0. EPLC Stage Gate Review May 12, 2010 By Jane Small, Danielle Kaczensky

1. Standard Stage Gate Review Process

2. EPLC Stage Gate Review
Stage Gate Review (SGR) for a Centrally Funded Enterprise System (Non-delegated)
Who has a role in a SGR?
How is it conducted?
What is the outcome?
Our experiences and advices
Q&A

3. Who plays a role in a SGR Project Manager (Create) Business Owner
Plan and conduct phase activities, propose tailoring
Prepare, submit, respond
Business Owner
Review and approve project documents prior to submission
EPLC Manager (Coordinate, review )
Coordinate, preliminary review, facilitate, summarize reviews
Critical Partners (Review)
Review and score for completeness and accuracy
Identify additional risks if applicable
Provide additional instructions for PM if applicable
Make Recommendations to the ITWG
Governance (Approve) - ITWG
Review and determine if additional work is needed, or
Approve advancement to next phase

4. Project Manager Prepare phase deliverables Submits deliverables
EPLC Framework Appendix C
Special requests from CPs
Submits deliverables
Responds to questions
Receive approvals
Remediate if applicable

5. EPLC Manager Identify SGRs for a project Identify Critical Partners
Non-delegated SGRs
SGRs identified in Project Process Agreement (PPA)
Identify Critical Partners
Each SGR involves different CPs depending on the phase the Project is in
Schedule SGR with Project Manager
Determine a target date for documents submission
Prepare instructions and review forms
Based on EPLC Framework and Artifacts
Explain Phase Goals and Activities
Send CPs “Heads up”

6. EPLC Manager (continued)
Conduct preliminary review (sanity check)
All EPLC defined deliverables are submitted
Check for key information completeness
Distribute instructions and documents to CPs
Facilitate Q&A between CPs and PM
Summarize reviews, develop recommendations to Governance

7. Critical Partners Understand EPLC Phase goals and activities
Review Project documents for completeness, accuracy, and adequacy
Fill out CP Review Form
Provide special instructions (optional)
Return forms to EPLC Manager

8. Governance
Review CP comments, EPLC Manager’s summary and recommendations
Make decision
Approve (authorized to proceed to next phase)
Approve with Conditions
Disapprove

9. Advice from an EPLC Manager
Understand phase activities and deliverables
Be proactive - study Framework and CP questions
EPLC Artifacts – Stage Gate Review Templates
56 - Stage Gate Reviews
Conduct a pre-SGR meeting with specific CPs when expectations are unclear

10. Advice from a Project Manager
Negotiate a reasonable Project Process Agreement
Work with EPLC manager in advance to clarify what is really needed by each critical partner during each SGR
Know the risks to your project of delayed response from SGR
Limit duplicative documentation; SharePoint site is useful
Recognize dual role of EPLC Manager
Disapproval should never be a surprise

11. EPLC Stage Gate Review Questions, Comments…
Contact Information:
(DDRMS PM)
(EPLC Manager)
(EPLC Lead)