1. Gateway Approval – a guide v1.0

2. Contents Background What does it look like?
Project Gateway Approval Forum Ground Rules
Appendices
A - Terms of Reference – Project Approval Gateway Meeting
B - Terms of Reference – Pre-Gateway Walkthrough
C - Gateway Executive Summary – Guidelines & Template
D - Gate Checklist location on
E - Example of Gate Checklist responses saved to PDF 2

3. Background
The Gateway Approval forum is a mandatory checkpoint within the Navigate framework.
The purpose of the Gateway Approval forum is to review the project and approve the project to proceed to the next phase.
The Gateway Approval forum will be used for Concept, Solution Outline and Design phase progression.
The forum must only be attended by a project that is ready to proceed to the next phase and not as a vehicle to debate project issues.
All projects* must attend this forum at the end of Concept, Solution Outline and Design phases to gain approval to proceed to the next phase.
The Gateway Approval forum members will represent all areas of IT, our strategic IT partners, e-Commerce, Finance and Prioritisation
(for full Terms of Reference of the meeting – please see Appendix A)
* Small Projects and Minor Change process to be agreed 3

4. What does it look like?
The Project Representative has a number of steps that they have to complete prior to attending the forum.
Ready to Proceed to next phase?
Pre Gateway Approval Forum
Prepare for Gateway Approval Forum
Gateway Approval Forum
All project phase deliverables are in place
Gateway Executive Summary (Appendix C) completed
All exceptions (as per Gateway Executive Summary) have been captured
Book session with PMO and send through Gateway Executive Summary
Collate all project phase deliverables for Pre Gateway Approval Forum (for full Terms of Reference of the meeting – please see Appendix B)
Walkthrough Project status with PMO analyst
Go through appropriate phase Gate checklist on (Appendix D) and download PDF
Achieve 80% to progress to Gateway Approval Forum (Appendix E)
Update Gateway Executive Summary
Save all Phase Deliverables to PMO folders
PMO will confirm the 10 minute slot to the Project Representative within the Gateway Approval forum
PMO to forum members with Agenda of next meeting, corresponding Gateway Executive Summary(s) and the location of supporting documentation
Project Representative and Business Sponsor/Lead will attend forum
Project Representative will walkthrough the Gateway Executive Summary for the forum attendees
Some questions may be asked about details on the summary
Members will confirm their agreement for the project to proceed to the next gate
Forum Ground Rules will be adhered to at all times by all members. 4

5. Project Gateway Approval Forum Ground rules – for ALL attendees
No bad behaviours to be displayed or tolerated within the forum A
An agenda will always be provided for the forum in advance V
Our company values will be adhered to I
We will be informative at the appropriate level and not delve into detail G
Guidance and support from all attendees to achieve the right results A
It is essential that you attend and act as advocate of your function T
Teamwork – the right people doing the right things at the right time E
Engagement of everyone at the forum 5

6. Appendix A Terms of Reference – Project Approval Gateway Meeting
Meeting Objective(s)
Approval checkpoint within the Concept, Solution Outline or Design phase to proceed to the subsequent phase from the following lenses: planning, delivery, cost, resourcing, business and technical
Re-confirm the size of the project and delivery timescales
Confirm that there are no known major risks.
Highlight any key inter-project or programme dependencies
Forum to deal at exception basis only , should not delve into unnecessary detail
Business Sponsor and/or nominated business representatives
Project Representative (Account Manager, Project Manager, Business Analyst etc.)
Mandatory Attendee List
Attendees
Weekly, every Wednesday, 1 – 2:30pm
Frequency
Agenda
Relevant Phase pack (located within PMO folders)
PDF print of Gateway checklist responses
Gateway Executive Summary
These items are for reference should they be required for additional information
Inputs
Attendees will be notified of the documents’ location via the PMO prior to the meeting (cop Friday)
Chaired by Head of PMO
Outcome recorded and logged centrally within PMO and issued to attendees following the meeting
Governance
Go/No Go Decision to proceed
Outputs
Representation from impacted business areas
Mandatory Attendees or nominated empowered deputies in their absence representatives
Representative from BusinessTransformation team
Quorum 6

7. Appendix B Terms of Reference – Pre-Gateway Walkthrough
Meeting Objective(s)
Walkthrough the gateway process for the appropriate phase to understand if the project meets the minimum 80% benchmark required, prior to the project gateway approval forum.
Should the project not meet the minimum benchmark, understand the next steps to bring the project up to the acceptable level for the project gateway approval forum.
For projects meeting the minimum benchmark required, Project Manager to print the pass certificate in preparation for the project gateway approval forum.
PMO analyst
Project Representative e.g. Account/Project Manager
Business Analyst (if applicable)
Business Change representative
Attendees
When required on request from Project Representative
Duration - 1 hour per project
Frequency
End of phase checklist
Gateway Executive Summary
End of phase checklist can also be brought to meeting _ but this is not mandatory
Inputs
Chaired by PMO
Outcome recorded and logged centrally by PMO
Governance
Completion of end of phase checklist
Remedial actions (for projects not currently meeting the minimum benchmark)
End of phase pass certificate (for projects meeting the minimum benchmark)
PM to save documentation in the agreed location and advise PMO.
Outputs
PMO
Account/Project Manager
Business Analyst (if applicable)
Business Change representative
Quorum 7

8. Appendix C1 - Gateway Executive Summary - Guidelines
The purpose of this template is to assist you in presenting your project to the Project Approval Gateway meeting in a consistent and concise manner – it is to be used during: Concept/Solution Outline/Design Phases
In each Navigate Phase, you must include a minimum number of deliverables – see the table below for guidance:
Phase
Deliverable
Type
Concept
Promised Solution Outline Cost
Mandatory
Target Design Cost
Optional
Indicative Delivery Cost
Promised Solution Outline Date
Target Design Date
Indicative Delivery Date
Solution Outline
Promised Design Cost
Target Delivery Cost
Promised Design Date
Target Delivery Date
Design
Promised Delivery Cost
Promised Delivery Date
If the Target Design costs and date are not available at Concept phase, insert ’N/A’ in the relevant boxes
Ensure your financial and plan summaries include the aligned Navigate tolerances
In the commentary text box, include any reasons that have resulted in a checklist score below 100%, e.g. outstanding requirements or engagement
You should also include in the commentary, an outline of any change requests or key decisions that you have had since the last phase 8

9. Appendix C2 - Gateway Executive Summary
Project Name:
Name of the presented project & CPR number
Project Manager:
The person representing the project, e.g. AM, BA or PM
Project Phase:
e.g. Concept, Solution Outline, etc.
SDA Review Date:
If the project has been reviewed by the Solution Design Authority, the date must be given here
Financial Summary
Plan Summary
Design
Solution Outline
Concept
Promised Cost (£):
Phase:
£NNN (+/-15%)
Promised Date:
Phase:
mmm/yy (+/-20%)
Target Cost (£):
Phase:
£NNN (+/-50%)
Target Date:
Phase:
mmm/yy (+/-50%)
Indicative Cost (£):
Phase:
£NNN (+/-100%)
Indicative Date:
Phase:
mmm/yy (+/-100%)
Commentary
Exceptions to the 80% benchmark
Significant changes from the previous phase
Major risks, issues or assumptions that could impact the summary given above
Any key dependencies (internal or external) 10

10. Appendix D – Gate Checklist location on www.sd-navigate.com
Gate checklist exists in all phases
All sections require 80%+ 11

11. Appendix E – Example of Gate Checklist responses saved to PDF12