What is a Gateway Review
It is a short, focused review of a programme or project carried out at key decision points in its lifecycle by a team of experienced practioners, independent of the Programme or Project Team.
The concept of project assurance is established in the Scottish Government and its Executive Agencies. The Office of Government Commerce (OGC) Gateway Review process forms the basis on which major programmes and projects are assured. Implementation of the Gateway Review process across the wider Scottish Public Sector will be taken forward as part of the Scottish Government's response to the McClelland Report ('Review of Public Sector Procurement in Scotland') of March 2006.
What are the Benefits of a Gateway Review
It is based on well proven techniques that lead to more effective delivery of benefits together with more predictable costs and outcomes.
The process also aligns with the Scottish Government's 'Policy Cycle' and provides assurance and support for Senior Responsible Owners (SROs) in discharging their responsibilities by:-
- identifying if adequate skills, business resources and experience are deployed on the programme or project;
- ascertaining if all the stakeholders fully understand the programme or project status and the issues involved;
- identifying any problems early to allow rectification (either immediately or prior to the next review);
- identifying if the risks and associated mitigation and contingency are being managed;
- indicating if the programme or project can progress to the next stage of development or implementation;
- identifying if more realistic time and cost targets can be achieved;
- identifying if a governance structure is in place and whether all those involved are clear about their roles & responsibilities;
- improving knowledge, management and delivery skills among staff through participation in Review Teams; and
- providing advice and guidance to Programme and Project Teams by fellow practitioners.
Who does it apply to?
Gateway Review is mandatory for all bodies which are subject to the Scottish Public Finance Manual, including the Scottish Government, Executive Agencies, non-ministerial offices of the Scottish Administration, the Forestry Commission in Scotland, the Scottish Parliament Corporate Body and sponsored bodies.
What does it apply to?
The Scottish Government Gateway Review applies to Mission Critical and/or High Risk projects that have a budget of £5 million in value or over (anything which meets the definition of Mission Critical being automatically considered as High Risk).
Gateway Review should also be considered for Mission Critical and/or High Risk projects that are non capital / acquisition or have a budget of less than £5 million in value.
Although originally devised for Procurement, ICT and Construction projects, the process is also applied to non-procurement projects and programmes, business change initiatives and policy delivery.
Its Origins
The Gateway Review process emerged from the HM Treasury / Cabinet Office review of Civil Procurement in Central Government in 1999 (the Gershon Report) which recommended a common process for the strategic management of large, novel or complex projects at critical stages in the life-cycle. The initiative has been taken forward across Whitehall Departments and related public bodies by the Office of Government Commerce (OGC).
Following a similar review of the (then) Executive's procurement strategy in 2000, Ministers endorsed the Procurement Supervisory Board's recommendation that the Executive should implement similar project management initiatives including a Gateway Review process appropriate to Scottish needs, but making use of the OGC methodology and tools.
What are the individual Gateways
Gateway Reviews are carried out in advance of the key decision points within a programme or project's lifecycle.
The key decision points within a project and the associated Gateways are:-
Business Justification - Gateway 1
- This first Project Review comes after the Strategic Business Case has been prepared. It focuses on the project's business justification prior to the key decision on approval for development proposal.
Delivery Strategy - Gateway 2
- This Review investigates the Outline Business Case and the delivery strategy before any formal approaches are made to prospective suppliers or delivery partners. The Review may be repeated in long or complex procurement situations.
Investment Decision - Gateway 3
- This review investigates the Full Business Case and the governance arrangements for the investment decision. The Review takes place before a work order is place with a supplier and funding and resources committed.
Readiness for service - Gateway 4
- This Review focuses on the readiness of the organisation to go live with the necessary business changes, and the arrangements for management of the operational services.
Operations Review and Benefits Realisation - Gateway 5
- This Review confirms that the desired benefits of the project are being achieved, and the business changes are operating smoothly. The Review is repeated at regular intervals during the lifetime of the new service/facility.
There is one Gateway for programmes:-
Strategic Assessment - Gateway 0
- This is a programme-only review that investigates the direction and planned outcomes of the programme, together with the progress of its constituent projects. It is repeated over the life of the programme at key decision points.
Further Details
More information on the Gateways can be found at the following Gateway Briefing Notes:
Gateway Review - Briefing Note 1 - What is it?
Gateway Review - Briefing Note 2 - How does it work?
Gateway Review - Briefing Note 3 - Who does what?
Further Gateway Review reference documentation can also found at the Office for Goverment Commerce (OGC) website.
How to become a Gateway Reviewer
If you are interested in becoming a Gateway Reviewer then contact the Scottish Government Centre of Expertise for Programme, Policy and Project Delivery at the following email address:
CoE@scotland.gsi.gov.uk