Organisations and Projects: Reviews

What are three key features of a review of a project?

Decision gates, benefit reviews, audits

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What is the definition of a review?

'A point in the life cycle between phases that is used to review and confirm viability of the work in line with a business case. Alternatively called a stage gate or gates.'

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When do decision gates occur in a linear project life cycle?

They are event driven i.e. taking place at the end of a phase of work

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When do decision gates occur in a iterative project life cycle?

They are time bound as the amount of work is defined by the amount of time available

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Purpose of decision gates: governance

Demonstrate that you are applying the correct level of governance and assurance

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Purpose of decision gates: communication

Communicate progress to date and outline what will happen next

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Purpose of decision gates: stakeholders

Gain and maintain commitment from key stakeholders by keeping the project visible

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Purpose of decision gates: risk

Highlight early warning of risk events to trigger planned response activities

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Purpose of decision gates: issues

Raise and escalate issues to seek support in resolving them

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Purpose of decision gates: funding

Trigger the release of funding, commitment of resources or to authorise a procurement activity

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Purpose of decision gates: benefits

Demonstrate that the benefits of the project are still relevant and achievable

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Purpose of decision gates: termination

Trigger early termination of the project if necessary

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What is the project managers role in a decision gate?

The PM should make sure that the team is ready for a decision gate by making sure the relevant info and documentation is available, circulating the agenda and involving the correct participants.

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What is the PMO (project management office) role in a decision gate?

Help set up the review, prepare supporting documentation and record decisions

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What is the project sponsor/governance board's role in a decision gate?

Accountable for the decision to continue or discontinue the work

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Four questions to ask when preparing for a decision gate?

What has been achieved? What resources are required for the next stage? What are the key decisions to be made and by whom? Is the business case still viable; can we still achieve the benefits at an acceptable level of cost and risk?

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Types of decision gates: Gate review

To decide whether your project should continue to the next step or stop, the project manager prepares the documentation, the sponsor gives approval to proceed. The PM, sponsor and key stakeholders get together to discuss the info and make a decision on if

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Types of decision gates: Stage review

Evaluate what your team have delivered and get buy in from key stakeholders, the PM shows the key stakeholders outputs produced.

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Types of decision gates: post product review

Evaluate the performance of the project against its success criteria, PM runs the meeting and all team members and key stakeholders attend and offer feedback

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Types of decision gates: Benefits review

Evaluate to what extent the anticipated project benefits have been realised, PM's and sponsors may share responsibility for benefit realisation but the sponsor is accountable for the delivery of project benefits. Use the business case to establish whether

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Types of decision gates: audits

To provide assurance to stakeholders that you are following PM processes correctly and the project will achieve it's objectives, independent party carries out the audit

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Organisations and Projects: Reviews

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