read the customer story

How different teams use Smartsheet for project & portfolio management

IT Portfolio Management

Track system upgrades, software deployments, cybersecurity initiatives, and infrastructure modernization programs in one connected portfolio. Create standardized intake workflows, align work with enterprise architecture priorities, and use real-time dashboards to monitor risks, dependencies, and budget impact across your entire IT roadmap.

Marketing Programs

Manage cross-channel campaign portfolios, creative production workflows, content calendars, and budget allocation. Prioritize initiatives based on business impact, align marketing resources to demand, and use dashboards to track performance, timelines, and spend across teams, agencies, and product lines.

Product Development

Plan and execute R&D roadmaps, feature releases, testing cycles, and cross-functional launches with full visibility into timelines, risks, and dependencies. Use Smartsheet to coordinate engineering, design, QA, and go-to-market teams; forecast resourcing needs; and ensure every release stays aligned with strategic product priorities.

Operations

Standardize processes, schedules, approvals, and workforce planning to deliver predictable, repeatable outcomes at scale. Centralize operational projects in one portfolio, automate intake and recurring workflows, and use dashboards to monitor capacity, cycle time, resource utilization, and operational performance.

Professional Services & Customer Delivery

Coordinate client projects, service delivery timelines, and revenue-impacting engagements with a portfolio view purpose-built for professional services teams. Forecast staffing needs, track billable vs. non-billable hours, manage delivery milestones, and provide clients and stakeholders with transparent, real-time status updates.

Enterprise-Wide Initiatives

Manage cross-departmental programs and strategic investments with real-time visibility into scope, spend, schedule, and risks. Use portfolio dashboards to keep executive teams informed, support enterprise planning cycles, and break down silos across business units by unifying data, resources, and communication.

Discover how Smartsheet brings people, data, and AI together to deliver projects and portfolios confidently.

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PPM Software FAQs

Smartsheet offers intuitive usability with enterprise-grade PPM capabilities. While Planview focuses on structured portfolio environments, Smartsheet balances governance with flexibility, providing AI insights, automation, and real-time dashboards accessible to both business and IT users.

Yes, Smartsheet supports complex portfolios across departments and geographies. Enterprise add-ons like Control Center, Resource Management, and Dynamic View enable standardized processes, secure data sharing, and portfolio-level visibility for large organizations.

Absolutely. Smartsheet connects with platforms like Jira, Microsoft Project, and ServiceNow. These tools allow teams to synchronize data automatically using Data Shuttle and maintain one unified source of truth.

Yes. Smartsheet supports Agile and hybrid methodologies with task boards, sprint planning, and backlog tracking. Teams can use Gantt charts for timelines and get portfolio-level reporting while maintaining flexibility.

Discover how Smartsheet brings clarity and control to every project and portfolio.