--- title: The Top 9 PPM Requirements --- # The Top 9 PPM Requirements Last Reviewed: March 3, 2026 13 min read [No comments](https://www.selecthub.com/ppm/ppm-requirements/#respond) [ ![Christina George](https://www.selecthub.com/wp-content/uploads/2024/03/cropped-Christina-Headshot-96x96.png) ](https://www.selecthub.com/author/christina-george/) [Written by Christina George](https://www.selecthub.com/author/christina-george/) Technical Content Writer [ ![Dianna Dragonetti](https://www.selecthub.com/wp-content/uploads/2024/02/cropped-Dianna-Headshot-96x96.jpg) ](https://www.selecthub.com/author/dianna-dragonetti/) [Edited by Dianna Dragonetti](https://www.selecthub.com/author/dianna-dragonetti/) Content Editor [ ![Joan Akash](https://www.selecthub.com/wp-content/uploads/2024/02/cropped-Joan-Akash-96x96.png) ](https://www.selecthub.com/author/joan-akash/) [Technical Research by Joan Akash](https://www.selecthub.com/author/joan-akash/) Senior Analyst Table of Contents * [Top PPM Requirements Checklist](#Top%5FPPM%5FRequirements%5FChecklist) * [1\. Portfolio Management](#1%5FPortfolio%5FManagement) * [2\. Agile Portfolio Planning](#2%5FAgile%5FPortfolio%5FPlanning) * [3\. Demand and Idea Management](#3%5FDemand%5Fand%5FIdea%5FManagement) * [4\. Project Management](#4%5FProject%5FManagement) * [5\. Team Collaboration](#5%5FTeam%5FCollaboration) * [6\. Financial Management](#6%5FFinancial%5FManagement) * [7\. Resource Management](#7%5FResource%5FManagement) * [8\. Platform Features](#8%5FPlatform%5FFeatures) * [9\. Dashboards and Reporting](#9%5FDashboards%5Fand%5FReporting) * [Top Features Users Look For](#Top%5FFeatures%5FUsers%5FLook%5FFor) * [FAQs](#FAQs) * [Next Steps](#Next%5FSteps) Managing dozens or even hundreds of projects that are in motion across your organization can feel like trying to track every character in the Lord of the Rings with just a pen, paper and your memory. It’s possible (Tolkien did it), but it would be so much easier if you could leverage that all-seeing eye. Lucky for us, we don’t need to become fictional supervillains to access [project portfolio management software](https://www.selecthub.com/c/ppm-software/) — that one ring to rule them all in the domain of PPM. [Get our Requirements Template for PPM Software](https://pmo.selecthub.com/ppm-software-requirements-onsite/) If you’re looking for PPM requirements to kickstart your software selection journey, I’ve got you covered. With a little help from our analysts, user insights and hours of personal research, I compiled a checklist of all your must-have PPM features. **Here’s what you’ll get from this article:** * A handy checklist to ensure you don’t miss any essential features and capabilities. * A free PPM software requirements template to get started. * Tips from PPM experts to get the most out of your requirements-gathering process. ## Top PPM Requirements Checklist [Portfolio Management](#group%5F417) Get a bird’s eye view of your projects and optimize efficiency by grouping projects into portfolios with roadmaps and inter-project dependencies and scoring. [Learn more](#1%5FPortfolio%5FManagement) [Agile Portfolio Planning](#group%5F690) Move tasks through stages or sprints using the board view. Build stories and story points and epics to break down and track your work and use the portfolio plan to pull epics in a timeline view. [Learn more](#2%5FAgile%5FPortfolio%5FPlanning) [Demand and Idea Management](#group%5F404) Access multi-level ideas and requests from a central repository and create workflow rules to route them to team members. Evaluate and implement proposals stage-gate or phase-gate methodology. [Learn more](#3%5FDemand%5Fand%5FIdea%5FManagement) [Project Management](#group%5F323) Streamline project creation with customizable templates from previous projects. Set milestones, create tasks and subtasks, track time and highlight critical paths. [Learn more](#4%5FProject%5FManagement) [Team Collaboration](#group%5F394) Communicate with team members via group chat, one-on-one direct messaging, mentions, and notes and comments. View your team’s activity in real time with a live feed and shared calendar. [Learn more](#5%5FTeam%5FCollaboration) [Financial Management](#group%5F224) Stick to estimated costs by creating and monitoring budgets, setting up project cash flow estimates and tracking costs. Create invoices, access multiple billing models and measure earned value analysis. [Learn more](#6%5FFinancial%5FManagement) [Resource Management](#group%5F921) Optimize resources by tracking skills, viewing workloads and scheduling resources based on preset criteria. Use past data to manage personnel availability. [Learn more](#7%5FResource%5FManagement) [Platform Features](#group%5F436) Set custom workflows, branding, fields and important email alerts. Create contacts, define OKRs, manage a central document repository, use a native app and search for keywords. [Learn more](#8%5FPlatform%5FFeatures) [Dashboards and Reporting](#group%5F551) Get an overview of your business from a user homepage and customizable dashboard. Generate interactive chart visualizations and pre-built, custom and scheduled reports. [Learn more](#9%5FDashboards%5Fand%5FReporting) We’ve onboarded over 100,000 users into our software selection platform, and, in the process gained a wealth of insights into their usage patterns based on industry, company size and user persona. By leveraging this data, we’ve identified key features you should consider to minimize the risk of selecting the wrong software. ![PPM Software Requirements Project Summary in SelectHub Express App]() Create your own personalized PPM requirements checklist. Our goal is to empower you to benefit from the collective experience of your peers who’ve embarked on the same journey before you. You can use this guide as a template for deciding what your business needs from its next system. [Get our Requirements Template for PPM Software](https://pmo.selecthub.com/ppm-software-requirements-onsite/) You’ll notice a lot of overlap between PPM software and project management software. However, there are differences. Most major systems, such as [Microsoft Project](https://www.selecthub.com/p/project-management-software/microsoft-project/), include tools for both needs. Smaller systems, though, may only provide functionality specific to project management. Before we get started, I want to stress that this is a general list. Not every software will have each element. ![PPM Software Key Requirements]() ### 1\. Portfolio Management First things first, you’ll need to improve visibility and centralize project progress by grouping projects into portfolios and setting up inter-project dependencies. Build your very own interactive map of all the projects in your portfolio with a high-level overview of duration, progress and milestones. Make sure you’re prioritizing the right projects by creating a project-scoring model determined by defined and weighted custom fields and accessing efficient frontier analysis for expected returns. ![Planview project request dashboard with approval statuses, priority scores, and sponsor details]() An example of Planview’s project scoring. [Source](https://www.planview.com/products-solutions/solutions/project-portfolio-management/) Don’t let unforeseen circumstances rock the boat. Use what-if scenario analysis with simulated changes and exception management to see the impact across portfolios. Get real-time visibility into project health by creating custom KPIs. ### 2\. Agile Portfolio Planning It feels like you can’t throw a stick without hitting an Agile enthusiast. And there’s good reason for it too, considering the [world’s most valuable firms use it](https://www.forbes.com/sites/stevedenning/2024/02/26/why-the-worlds-most-valuable-firms-are-so-agile/). Access a board view of sprint projects complete with stories, story points and epics to break down and track work. Use the portfolio plan with a timeline view to pull epics from any project or team and analyze progress against a target with burnup and burndown charts. ![Planforge sprint planning board displaying tasks across multiple sprints and backlog]() View sprint projects using Planforce’s board view. [Source](https://www.planforge.io/en/software/project-management) ### 3\. Demand and Idea Management Get from ideation to action with a central repository of employee ideas and requests and custom workflow rules to automatically route them from request queues. Assess ideas using metrics like priority, cash flow, risk market strategy and ROI. ![Project request form for router upgrade to improve data capacity in Planview]() Use forms to create a central repository of employee ideas and requests. [Source](https://www.planview.com/products-solutions/products/adaptivework/new-project-demand-request/) Implement stage-gate or phase-gate methodology with defined workflows divided by stages and phases. Encourage employee ideas with work request forms and inter-organization voting for ideas or proposals. [Get our Requirements Template for PPM Software](https://pmo.selecthub.com/ppm-software-requirements-onsite/) ### 4\. Project Management Speed up project creation with customizable templates built from past projects with milestones, recurring tasks and files. Visualize project progress with checkpoints, Gantt charts, team-centric views and a critical path. Track work items through hierarchical representations of portfolios with a breakdown structure and task management. ![Adobe Workfront project scheduling dashboard showing tasks, timelines, and team roles]() Track project progress and individual work items using multiple views. Ace time management by tracking time on the tasks with timers and configuring timesheets to track and approve time entries. Lock timesheets to prevent unnecessary edits and separate time tracking into billable and non-billable hours. Minimize hiccups by evaluating and scoring risks based on how they impact a project. ### 5\. Team Collaboration Keep everyone in the loop with chat rooms and team conversations for announcements and a shared calendar view to update team members on project schedules, milestones, events and meetings. Get real-time insights into actions performed on tasks, projects, files and work items through an activity stream. Minimize context switching and keep team members on the same page with the next steps and corrections by adding notes and comments (with mentions) to projects and tasks. ### 6\. Financial Management Projects can be notorious for two things: taking longer than planned and blowing through your budget. You can’t stick to a budget if you have no way to monitor it. Create budgets to track estimated costs and how the money is spent against financial targets. Set up project cash flow estimates using factors like expected project costs, potential revenue and contributing project costs. ![Planisware Financial dashboard with cost breakdown, cashflow chart, and risk analysis]() Manage your budget by tracking estimated costs versus actual costs. [Source](https://planisware.com/project-and-portfolio-management-ppm) Part of budgeting is tracking time and expenses (and then paying for them). Use employee timesheets to calculate labor costs. Some systems will update the budget automatically, giving you a real-time view. You’ll also have control over multiple billing models for different projects like time-and-material and fixed-price milestones to track billing amounts. Create invoices from scratch or with templates. And integrations with apps such as Xero and QuickBooks provide additional accounting functionality. [Get our Requirements Template for PPM Software](https://pmo.selecthub.com/ppm-software-requirements-onsite/) ### 7\. Resource Management To illustrate the importance of properly managing your workforce, picture a busy construction site. The crews are in the middle of erecting a new apartment building and you’re in charge of overseeing the operations. Each element (electrical, plumbing, etc.) is its own project. The beauty of PPM tools is that they let you perch above the worksite so you can see everything that’s happening rather than having a limited view from the ground. From that vantage point, it’s much easier to keep tabs on each project and assign workers to the most pressing ones first. ![Bubble PPM dashboard displaying resource assignments and project capacity]() Manage your team members’ workloads by setting assignments. [Source](https://bubblegroup.com/pmo-resource-management-tools-project-portfolio-management-ppm-software/) When you’re managing several projects at once, it’s vital to make sure you’re not overloading team members. Equally important is the need to allocate resources based on project priority. With charts, calendars and other visual layouts, you can accurately conduct capacity planning and update information in real time as projects progress. One example is the Portfolio add-on for [Jira](https://www.selecthub.com/p/project-management/jira/). Its scope, team and releases sections enable you to add task dependencies, prioritize issues, manage teams and individual members, schedule releases, and more. ### 8\. Platform Features Having a complex PPM solution without the basic features is like having a top-of-the-line smartphone with one GB of space — you’re not going to be able to do much with it for long. View tasks, projects and spaces in a spreadsheet format and use color-coding to visually differentiate data. Personalize your projects with custom fields, workflow rules, branding and triggers for email alerts. Streamline document management with a searchable centralized repository where you can upload attachments, share files and view and manage past documents. Increase accessibility with native iOS and Android apps, multi-language and currency support, a web portal, offline mode and external collaborator access. Other capabilities include custom OKRs, an AI-based chatbot, contact creation, and notifications and alerts. ### 9\. Dashboards and Reporting When you’re managing dozens of portfolios, a user home page with an overview of all your workspaces just makes sense. For a more in-depth analysis of KPIs, configure customizable dashboards for individual projects, project groups and teams. Visualize data using interactive pie, tabular, scatter and bubble charts and trend lines. ![Celoxis portfolio dashboard displaying profit, resource utilization, and billing efficiency]() Get an overview of your portfolios using customizable dashboards. [Source](https://www.celoxis.com/lp-project-portfolio-management-software) Think of reports like a thermometer — they give you a clear reading of the state of your portfolio at any given time. Check the temperature with a set of standard pre-built reports and templates for productivity, named resources, scenario comparisons, expense summaries and resource overloads. Schedule custom reports using data pulled from your portfolios and export reports in Excel or PDF formats. By checking in at regular intervals, you’ll gain insight into trends. For example, if a specific type of project shows a historical tendency to run over budget, you’ll know to identify it as a higher risk or allocate more budget space. The result? Smarter planning and better decision-making. [Get our Requirements Template for PPM Software](https://pmo.selecthub.com/ppm-software-requirements-onsite/) ## Top Features Users Look For Buying PPM tools on the fly would be like simply walking into Mordor. So, I asked PPM software users to brief us about their top requirements. While PPM requirements aren’t one-size-fits-all, here are a few of their non-negotiables. For Derek Pankaew, Founder of [Listening.com](https://listening.com/), simple integration won’t tick all the boxes. ![Derek Pankaew]() It’s not enough for a tool to “integrate”—it must eliminate friction and actively enhance team productivity. For example, a PPM might claim compatibility with Slack or Jira, but if its integrations don’t surface actionable insights or allow bi-directional updates (e.g., automatically syncing timelines across platforms), it creates noise instead of efficiency. We once trialed a PPM that ticked every box—usability, scalability, and cost. But its integrations were shallow, requiring manual updates between systems. What was supposed to save time ended up draining it. We switched to a PPM with smarter, deeper integrations, and the difference was night and day. Productivity didn’t just improve incrementally; it skyrocketed. This experience led me to develop what I call the ‘Integration Depth Test.’ During PPM evaluations, I ask: Can this tool automate workflows my team already uses and replace manual effort? If the answer is no, no amount of usability or scalability makes it worthwhile. Derek Pankaew Founder, Listening.com Ruth Jennifer Cruz, Product Manager at [Wolf King USA](https://wolfkingusa.com/), believes PPM tools need to grow as you go. ![Jennifer Cruz]() At our company, where growth and adaptation are constants, our PPM system needs to effortlessly expand with us. Any tool we adopt should be able to handle an increasing load of projects and complexity without faltering. Previously, a tool we selected failed to meet our expanding needs, leading to significant delays and a frantic search for a suitable replacement—both costly and resource-intensive. Our PPM tool must support our future ambitions without the need for disruptive upgrades. It’s all about finding a solution that grows as we do, ensuring our operations remain smooth and scalable. Jennifer Cruz Product Manager, Wolf King USA [Get our Requirements Template for PPM Software](https://pmo.selecthub.com/ppm-software-requirements-onsite/) ## FAQs [What is the difference between project management and project portfolio management?](#group%5F966) PPM software is how project managers oversee a variety of current and future projects within an organization. The goal of project portfolio management is to provide a comprehensive view of details from financials to resources and show how projects relate to each other. This gives executives and managers a bird’s-eye view so they can compare and prioritize projects based on business strategies. It’s kind of like hopping on Google Maps and zooming out so you can see the entire globe. You get a feel for how the countries, continents and oceans fit together to create the big picture. [Project management software](https://www.selecthub.com/project-management/project-management-software-features/), on the other hand, helps you manage individual projects. PM solutions are like the offensive and defensive coordinators on a football team — they have one specific focus rather than running the overall strategy. [Get our Requirements Template for PPM Software](https://pmo.selecthub.com/ppm-software-requirements-onsite/) ## Next Steps The goal of this PPM requirements checklist isn’t to give you a bunch of boxes to tick off in your quest for a solution. Rather, it’s to create a map with a bird’s eye view of everything you need to chart your route to the right solution. Looking for a downloadable version? Check out our free [requirements template](https://pmo.selecthub.com/project-management-requirements-onsite/) and let the adventure begin! Did we miss any major PPM requirements? Let us know in the comments! ### Trending Topics #### [PPM](https://www.selecthub.com/category/ppm/) [The 10 Best Project Portfolio Management (PPM) Tools of 2026](https://www.selecthub.com/ppm/10-popular-ppm-tools/) [Most PPM software promises you control and clarity, but it’s too easy to end up… ](https://www.selecthub.com/ppm/10-popular-ppm-tools/) [ ![Christina George](https://www.selecthub.com/wp-content/uploads/2024/03/cropped-Christina-Headshot-96x96.png) Christina George ](https://www.selecthub.com/author/christina-george/) Mar 13, 2026 #### [PPM](https://www.selecthub.com/category/ppm/) [PMO Software: A Comprehensive Guide](https://www.selecthub.com/ppm/ins-outs-pmo-software/) [Iterative work can quickly get out of hand if you don’t monitor it closely. A… ](https://www.selecthub.com/ppm/ins-outs-pmo-software/) [ ![Pragya Singh](https://secure.gravatar.com/avatar/8cdb3e6f90987f69b331e1d6ac3bf25a91765db0a9fd277406bff4e039f1edbb?s=96&d=mm&r=g) Pragya Singh ](https://www.selecthub.com/author/pragya-singh/) Mar 03, 2026 #### [PPM](https://www.selecthub.com/category/ppm/) [Program Management vs. Project Management vs. Portfolio Management](https://www.selecthub.com/project-management/ppm/project-management-and-program-management-and-portfolio-management/) [Managing projects is at the heart of all business endeavors. Finding suitable project management software… ](https://www.selecthub.com/project-management/ppm/project-management-and-program-management-and-portfolio-management/) [ ![Pragya Singh](https://secure.gravatar.com/avatar/8cdb3e6f90987f69b331e1d6ac3bf25a91765db0a9fd277406bff4e039f1edbb?s=96&d=mm&r=g) Pragya Singh ](https://www.selecthub.com/author/pragya-singh/) Mar 03, 2026 Originally published in March 2019 and last updated in March 2026\. Contributions from Christina George, Joan Akash, Manan Roy, Dianna Dragonetti, Derek Pankaew, and Ruth Jennifer Cruz. ## About the Contributors The following SelectHub team members and subject matter experts helped research, create, and review this content. [ ](https://www.selecthub.com/author/christina-george/) Written by [Christina George](https://www.selecthub.com/author/christina-george/) Technical Content Writer An Associate Editor at SelectHub, Christina George creates and edits articles spanning project management, CPQ, CRM, marketing automation and home health software. As a Bachelor of Arts graduate with a triple major in Economics, Political Science and Sociology, her aim is to bring an integrated and simplified approach to long-form technical content. Formerly a food writer, copywriter, and social media sleuth, she has a soft spot for a quality pun. When not crafting articles and editing buyer's guides, you can find her attempting to score goals on the football field, binge-watching Curb Your Enthusiasm, or re-reading Pride and Prejudice for the nth time. [See Full Bio](https://www.selecthub.com/author/christina-george/) [ ](https://www.selecthub.com/author/joan-akash/) Technical Research by [Joan Akash](https://www.selecthub.com/author/joan-akash/) Senior Analyst Joan Akash, a Senior Research Analyst at SelectHub, holds a Post-Graduate Diploma in Management with a specialization in Marketing. Her expertise as a researcher and reviewer spans diverse software categories, including Project Management, Customer Relationship Management, Live Chat, and Help Desk. Beyond her professional pursuits, Joan is spiritually driven, with a passion for teaching children and a penchant for reading biblical blogs and crafting poetry. [See Full Bio](https://www.selecthub.com/author/joan-akash/) [ ](https://www.selecthub.com/author/manan-roy/) Technical Research by [Manan Roy](https://www.selecthub.com/author/manan-roy/) Principal Analyst Manan is a native of Tezpur, Assam (India), who currently lives in Kolkata, West Bengal (India). At SelectHub, he works on categories like CRM, HR, PPM, BI, and EHR. He has a Bachelor of Technology in CSE from The Gandhi Institute of Engineering and Technology, a Master of Technology from The Institute of Engineering and Management IT, and an MBA in Finance from St. Xavier's College. He's published two research papers, one in a conference and the other in a journal, during his Master of Technology. [See Full Bio](https://www.selecthub.com/author/manan-roy/) [ ](https://www.selecthub.com/author/dianna-dragonetti/) Edited by [Dianna Dragonetti](https://www.selecthub.com/author/dianna-dragonetti/) Content Editor As an editor, Dianna Dragonetti leads a team of five writers in writing about a variety of software, with an emphasis on how these tools empower businesses. Categories include accounting, learning management systems, content management systems, supply chain management, and electronic data interchange. [See Full Bio](https://www.selecthub.com/author/dianna-dragonetti/) [ ](https://www.selecthub.com/author/derek-pankaew/) Contributions by [Derek Pankaew](https://www.selecthub.com/author/derek-pankaew/) Expert User Derek Pankaew is the CEO and Founder of Listening.com, an app that turns academic content and web pages into audiobooks. [See Full Bio](https://www.selecthub.com/author/derek-pankaew/) [ ](https://www.selecthub.com/author/ruth-jennifer-cruz/) Contributions by [Ruth Jennifer Cruz](https://www.selecthub.com/author/ruth-jennifer-cruz/) Expert User Ruth Jennifer Cruz is the Product Manager at Wolf King USA. With a background in computing and a passion for empowering others, Ruth excels at helping tech enthusiasts, professionals, and beginners navigate the complex world of computing. [See Full Bio](https://www.selecthub.com/author/ruth-jennifer-cruz/) Pragya SinghProgram Management vs. Project Management vs. Portfolio Management * ‹ * › ### Conversation ![Avatar](https://secure.gravatar.com/avatar/281d3616cf761f3582c0d76c23517846?s=32&d=mm&r=g) Write a response [Cancel reply](https://www.selecthub.com/ppm/ppm-requirements/#respond) Your message Your name \* Your email \* Website Save my name, email, and website in this browser for the next time I comment. **Tier 1:** Fully/moderately supported out-of-the-box allowing for quick and easy deployment. Fully or moderately supported out-of-the-box with industry-leading capabilities and is immediately available after installation without needing any add-ons, integrations, or custom development. **Tier 2:** Supported with workarounds or add-ons that may require additional costs. Not directly available in the software, but can be accomplished using other built-in features, workarounds, or add-ons/products from the vendor with or without any additional cost. **Tier 3:** Requires partner integrations or custom development that is often at an additional cost. Requires additional integrations, plugins, marketplace applications from a third-party vendor, or custom development using the APIs, libraries, extensions, and development framework supported by the software, with or without any additional cost. 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As a Bachelor of Arts graduate with a triple major in Economics, Political Science and Sociology, her aim is to bring an integrated and simplified approach to long-form technical content. Formerly a food writer, copywriter, and social media sleuth, she has a soft spot for a quality pun. When not crafting articles and editing buyer's guides, you can find her attempting to score goals on the football field, binge-watching Curb Your Enthusiasm, or re-reading Pride and Prejudice for the nth time.","sameAs":["https:\/\/www.selecthub.com","https:\/\/www.linkedin.com\/in\/christina-r-george\/"],"url":"https:\/\/www.selecthub.com\/author\/christina-george\/"}]} {"@context":"https:\/\/schema.org","@type":"FAQPage","mainEntity":[{"@type":"Question","name":"What is the difference between project management and project portfolio management?","acceptedAnswer":{"@type":"Answer","text":"PPM software is how project managers oversee a variety of current and future projects within an organization. The goal of project portfolio management is to provide a comprehensive view of details from financials to resources and show how projects relate to each other. This gives executives and managers a bird\u2019s-eye view so they can compare and prioritize projects based on business strategies.\nIt\u2019s kind of like hopping on Google Maps and zooming out so you can see the entire globe. You get a feel for how the countries, continents and oceans fit together to create the big picture.\nProject management software, on the other hand, helps you manage individual projects. PM solutions are like the offensive and defensive coordinators on a football team \u2014 they have one specific focus rather than running the overall strategy."}}]} { "@context": "https://schema.org", "@type": "Article", "headline": "The Top 9 PPM Requirements", "author":{ "@type": "Person", "name": "Christina George", "url": "https://www.selecthub.com/author/christina-george/", "jobTitle":"Technical Content Writer", "image": "https://www.selecthub.com/wp-content/uploads/2024/03/cropped-Christina-Headshot-96x96.png" }, "publisher":{ "@type": "Organization", "name": "SelectHub", "logo": { "@type":"ImageObject", "url": "https://www.selecthub.com/wp-content/uploads/2019/10/favicon.png" } }, "datePublished": "2019-03-26T08:36:30-06:00", "dateModified": "2026-03-03T12:23:14-07:00", "mainEntityOfPage": "https://www.selecthub.com/ppm/ppm-requirements/" } ```