4SAP places Quality Built-In at the center of projects that we deliver for our Customers. Quality oversight and early visibility of potential problems have a profound impact on reducing project risk and drive Customer Value.Project Quality Gate Process supports this:The Project Quality Gate process is a formal way of specifying and recording the transition between critical stages in the project lifecycle.Each Project Quality Gate verifies that acceptance is meet for the deliverables required and actions to be completed for the associated critical stage.The Project Quality Gate Plan is defined in the Project Management Plan
5Project Quality Gate Value Proposition Objectives:Assure quality at the milestones of the projectAssure that all key deliverables and actions have been completed in compliance with best practicesAvoid customer dissatisfactionEnable project managers to continuously communicate and build quality into the projectBenefits:Enhance project qualityMinimize project risk exposureManage expectations and monitor customer satisfactionImprove transparency of the projectReduce cycle time: get it done right the first time
7Project Quality Gate Concept Project Quality Gate means:Formal assessment of the quality and integrity of the project deliverablesFormal checklists are used throughout the life of a projectFormal sign-off and acceptance occurs at each gateMeasure customer satisfaction throughout the projectInformation is assured to be communicated to the correct stakeholders during the projectPurpose and ImpactThe intention of Q-Gates is to ensure that when we reach significant milestones in the project we check the Quality of the delivery:Are we on track?Are all deliverables complete?Are they fit for purpose?Do the Partner/Customer agree?Is risk managed?Can we start the next phase without delay
8Four (of seven) Q-Gates are mandated for SAP Projects Project Quality Gates are defined in the Project Management Plan and are set at critical stages in the project lifecycle.Four quality gates are mandatory:Project Preparation PhaseBlueprint PhaseRealization PhaseFinal PreparationOther 3 gates are optional as agreed with the customer.21341234
9Project Q-Gates Process Project Quality GatesExecuted at end of each Project Phase , it is a formal way of specifying and recording the transition between critical stages in the project lifecycleScopeEvaluate quality of each deliverable in the phase based on questionnaire and actual deliverableFormal approval of the Quality GateFocus on Project Management + limited coverage of Functional/Technical topicsPrior to the end of each stage in the project lifecycle, before moving into the next phasePreparation – 0,5 HoursAssessment Meeting– 2-4 HoursPass/No Pass Status (based on Approval from QA Manager and Delivery Manager)QA manager dispatch all follow-up activities and ensure that they have been executedDelivery eventsReview effortsResultFollow-UpROLESQA Manager (Role)Mandatory - ModeratorQA Subject Matter ExpertOptional (On demand) - QuestionerProject ManagerMandatory - PresenterSME (Project team)Optional (On demand) - SupporterDelivery ManagerMandatory - ApproverOther Optional ParticipantsOptional
10Project Quality Gate Process ApproachPreparation call to establish pre-requisitesQuality Gate Meeting duration half day to full day, owner is Project ManagerProject Manager presents overall project status and Team Leads the status of each key deliverableProject Manager and Customer Project Manager review deliverable quality and verify completeness and accuracySign off Quality Gate scorecard Action items for follow-up are established.All address specific project matters for second opinion & follow-upKey DeliverablesThe key deliverables assessed at each project quality gate are listed in the Project Quality Gate Scorecard.
11Project Quality Gate Review Meeting Prior to meeting: Project Manager prepares Quality Gate scorecard by indicating the project phase deliverables according to project WBS and assures deliverables will be available for reviewProject Manager is owner of the meeting and presents the status of the project phase.Project Manager or Team leads (deliverable owners) present deliveries according to the scorecardProject Manager and Customer Project Manager evaluate content and quality of each deliverableProject Manager records result of the review in the scorecard and the deadlines and action owners for open points/tasks.Acceptance Level 1: AcceptedAcceptance Level 2: Conditionally accepted. Quality improvement to the deliverable is needed. A comment describes the next steps depending on the estimated impact to the project.Acceptance Level 3: Not available or not accepted. Fulfillment is needed. A comment describes the next steps, depending on the estimated impact to the project.Project Manager captures customer satisfaction ratings to success measures identified in the Project Management Plan and records actions for improvement.Project Manager and the Customer Project Manager summarize the minutes and action items (area at the bottom of the scorecard) and release decision taken for the Quality GateAfter Quality Gate Review: Verify that follow-up actions have been taken place, provide scorecard to Phase Acceptance and Closure
12Quality Gate Review Meeting – Agenda template Yogesh to provide updated versionQuality Gate Review Meeting – Agenda templateEstimated TimeTopicResponsible15 MinProject Manager1 Kick-off2 -3 hours2 AssessmentPresentation of status of project Project ManagerReview of status of stage deliverables Team LeadsMaintenance of scorecard Project ManagerIdentification of action items and satisfaction Project ManagerratingsCustomer Project ManagerDiscussion all30 Min3 Other Project Matters30 Min4 Sign-off scorecard, summary of action item Meeting closeProject Manager Customer Project Manager
13Project Quality Gate – Scorecard Excel format, stores all Quality Gates during the lifecycle of the project.Each Quality Gate has its own scorecard as sub-sheetReview mandatory key deliverables in checklist to properly reflect the specific project WBSThe scorecard provides a default list, based on the ASAP WBS.All key deliverables are documented in the ASAP Roadmap with templatesOther required project specific deliverables can be added on demand.Verify that each deliverable has achieved the acceptance criteriaAssign under column “Acceptance” the level of acceptance on the 1-3 numerical scaleAssign under the column “Impact to Project” the level of impact on the 1-3 numerical scaleUse the “Comments/Actions” field to record the reasons of any conditional acceptance and the action plan to produce an acceptable deliverableCapture customer satisfaction ratings to success measures identified in the Project Management Plan and record actions for improvementThe Project Q-Gate assessment will be concluded by specifying the minutes of the assessment down the list of deliverables including the sign-off/release of the Q-Gate
14Evaluating individual deliverables Project Manager & Quality/Delivery Manager(s) assess quality of deliverables in the scorecard: content review is focus of the Quality GateHow to evaluate the deliverable?Deliverable is physically available and in the right format/using the agreed templateExample: Final version of Business Blueprint is shown on screenDeliverable has followed the appropriate sign-off procedureExample: Business Blueprint has been physically signed off by Customer and Project Manager or e- mail is shown where Customer and PM approved the documentDeliverable is actively used for the purpose it’s meant forExample: Business Blueprint will be used to accept the configured solution at the acceptance testDeliverable content is realistic and assessed against any specific acceptance criteriaExample: Take a snapshot on a specific page and review level of detail.Judgment on required action is also related to the question: What risks does this incomplete deliverable bring to the project’s success? This is indicated by Impact indicator Low, Medium, HighExample: A final Blueprint which is not signed-off may bring a high risk to the project, and as such will be recorded as 3-Red for Impact and requires immediate action.
15Meeting Minutes: Quality Gate Released? Indicates that this quality gate is passed.There might be some action items in place in order to complete or improve certain deliverables.Indicates that this quality gate is not passed.There are serious action items in place and the Project Management insist to organize a second assessment to re-evaluate the actioned deliverables.No brings a serious message that the overall quality of (some of) the key-deliverables is insufficient and causes a serious risk to the success of the project.YESNO