Portfolio visibility across 30+ workspaces , automated for a personal lines insurance carrier
A personal lines insurance carrier eliminated manual PowerPoint reporting and duplicate data entry by syncing epics and features from its engineering project management platform directly into Airtable, giving PMO and executive leadership a single source of truth for every initiative.
The challenge
The carrier's PMO operated across dozens of decentralized workspaces, each tracking epics and features in a separate engineering project management system. Non-technical stakeholders could not easily access or interpret engineering data, leaving executives reliant on manually assembled PowerPoint slides for quarterly and monthly business reviews.
Duplicate data entry between engineering and business teams consumed hours of coordinator time and introduced version drift. Cross-portfolio visibility for senior leadership was effectively absent, and onboarding new stakeholders to the engineering tool required significant ramp time.
What they built
The team deployed a two-way sync between the engineering project management platform and Airtable, mapping epics and features to Airtable initiatives and projects. A standardized portfolio template was rolled out across 30+ workspaces, providing a shared taxonomy for program types, status classifications, and milestone definitions.
Automated rollups feed weekly senior leadership team reviews, RAID logs, and executive MBR and QBR dashboards with live RAG status. Gantt and timeline views with dependency tracking replaced static slide decks, and a program request intake form standardized how new initiatives enter the pipeline.
The outcome
PMO and executive leadership now operate from a single source of truth that updates automatically as engineering data changes. Manual PowerPoint preparation for business reviews was eliminated, and duplicate data entry between the engineering platform and business tracking tools dropped to zero.
Cross-functional initiative tracking across PMO, Engineering, Product Management, and Strategy and Operations functions became possible in one view. Non-technical stakeholders can now self-serve status updates without requiring access to the engineering platform, accelerating stakeholder onboarding.
Inside the solution
DevOps-Integrated Portfolio and Program Management
Program and Project Management
Project and Portfolio Management
- Two-way sync of epics and features from the engineering project management platform to Airtable initiatives and projects
- Portfolio template deployment and governance across 30+ workspaces
- RAID log rollups feeding weekly senior leadership team reviews
- Gantt and timeline views with dependency and milestone tracking
- Executive MBR and QBR dashboards with live RAG status indicators
- Program request intake and cross-functional initiative tracking
- Fragmented visibility across decentralized engineering project workspaces
- Manual, time-intensive quarterly and monthly business review reporting via slide decks and spreadsheets
- Duplicate data entry between engineering and business tracking tools
- Lack of cross-portfolio visibility for executive and senior leadership
- Engineering tool complexity blocking non-technical stakeholders from self-service access
- Unified real-time portfolio visibility for PMO, technology leadership, and finance leadership
- Eliminated manual reporting effort for recurring executive reviews
- Standardized portfolio taxonomy and program management templates across the organization
- Tool consolidation away from legacy project management applications
- Proactive risk and issue signals via automated RAID log aggregation
- Faster stakeholder onboarding with no engineering platform access required
- PMO
- Engineering
- Product Management
- Technology Product and AI Strategy and Operations
- Executive Leadership
- Engineering project management platform
- Slack
- Workday
DevOps-Integrated Portfolio and Program Management
Run your whole portfolio from one place: initiatives and projects synced from your engineering project management platform, plus milestones, cross-workspace dependencies, a RAID log, program request intake and template governance across 30+ workspaces, all surfaced in an executive dashboard, a delivery kanban and a Gantt-style roadmap. Automations convert approved intake requests into initiatives, open an escalated RAID entry the moment an initiative turns red, flag sync conflicts back to the parent initiative and email the weekly leadership digest, while native Airtable AI fields draft the MBR briefing, escalation note, intake triage recommendation and review pack copy that used to be assembled by hand in slides.
How the carrier built a unified portfolio management system
Connect the engineering platform and standardize the taxonomy
Automate rollups and build executive views
Route intake and surface cross-portfolio visibility
FAQ
Frequently asked questions
Airtable supports two-way syncs via its native sync integrations and API. Epics and features are pulled from the engineering project management platform and mapped to corresponding initiative and project records in Airtable, keeping both systems in sync without manual re-keying.
Yes. Once data is synced into Airtable, business and PMO stakeholders can access dashboards, timeline views, and status summaries through Airtable interfaces or shared views, with no access to the underlying engineering platform required.
Airtable supports deployment of a single template across dozens of workspaces. This carrier rolled out a standardized portfolio template to 30+ workspaces, maintaining a consistent taxonomy while allowing each workspace to reflect its own program data.
RAG (Red, Amber, Green) status indicators are implemented as single-select fields that can be set manually or by automation. Dashboards and gallery views surface each program's status at a glance, and rollup fields aggregate status counts across the portfolio for executive review.
RAID logs are maintained as linked records connected to program or initiative records. Automations trigger updates and notifications when new risks, assumptions, issues, or dependencies are logged, and rollup fields surface aggregated counts in executive dashboards and weekly review views.