4ps 186 Gate 0 Gateway Review Planning Meeting Luton Borough Council Building Schools for the Future 02 May 2006

what is a gateway review? An independent peer review process applied to a project at key decision points in it’s life cycle, to: Provide assurance it can progress successfully to the next stage Facilitate the delivery of better quality projects for local authorities, to achieve: Better scoping of projects Faster delivery of benefits Appropriate structure of contracts Better VFM

what are the benefits? (1) The 4ps Gateway process provides assurance & support for Project Owners by: Delivering an unbiased assessment carried out by an independent team Evaluating whether the best available skills & experience are deployed on the project Assessing whether all stakeholders fully support the project’s status & the issues involved

what are the benefits? (2) The 4ps Gateway Process provides assurance & support for Project Owners by promoting: The achievement of more realistic time & cost targets for projects The development of knowledge & skills among local government staff through participation in review teams The provision of advice & guidance to project teams by fellow practitioners The practice of partnership between the project team and the Gateway review team

project owners & gateways (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

project owners & gateways (2) At the request of the PO issues can be classified as Red / Amber / Green (RAG) Red – one or more issues are critical & 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

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

100% Whole Life Expenditure Confirm Justification OJECContract Award In-ServiceConfirm Benefits Time 0% Confirm strategy Strategic Assessment Business Justification Procurement Approach Competitive Procurement Readiness for Service Benefits Evaluation opportunity to influence outcome

The teams will work together in the following ways: A statement of principles for the conduct of the Review Team, agreed with the Project Team. To ensure a consistent professional manner in interactions with individuals and in the approach and attitude to the review. code of conduct

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 manager Typical 3 Day Review Day 1 Day 2 Day 3 Interviews to be loaded into first 2 days and to be avoided on Day 3. multi - tasking essential

Review the business need Supported by users and stakeholders Contributes to the Authority’s strategy Proposed governance arrangements Management of project or programme Managing the main project risks Financial provision for the project through to next stage (Gateway Review 1) properly resourced & authorised. gateway 0 – strategic assessment

some issues/topics for the review Project Owner’s issues: Others: Learning from elsewhere

people to see Tony Dessent Roger Lucas Project Manager Consultant Project Manager Adviser Procurement Manager Education Adviser SEN Adviser ICT Adviser Asset Manager Council Leader Childrens Services Portfolio Holder Leader of the Opposition Council CEO Head Legal & Democratic Services Chief Financial Officer Head of Regeneration ? Heads of other Council Directorates Financial Adviser Legal Adviser BSF Commission members PfS DfES 4ps BSF Adviser 3 Head Teachers 2 School Governors Parents rep Diocesan rep? LSC Unions?

documents to see Council Corporate Plan BSF Education Vision Summary of “Every Child Matters”/Childrens Services strategy School Improvement Plan Schools asset Management Plan SEN strategy ICT strategy PID/PEP/Project Brief or equivalent Governance arrangements/ terms of reference etc. Project plans Corporate risk register BSF risk management strategy/risk register/risk plans Issues log Activity & resource plans Project financial control documents LEP procurement strategy Stakeholder/communications/ consultation strategy Sample set of minutes – 3 max from BSF Commission, Project Board/Steering Gp. &/or Project Team Relevant Council/Cabinet/ reports, minutes of approvals Options appraisals/schools BSF options Relevant Ofsted report(s) Agenda documents Performance Assessments Council/Project Organogram

review logistics Documentation requested needs to be available by Monday 15 May. Copy x 1 of key project documents on site 2 rooms available through the review Access, car parking and security passes, if necessary Interviews to start from 9.30am Day 1; 9.00am Day 2 Interview time & gap between (i.e. 45 mins discussion + 15 mins to confer) 30mins interviews acceptable with Members and/or for telecons Strong preference for individual face-to-face interviews rather than telecon & for 1 interview stream for key stakeholders. Working lunch and refreshments during day Equipment needed (ie. access to printers, flipcharts, conference/hands free phones for telecon).