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EPLC Stage Gate Review May 12, 2010 By Jane Small, Danielle Kaczensky

EPLC Stage Gate Review May 12, 2010 By Jane Small, Danielle Kaczensky. Standard Stage Gate Review Process. EPLC Stage Gate Review. Stage Gate Review (SGR) for a Centrally Funded Enterprise System (Non-delegated) Who has a role in a SGR? How is it conducted? What is the outcome?

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EPLC Stage Gate Review May 12, 2010 By Jane Small, Danielle Kaczensky

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  1. EPLC Stage Gate Review May 12, 2010 By Jane Small, Danielle Kaczensky

  2. Standard Stage Gate Review Process

  3. EPLC Stage Gate Review • Stage Gate Review (SGR) for a Centrally Funded Enterprise System (Non-delegated) • Who has a role in a SGR? • How is it conducted? • What is the outcome? • Our experiences and advices • Q&A

  4. Who plays a role in a SGR • Project Manager (Create) • Plan and conduct phase activities, propose tailoring • Prepare, submit, respond • Business Owner • Review and approve project documents prior to submission • EPLC Manager (Coordinate, review ) • Coordinate, preliminary review, facilitate, summarize reviews • Critical Partners (Review) • Review and score for completeness and accuracy • Identify additional risks if applicable • Provide additional instructions for PM if applicable • Make Recommendations to the ITWG • Governance (Approve) - ITWG • Review and determine if additional work is needed, or • Approve advancement to next phase

  5. Project Manager • Prepare phase deliverables • EPLC Framework Appendix C • Special requests from CPs • Submits deliverables • Responds to questions • Receive approvals • Remediate if applicable

  6. EPLC Manager • Identify SGRs for a project • Non-delegated SGRs • SGRs identified in Project Process Agreement (PPA) • Identify Critical Partners • Each SGR involves different CPs depending on the phase the Project is in • Schedule SGR with Project Manager • Determine a target date for documents submission • Prepare instructions and review forms • Based on EPLC Framework and Artifacts • Explain Phase Goals and Activities • Send CPs “Heads up” email

  7. EPLC Manager (continued) • Conduct preliminary review (sanity check) • All EPLC defined deliverables are submitted • Check for key information completeness • Distribute instructions and documents to CPs • Facilitate Q&A between CPs and PM • Summarize reviews, develop recommendations to Governance

  8. Critical Partners • Understand EPLC Phase goals and activities • Review Project documents for completeness, accuracy, and adequacy • Fill out CP Review Form • Provide special instructions (optional) • Return forms to EPLC Manager

  9. Governance • Review CP comments, EPLC Manager’s summary and recommendations • Make decision • Approve (authorized to proceed to next phase) • Approve with Conditions • Disapprove

  10. Advice from an EPLC Manager • Understand phase activities and deliverables • Be proactive - study Framework and CP questions • EPLC Artifacts – Stage Gate Review Templates • 56 - Stage Gate Reviews • Conduct a pre-SGR meeting with specific CPs when expectations are unclear

  11. Advice from a Project Manager • Negotiate a reasonable Project Process Agreement • Work with EPLC manager in advance to clarify what is really needed by each critical partner during each SGR • Know the risks to your project of delayed response from SGR • Limit duplicative documentation; SharePoint site is useful • Recognize dual role of EPLC Manager • Disapproval should never be a surprise

  12. EPLC Stage Gate Review • Questions, Comments… Contact Information: Danielle.Kaczensky@nih.gov(DDRMS PM) Carmen.Cheng@nih.gov(EPLC Manager) Jane.Small@nih.gov (EPLC Lead)

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