review planning meeting for ----------------

1. review planning meeting for ---------------- Name Surname Job Title

2. agenda – first session review team only

3. agenda – second session review and projects team

4. what is a gateway review? • A Peer review process applied to a project at key decision points in it’s life cycle, to; • Provides assurance it can progress successfully to the next stage, and thereby • Facilitate the delivery of better quality projects for local authorities • Better scoping of projects • Faster delivery of benefits • Appropriate structure of contracts • Better VFM

5. what are the benefits? (1) The 4ps Gateway Process provides assurance and support for Project Owners by ensuring that: • The best available skills and experience are deployed on the project • All stakeholders fully support the project’s status and the issues involved • There is assurance that the project can progress successfully to the next stage of development or implementation • An unbiased assessment is carried out by independent teams

6. what are the benefits? (2) The 4ps Gateway Process provides assurance and support for Project Owners by ensuring that: • More realistic time and cost targets are achieved for projects • Knowledge and skills among local government staff are improved through participation in review teams • Advice and guidance to project teams are provided by fellow practitioners • Carried out in partnership with the project team

7. building the capacity of local authorities Activities Outcomes Improved Project Delivery Gateway Reviews Better Skilled Staff Improved Authority Capability Best Practice Development ……… …to improve project delivery

8. project owner ownership (1) • Always regarded as client for the report • Consulted as to the issues the teams will concentrate on • Privacy of results: • Copy to PO only • PO can use to best advantage • 2nd copy to 4ps Gateway Team for extraction of generic lessons learnt • Post review the 4ps Gateway Team will ask PO for permission to share the report with others within 4ps – this is not mandatory • 4ps Executive will also discuss other 4ps services that may be appropriate for the project

9. project owner ownership (2) • At the request of the PO issues can be classified as Red / Amber / Green • Red – one or more issues are critical and must be addressed before proceeding (it does not mean stop) • Amber – some issues are critical before the next review • Green – these issues are potential areas for improvement

10. the generic gateway process Procurement Projects Develop Business Case Develop Business Case Gateway 0 Strategic Assessment Gateway 1 Business Justification 0. 1. Develop Procurement Strategy Gateway 2 Procurement Strategy 2. Competitive Procurement Gateway 0 Strategic Assessment Execute Programme 0. Gateway 3 Investment Decision 3. Award and Implement Contract Gateway 4 Readiness for Service 4. Gateway 0 Strategic Assessment Close Programme Manage Contract 0. Gateway 5 Benefits Realisation 5. Closure Contributes

11. project phases 100% Opportunity to Influence Outcome Benefits Evaluation Readiness for Service Competitive Procurement Whole LifeExpenditure Procurement Approach Business Justification Strategic Assessment 0% Confirm strategy OJEU Contract Award Confirm Justification In-Service Confirm Benefits Time

12. multi - tasking essential Typical 3 Day Review Day 1 Day 2 Day 3 Team meeting PO meeting Fact finding Fact finding Fact finding Report writing Report writing Report writing PO report meeting Emerging findings with PO/Project Director/Project Manager Emerging findings with PO/Project Director/Project Manager Report Template Preparation Interviews to be loaded into first two days and to be avoided on Day 3.

13. Delete following Gate overview slides as appropriate

14. gateway 0 – strategic assessment • Review the business need • Supported by users and stakeholders • Contributes to the Authorities strategy. • Management of project or programme • Managing the main project risks • Financial provision for the project through to next stage (Gateway Review 1) properly resourced and authorised.

15. gateway 1 – business justification • Robustness of business case • Affordability and achievability • Appropriate options explored and likely VFM • Feasibility study has been completed satisfactorily • Internal and external authority for the project. • Risk management plans • Confirm that the scope and requirements specifications are realistic, clear and unambiguous. • Intended outcomes, timescales considered. • Plans for the next stage.

16. gateway 2 – procurement strategy • Confirm outline business case • Appropriate & Robust procurement strategy • Realistic plan through to completion. • Project controls and organisation are defined, financial controls are in place and the resources are available. • Funding availability for the whole project. • Development and delivery approach and mechanisms • Supplier market capability and track record • Appropriate project performance measures and tools

17. gateway 3 – investment decision • Business case and benefits plan • Statutory and procedural requirements followed • Outputs/outcomes on time,budget and VFM • Management controls. • Continuing support for the project. • Approved procurement strategy followed. • Achievable plans • Business prepared to implement • Risk management and change management plans • Technical implications have been addressed.

18. gateway 4 – readiness for service • properly completed contract • business case is still valid • projected business benefit remains • processes and procedures in place • all necessary testing is done • contingency and reversion arrangements. • risks and issues managed effectively • The business has the necessary resources • Ready to implement business change. • agreed plans for roll-out • Appropriate governance processes

19. gateway 5 – benefits evaluation • business case justification review • anticipated benefits being delivered. • necessary resources to project manage • continuity of key personnel involved • changes agreed have not compromised the deal • Adaptability of the contract to changing circumstances • Ongoing contract development to improve value for money. • Confirm that there are plans to manage the contract to its conclusion. • Where applicable, confirm the validity of exit strategy and arrangements for re-competition.

20. code of conduct This should be a statement of principles that every member will adhere to ensure a consistent professional approach in interactions with individuals and dealings and attitude to the review and agreed with the Project Team. This must be produced by the review team in the first session of the day and agreed with the project team in the afternoon. The teams will:

21. some issues/topics for the review • ….to be agreed with the Project Team (correct for Gate and scope of review)

22. people and documents to see To be completed during Planning Meeting People(role or individual) • … Documents (see lists in workbook) • …

23. review logistics • Documentation requested needs to be made available at least one week before the start of the review • At least one, preferably two rooms available throughout the review • Access, car parking and security passes, if necessary • Interviews to start from ???? on first day and ???? on second • Time for interviews and gap between (ie 45minute discussions followed by 15minutes to confer) • Preference for interviewers to work together but may need to break into groups • Refreshments – working lunch and refreshments during day • Equipment needed (ie access to printers, conference phones for telephone interviews, LCD projector?)