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The Gateway Project Review Process
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Last modified date:19 September 2008
The Gateway Project Review Process applies to all projects and programmes within the Department of Health and its associated arms length bodies. The process also applies to all high risk and some medium risk projects and programmes within the NHS.
What is the Gateway Project Review Process?
The Office of Government Commerce (OGC) developed the Gateway Project Review Process and introduced it across Central Civil Government as part of the Modernisation Agenda, to support the delivery of improved public services. The process has been operating since January 2001.
The Gateway Project Review Process applies to construction/property projects, IT-enabled business change projects, projects that procure services and procurements utilising framework contracts. The Gateway process can also be applied to the management of expenditure projects and to the planning of policy or change initiatives with relatively small expenditure.
The Gateway Project Review Process helps the Senior Responsible Owner to achieve their business aims by giving assurance that:
- people with appropriate skills and experience are deployed on the project
- all the stakeholders covered by the project fully understand the project status and the issues involved
- the project is ready to progress to the next stage of development or implementation
- there is visibility of realistic time and cost targets for projects
- there is improvement of knowledge and skills amongst DH and NHS staff through participation in Gateway Project Review teams.
Note: the Senior Responsible Owner is a generic title. It means a senior individual who takes personal responsibility for the successful outcome of a programme or project. In construction projects this role is often referred to as Project Owner
The Gateway Project Review Process looks at the readiness of a project or programme to progress to the next phase at six key stages in the life of the project. The six stages, or Gates are:
- Gate 0 - Strategic Assessment
- Gate 1 - Business Justification
- Gate 2 - Delivery Strategy
- Gate 3 - Investment Decision
- Gate 4 - Readiness For Service
- Gate 5 - Operations review and Benefits Evaluation
The Gateway Project Review Process comprises a series of short, focussed, independent peer reviews at key stages of a programme or project. The reviews are undertaken in partnership with the project team and all stakeholders. They are designed to highlight risks and issues, which if not addressed, would threaten the successful delivery of the programme or project.
The length of each review depends upon the scope and risk of the project and usually last between three to five days including the preparatory planning day.
The reviews are not audits and are not part of the approval process, but usually coincide with the end of each project stage.
The timing and short duration of the reviews, coupled with the use of existing project documentation, are designed to minimise demands on the project teams and ensure no, or minimal delay to the project.
A confidential review report is delivered to the Senior Responsible Owner, usually on the last day of the review. It is for the Senior Responsible Owner to determine what actions will be taken as a result of the review report. It is also for the Senior Responsible Owner to determine whether and with whom the report will be shared.
Details of the Gateway Project Review Process, frequently asked questions and associated documentation can be found on the OGC website:
Gateway Project Review Programme in Health
DH has determined that to further support the delivery of programmes and projects, the Gateway Project Review Process will be used across the Department of Health, associated arms length bodies and the NHS. The Gateway Project Review Process applies to all projects and programmes within the Department of Health and it’s associated arms length bodies. The process also applies to all high risk and some medium risk projects and programmes within the NHS.
The Gateway process can also be applied to the management of expenditure projects and to the planning of policy or change initiatives with relatively small expenditure.
The risk levels are determined by the completion of the Risk Potential Assessment (RPA), an Excel spreadsheet that calculates the risk of a project based upon the scoring given to certain questions asked. A copy of the RPA is attached below.
Role and responsibilities of Senior Project Owners
What you need to do for your projects:
- Senior Responsible Owners or Project Directors/Managers for all projects and programmes are required to complete and submit a Risk Potential Assessment (RPA). The RPA template is attached below.
- The completed RPA should be submitted electronically to the Health Gateway Project Review team at DH_NHSgatewayreviews@dh.gsi.gov.uk
The Health Gateway Project Review Team is happy to advise Senior Responsible Owners on the use and application of the RPA. The RPA assessment will be reviewed by the Team and discussed with the Senior Responsible Owner or Project Director/Manager to establish the necessity or otherwise of arranging a Gateway Project Review.
The Health Gateway Team have developed an SRO Briefing Forum to provide the opportunity to share and develop best practice programme management experience within a peer group in order to improve programme management success. If you would like further details on the SRO Briefing Forum please contact the Health Gateway Review Helpdesk.
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