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Review Planning meeting for project name
© Local Partnerships LLP 2009 Time Add start and finish Welcome/introductions of review team Purpose of meeting Code of conduct and team working Partnership with the Project Team Gateway Review environment Purpose and content of the specific Gate Availability of support from Local Partnerships Nature of activities Use of the groups skills Tools available (i.e. workbooks and templates) Potential issues for the review Agenda – first session review team only
© Local Partnerships LLP 2009 Time Add start and finish Welcome/introductions Code of conduct Overview of Local Partnerships Gateway Process Presentation on the current status of the project by the PO Purpose and content of the specific Gate Review Identifying issues Documentation Stakeholders areas for specific interest Action planning Providing access to documentation timetabling interviews domestic arrangements Wrap up/evaluation Agenda – second session review and projects team
© Local Partnerships LLP 2009 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
© Local Partnerships LLP 2009 What are the benefits? (1) The Local Partnerships 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
© Local Partnerships LLP 2009 What are the benefits? (2) The Local Partnerships 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
© Local Partnerships LLP 2009 Gateway Reviews Best Practice Development Improved Project Delivery Improved Authority Capability ActivitiesOutcomes Better Skilled Staff …………to improve project delivery Building the capacity of local authorities
© Local Partnerships LLP 2009 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 Local Partnerships Gateway Team for extraction of generic lessons learnt -Post review the Local Partnerships Gateway Team will ask PO for permission to share the report with others within Local Partnerships – this is not mandatory -Local Partnerships Executive will also discuss other Local Partnerships services that may be appropriate for the project
© Local Partnerships LLP 2009 Project owner ownership (2a) The Final Report will include a Delivery Confidence Assessment. Delivery Confidence is the confidence in the project or programme’s ability to deliver its aims and objectives: within the timescales; within the cost envelope; and to the quality requirements including the delivery of benefits, both financial and non-financial; all as laid down in the most recent formally approved mandating document (e.g. PID or Business Case).
© Local Partnerships LLP 2009 Project owner ownership (2b) Delivery Confidence reflects: specific issues that threaten delivery to time, cost and quality and jeopardise the delivery of benefits; the Review Team’s professional judgement of the likelihood of the project or programme succeeding even though there may be no definitively clear evidence either way; the resilience of the project or programme to overcome identified shortcomings or threats. Delivery Confidence is influenced by: a project or programme’s use of established best practice; generic indicators of project/programme health which are outlined in this guidance.
© Local Partnerships LLP 2009 DCA definitions The project / programme will be given a DCA rating in line with the following:
© Local Partnerships LLP 2009 DCA elements The DCA rating is based on an evaluation of a wide variety of elements which includes:
© Local Partnerships LLP 2009 Priority rated recommendations Each of the recommendations made in the final Gateway review report will be given one of three priority ratings as follows: Critical (Do Now) – To increase the likelihood of a successful outcome it is of the greatest importance that the programme/project should take action immediately. Essential (Do By) – To increase the likelihood of a successful outcome the programme/project should take action in the near future. Recommended – The programme/project should benefit from the uptake of this recommendation.
© Local Partnerships LLP 2009 The generic gateway process Procurement Projects Develop Business Case Develop Delivery Strategy Competitive Procurement Award and Implement Contract Manage Contract Closure Develop Business Case Execute Programme Close Programme Contributes Gateway 1 Business Justification Gateway 2 Delivery Strategy Gateway 3 Investment Decision Gateway 4 Readiness for Service Gateway 5 Operations Review & Benefits Realisation Gateway 0 Strategic Assessment
© Local Partnerships LLP 2009 Opportunity to Influence Project Outcomes 100% Ability to influence Business Justification Procurement Strategy Readiness for Service Benefits realisation Investment Decision 0% Time First review should be at Gateway 2 or earlier Develop Business Case Develop Procurement Strategy Competitive Procurement Award and implement contract Manage Contract
© Local Partnerships LLP 2009 Team meeting PO meeting PO report meeting Fact finding Fact finding Fact finding Report writing Report writing Report writing Report Template Preparation Emerging findings with PO / Project director / Project manager Typical 3 Day Review Day 1 Day 2 Day 3 Interviews to be loaded into first two days and to be avoided on Day 3. Multi - tasking essential
© Local Partnerships LLP 2009 Delete following Gate overview slides as appropriate
© Local Partnerships LLP 2009 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. Gateway 0 – strategic assessment
© Local Partnerships LLP 2009 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. Gateway 1 – business justification
© Local Partnerships LLP 2009 Confirm outline business case Appropriate & Robust procurement / delivery 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 Gateway 2 – delivery strategy
© Local Partnerships LLP 2009 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. Gateway 3 – investment decision
© Local Partnerships LLP 2009 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 Gateway 4 – readiness for service
© Local Partnerships LLP 2009 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. Gateway 5 – operations review & benefits evaluation
© Local Partnerships LLP 2009 The teams will: 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. Code of conduct
© Local Partnerships LLP projects Extranet All review documents are to be uploaded to the Local Partnerships Extranet (4projects) platform. The purpose of the Extranet is to facilitate the sharing of standard gateways resources, gateway review specific documentation and key details for your Local Partnerships gateway review. All users are invited to join the Extranet by Local Partnerships and are required to set up secure user names and passwords in order to upload and download documentation.
© Local Partnerships LLP 2009 Some issues/topics for the review ….to be agreed with the Project Team (correct for Gate and scope of review)
© Local Partnerships LLP 2009 To be completed during Planning Meeting People and documents to see People (role or individual) … Documents (see lists in workbook) …
© Local Partnerships LLP 2009 Review logistics Documentation requested needs to be uploaded onto the Local Partnerships extranet 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 (i.e. 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?)
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