Pre-Concept Approval Forum – a guide v1.0

Contents Background What does it look like? Appendices A - Terms of Reference – Pre-Concept Approval Forum 2

Background The Pre-Concept Approval forum is a mandatory checkpoint within the Navigate framework. The purpose of the Pre-Concept Approval forum is to Confirm Strategic alignment Confirm Prioritisation alignment Confirm funding availability –will be funded? Assess Size of change (minor, small, medium, large – criteria to be determined) Confirm route of change –Confirm Concept start date (or date of when this will be provided) The Pre-Concept Approval forum will be used for all change which has a level of IT impact e.g. development, resource, skill etc. (Potentially programmes assessed as Accelerated Minor Change against programme criteria may go straight to Delivery) The Gateway Approval forum members include Heads of IT, Head of Portfolio Demand and Account (for full Terms of Reference of the meeting – please see Appendix F) 3

What does it look like? The Project Representative has a number of steps that they have to complete prior to attending the forum. Business Sponsor articulates initiative Business Lead creates Initiative Document Prepare for Pre-Concept Approval Forum Pre-Concept Approval Forum Works with Account Manager to formulate initiative Using a template on www.sd-navigate.com the Business creates an Initiative Document Account Manager books a slot with PMO or the next available forum Account Manager sends through the Initiative Document to PMO PMO will confirm the 10 minute slot to the Account Manager PMO to email forum members with Agenda of next meeting, and the Initiative Document Account Manager and Business Sponsor/Lead will attend forum Project Representative will walkthrough the Initiative Document for the forum attendees Some questions may be asked about the proposed change – e.g. Is it funded? Does it align with Strategy? Members will assess size/complexity of proposed change. Members will approve the appropriate route for the change If Concept is the approved route – the members will confirm when Concept can begin 4

Terms of Reference – Pre Concept Authority Forum Meeting Objective(s) A meeting prior to concept gathering to determine the following: Confirm Strategic alignment – i.e. initiative is strategically aligned from a business and/or IT perspective Confirm Prioritisation alignment – i.e. initiative is aligned with Delivery Portfolio Confirm funding availability – i.e. is there a clear view of how this change will be funded? Assess Size of change – i.e. the complexity/size of change based on the initial ‘gut feel’, i.e. T-shirt sizing (minor/small/medium/large) Confirm route of change – e.g. Minor change, Accelerated, Concept Gathering, Defer, Stop Confirm Concept start date (or date of when this will be provided) with the assumption that required resources will be available. Attendees Frequency Head of Service Assurance Head of IT Development Head of Architecture Head of Enterprise Solutions Head of Portfolio Demand PMO Representative Account Manager/Business Sponsor The meeting will be held weekly, over a regular slot - Tuesday 14:00-15:00 S2-M1-05 The forum will normally take place over an hour Representatives of new initiatives must book slot in advance with PMO Inputs Governance Initiative Document raised by the Business Sponsor with support from the Account Manager IT Phasing/Resource View (Provided by Heads Of) Prioritisation View (Provided H.O Portfolio Demand) Initiatives Tracker Chaired by Enterprise Solutions Meeting outcome recorded by PMO representative PMO representation Outcome logged centrally in PMO and issued to attendees following the meeting Outputs Quorum Appropriate route of change An estimated size for the change (minor/small/medium/large) A concept start date as to when IT can mobilise/resource appropriately A formalised decision from the Business Sponsor: to proceed to concept gathering (this could be post forum) Updated Initiatives Tracker/Initiative Document All Heads must be available for the review or nominate appropriate deputies in their absence