Word template · Operate
Quarterly AI Portfolio Review Agenda
A ready-to-send agenda for the quarterly AI portfolio review: attendees, pre-reads, eight standing items plus the quarterly checks, and a decision and action log.
Word (.docx) · version 0.1 (2026-10-27) · a proposal from this site, not a standard · CC BY 4.0
- What it is
- A Word agenda for the quarterly review in the AI Portfolio Review Pack, with the purpose, inputs and output of each item, so the meeting ends in recorded decisions rather than updates.
- Who it is for
- Whoever chairs or runs the AI portfolio review: a CFO, CIO, CAIO or the value office lead.
- When to use it
- Each quarter, with the Portfolio Review Pack workbook as the main pre-read. Run a shorter version monthly using items 1 to 7.
- Not for
- A project status meeting. Initiatives with nothing to decide do not need airtime.
Quarterly AI Portfolio Review Agenda
Word (.docx) · version 0.1 · CC BY 4.0
The full structure
Every section in the file, in order. The download adds space to write, answer prompts and blank tables.
Meeting details
Who attends and what they must read. Decision rights should be clear before the meeting, not during it.
| Item | Entry |
|---|---|
| Date, time and place | [ ] |
| Chair (holds the decision rights) | [ ] |
| Attendees | Finance partner, value office lead, FinOps or TBM lead, risk, owners of initiatives with a decision request |
| Pre-reads (circulated five working days before) | Portfolio Review Pack workbook, benefits register, decision requests, previous decision log |
| Quarter reviewed and as-at date | [ ] |
Agenda
The eight standing items from the Portfolio Review Pack, then the checks that belong to the quarterly review. Suggested timings assume a 90-minute meeting; adjust them to the portfolio.
| # | Item | Purpose | Input | Output | Suggested time |
|---|---|---|---|---|---|
| 1 | Movement since the previous review | What started, stopped, scaled or changed owner | Previous decision log | Confirmed portfolio list | 5 min |
| 2 | Cost and forecast variance | Where spend is above or below forecast, and why | Cost register, forecast | Variances with an owner | 10 min |
| 3 | Evidence movement | Which initiatives moved up or down the E0 to E4 scale | Portfolio sheet | Evidence levels confirmed | 10 min |
| 4 | Material value claims | Challenge claims above the materiality threshold | Benefits register | Claims accepted, queried or rejected | 15 min |
| 5 | Risk and autonomy exceptions | Initiatives operating outside their risk tier or autonomy level | Risk log | Exceptions closed or escalated | 10 min |
| 6 | Overdue actions | Actions and decisions past their date | Action log | Re-dated or escalated | 5 min |
| 7 | Decision requests | Scale, hold, redesign or stop, applying the decision rules | Decision requests | Recorded decisions with reasons | 20 min |
| 8 | Capital and capacity reallocation | Where released money and capacity go next | Decisions from item 7 | Reallocation agreed | 5 min |
| Q | Quarterly checks | Attribution coverage and its trend, evidence progression across the portfolio, and whether the thresholds still fit | Attribution coverage figure, threshold policy | Coverage reported; thresholds kept or changed | 10 min |
Decision log
One line per decision, with the reason and the evidence level it rested on. The log is the record the next review starts from.
| Initiative | Decision | Reason | Evidence level | Owner | Next review |
|---|---|---|---|---|---|
| [ ] | [ ] | [ ] | [ ] | [ ] |
Actions
Each action has one named owner and a date.
| Action | Owner | Due | Status |
|---|---|---|---|
| [ ] | [ ] | [ ] |
Illustrative
Illustrative decision log
Hypothetical. The initiatives are the worked portfolio in the AI Portfolio Review Pack; every figure is invented.
| Initiative | Decision | Reason | Evidence |
|---|---|---|---|
| Contract review assistant | Scale | Most of the claim already realised | E3 |
| Workforce assistant | Hold | Usage but no outcome measure; fund the evidence first | E1 |
| Contact-centre summarisation | Redesign | Review effort cancels much of the saving | E2 |
| Customer-service agent pilot | Stop | No owner, no baseline, no outcome | E0 |
Terms used in this template
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