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Understanding the Gateway Review Process by John O Callaghan

Understanding the Gateway Review Process by John O Callaghan. Overview of the Gateway Process. RPA. Week 2-4 Assessment meeting. Set up team & logistics. Week 5-7 Prepare review / Briefings. Week 6-8 Planning meeting. Week 8-10 Undertake review and draft report.

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Understanding the Gateway Review Process by John O Callaghan

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  1. Understanding the Gateway Review Process by John O Callaghan

  2. Overview of the Gateway Process RPA Week 2-4 Assessment meeting Set up team & logistics Week 5-7 Prepare review / Briefings Week 6-8 Planning meeting Week 8-10 Undertake review and draft report Week 11- 12 Final report / 360 feedback

  3. Risk Potential Assessment (RPA)An essential prerequisite to the Gateway Review Process • Prog. or Proj. team complete RPA • Sent from SRO to GC – signals start of GRP • Assessed by the GC/Portfolio leader and agreed with SRO/PM • Designed to assess the potential risk of the project and used to allocate review team resources. High risk; Senior NI team and/or external OGC consultant Medium risk; NI team Low risk • The RPA forms the basis of the assessment meeting.

  4. Assessment Meeting • GC and SRO review and agree risk level • GC, SRO & PM agree review requirements and agree ‘readiness for review’. • Determine the skills required by the review team • Plan the desired timing of the review • Make advance appointments in diaries of key people • Programme or Project summary produced.

  5. Planning Meeting • Review team meet with RTL for first time • The team agree their code of conduct • The team discuss key issues from their reading of programme/project documentation • Review team and Proj./Prog. team meet for first time • They agree code of conduct and share information of current status of Prog./Proj. • Review team leader engages with SRO • RTL and SRO agree key issues and confirm readiness for service • Plans agreed for administrative aspects of Prog./Proj.

  6. Typical 3-day medium risk Gateway Review

  7. Gateway Review Report • Presented confidentially to the SRO • Drafted and discussed with the SRO before the Review Team departs • Well-structured and focused, based on a Word document template • 5-10 pages of review findings at most • Emphasis on recommendations that: -Identify issues that need to be addressed • Takes the form of helpful, practical propositions • Leave responsibility for action with the SRO • Contains an Overall Delivery Confidence Assessment of Project • No paperwork retained by Review Teams

  8. Recommendation ratings. Critical (Do now) – To increase the likelihood of a successful outcome it is of the greatest importance that the programme/project should take action immediately. Essential (Do By) – To increase the likelihood of a successful outcome the programme/project should take action in the near future. Recommended – The programme/project should benefit from the uptake of this recommendation.

  9. G AG A AR R

  10. OGC Gateway Process Programmes – Gateway Review O Projects – Gateways 1 to 5

  11. Summary

  12. Benefits of Gateway • Provides assurance for the SRO. • Increases chances of programme/project success. • Peer review experience – independent, a fresh pair of eyes. • Chance to make ‘real time’ improvements - not an audit. • Imports skills back into reviewer projects. • Transfer knowledge between government staff for permanent improvement in delivery capability, thusdelivering better value for money.

  13. WHAT WILL MAKE OUR GATEWAY REVIEW PROCESS SUCCESSFUL? • Preparing for Reviews on your own projects. • Liaising with the Centre of Excellence • Using Project Management Best Practice • Sharing your expertise with others –becoming a reviewer

  14. For Further information checkout www.dfpni.gov.uk/index/procurement-2/successful-delivery.htm

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