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Gateway Approval – a guide v1.0
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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
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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
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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
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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
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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
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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
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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
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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
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Appendix D – Gate Checklist location on www.sd-navigate.com
Gate checklist exists in all phases All sections require 80%+ 11
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Appendix E – Example of Gate Checklist responses saved to PDF
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