Smartsheet Expert — Build a Product Portfolio Management System

We're looking for a Smartsheet expert to build a portfolio management system for our product team. It should track all our projects — publications, courses, and other product types — through a standardized, stage-gated lifecycle and roll them up into a portfolio dashboard showing status, health, and upcoming milestones. We need to group projects under product portfolios (e.g., one portfolio holding a textbook and its companion course) and be able to add new projects in minutes.

A partial prototype already exists — templates, a rollup sheet, a few live project sheets, a report, and a starter dashboard — so you'll refine and build on it, not start from zero.

Deliverables

-Organized Smartsheet workspace (templates, project sheets, rollups, reports, dashboards)

-Reusable project templates by type (a ~30-stage publication lifecycle and a ~24-stage course lifecycle) with phases and stage gates

-Project sheets with task hierarchy, owners, dependencies/Gantt, RYG status, rollup % complete, and a portfolio tag

-Portfolio rollup (one row per project) that stays current via links/formulas/reports

-Cross-project reports (at-risk items + upcoming gates, grouped by portfolio)

-Portfolio dashboard: metric tiles, charts, and embedded reports, filterable by portfolio

-Automations (red-status alerts, gate/deadline reminders)

-Consistent columns/dropdowns across sheets, plus a repeatable way to spin up new projects

-Brief documentation and a handoff session