The Report
On the final day of the review, the review team will present the draft written report to you and discuss the findings and recommendations. You may invite whoever you wish to the report presentation or you may wish to attend alone. Ownership of the report rests with you. The report will include a conclusion with the overall Red/Amber/ Green (RAG) status of the project, a summary of findings and related recommendations including a RAG status for each, a list of interviewees and their roles, and a list of documents reviewed.
Confidentiality and Disclosure
The report is confidential to the SRO. Only two copies of the report are routinely made - one for the SRO and the other for the Gateway Unit to extract statistics and generic lessons learned. It is expected that the SRO will provide a copy of the report and any actions taken to future review teams when reviews are scheduled. The review team must dispose of all supporting documents and any personal notes prior to leaving the review venue on the final day.
Feedback Form
To achieve success the project
Red
team
should
tak e
action
immediately. The project should go forward
You will be asked to complete a feedback form on the review process. Your comments are an important way of ensuring that good practice is maintained and that the Gateway Unit can learn from your experiences.
Amber
with actions on recommendations to be carried out before the next Gateway review of the project. The project is on target to
Contact Details
Further information is available on the Department of Treasury and Finance website at http://www.dtf.wa.gov.au/cms/ pro_content.asp?id=2113 Gateway Unit Department of Treasury and Finance Government Procurement 9th Floor Dumas House, 2 Havelock Street WEST PERTH WA 6005 Phone: 08 9222 5542 Email: gateway@dtf.wa.gov.au Fax: 08 9481 0785
Green
succeed but may benefit from the uptake of recommendations.
After the review, you will usually consider the draft report for a number of days and have the opportunity to correct any factual errors. The RAG status is not negotiable. The RTL will liaise with you to make any changes to the report, and maintain consultation with the review team during this period. The RTL is responsible for delivering the final report, with any amendments or corrections, to you within one week of the end of the review.
gateway
Helping your projects succeed
Some information contained in this brochure has been sourced from the Department of Treasury and Finance (DTF), Victoria and Office of Government Commerce (OGC) Gateway™, UK
Participating in a Gateway Review as the Senior Responsible Owner
06/09
Introduction
This brochure provides you with key information about your role as the Senior Responsible Owner (SRO) in a Gateway Review. The Gateway Unit is available to provide you with advice at any time throughout the Gateway Process. Information on all stages of the Gateway process are available at: http://www.dtf.wa.gov.au/cms/pro_content.asp?id=2117
Key Stages of the Review Process
6–8 weeks before review
Stage 3: The Planning Meeting
The planning meeting is an essential part of the Gateway process and is usually held 1-2 weeks prior to the review. In the majority of cases, it is the first time that you and members of your project team will meet all members of the review team. This meeting provides a forum for you to give an overview of the project and to discuss key project issues that need to be assessed during the review. It also provides an opportunity to finalise the interview schedule and the documents to be made available to the review team. The Gateway Unit will provide you with the agenda for the planning meeting. A representative from the Gateway Unit will chair the meeting. You will need to organise a room for this meeting and teleconferencing equipment as interstate review team members usually attend this meeting over the phone.
Stage 1: Initiating a Gateway Review
• Initial meeting between Gateway Unit and SRO/PM to discuss review requirements including dates
2-6 weeks before review
Stage 2: Preparation
• Appointment of review team • Initial project/program documentation sent from project team to review team • Interviewees booked in by project team • • • • Project overview Key issues and stakeholders Finalise documents Finalise interviewees
1-2 weeks before review
Stage 3: Planning Meeting
The Role of the Senior Responsible Owner (SRO) in a Gateway Review
The SRO is a critical member of the Gateway review process. The Gateway review team will regard you as the client for the review and will work in partnership with you. You can help ensure the success of the review by: • Nominating a key contact person to work with the Gateway Unit to coordinate the planning meeting and the review itself. • Arranging for project documents to be available to the review team well in advance of the review (about two weeks before the planning meeting) • Ensuring that stakeholders are invited to interviewed and providing interviewees with some background on the review process. You may wish to send them a copy of http://www.dtf.wa.gov.au/cms/uploadedFiles/ Gateway_TriFold_Brochure.pdf • Attending the planning meeting in person to discuss the project including key issues and stakeholders with the review team • Being available for meetings with the review team at the commencement of the review and at agreed points during the review • Receiving the report in person on the final afternoon of the review • Providing comments on the report to the Review Team Leader (RTL) within one week of the completion of the review • Completing and returning the feedback form that will be sent to you by the Gateway Unit following the review.
1 week after review
Stage 4: Conducting the Review
• • • •
Short duration – 3-5 days Review project documentation Interview key project stakeholders Regular briefings with SRO
Stage 5: Post Review
• Final report presented to SRO, copy to Gateway Unit • SRO, RTL and RTM feedback to Gateway Unit
Stage 4: Conducting the Review Stage 1: Initiating the Review
During the initial meeting between the SRO and the Gateway Unit, decisions will be made in respect to: • The readiness of the project for a review • Approximate dates for the planning meeting and the review itself • Skills and experience required of the review team members • Stakeholders to be interviewed • Types of documents to be available to the review team You may wish to invite members of your project team to this meeting, particularly those who will be involved in the coordination of the review, such as the project director/manager. The Gateway Unit will outline likely costs associated with the review, including consultants’ fees, travel, accommodation and meals. Throughout the review, it is expected that a partnering style will be adopted between you, your project team, the review team and key stakeholders. There could be times during the review when you require support or advice about the Gateway process or your role. The Gateway Unit and the Review Team Leader (RTL) will provide that support throughout the review. You will meet with the review team at agreed points in the review to discuss emerging findings. This will assist in maintaining the principle of ‘no surprises’ when the review team presents the report to you. All review team members will have signed confidentiality agreements prior to the planning session. All remarks or sources of information will not attributed to the source both in discussions/ interviews or in the report. It is often helpful if you or your project team provides a comprehensive overview of the project (including slides) on the first morning of the review (eg 1/2 hour), particularly if the project is complex. For the duration of the review, you will need to organise: • A comfortable room at or near your project office for the review team to conduct interviews and prepare the report • Lunch, morning and afternoon tea for the review team • Easy access to the building/room (eg access cards) • Access to an electronic whiteboard, a ‘stand-alone’ laptop and a projector.
Stage 2: Preparation
Before the Planning Meeting: • The Gateway Unit will appoint the review team members. Members will be selected on the basis of a suitable mix of skills and experience applicable to the project • The Gateway Unit will send you (or your delegate) an interview schedule template for completion. Selection of suitable interviewees is a critical part of the review. The order of the interviewees can also be important. A draft should be made available to the review team prior to the planning session • You will send a selection of preliminary project documents about two weeks before the planning meeting to the Gateway Unit to forward to the review team members.