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Drive Business Value With a Right-Sized Project Gating Process

Use gating to get projects done right the first time.

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Contributors

  • Lameck Osinde, Professor of IT, Innovation, and Project Management
  • Nancy Wilson, Project Manager
  • Five Anonymous Contributors

Your Challenge

  • Low sponsor commitment on projects.
  • Poor quality on completed projects.
  • Little to no visibility into the project portfolio.
  • Organization does not operationalize change .
  • Analyzing, fixing, and redeploying is a constant struggle. Even when projects are done well, they fail to deliver the intended outcomes and benefits.

Our Advice

Critical Insight

  • Stop applying a one-size-fits-all-projects approach to governance.
  • Engage the sponsor by shifting the accountability to the business so they can get the most out of the project.
  • Do not limit the gating process to project management – expand to portfolio management.

Impact and Result

  • Increase Project Throughput: Do more projects by ensuring the right projects and right amount of projects are approved and executed.
  • Validate Project Quality: Ensure issues are uncovered and resolved with standard check points in the project.
  • Increase Reporting and Visibility: Easily compare progress of projects across the portfolio and report outcomes to leadership.
  • Reduce Resource Waste: Terminate low-value projects early and assign the right resources to approved projects.
  • Achieve Intended Project Outcomes: Keep the sponsor engaged throughout the gating process to achieve desired outcomes.

Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should design a right-sized project gating process, review Info-Tech’s methodology, and understand the four ways we can support you.

1. Lay the groundwork for tailored project gating

This phase will walk you through the following activities:

  • Understand the role of gating and why we need it.
  • Determine what projects will follow the gating process and how to classify them.
  • Establish the role of the project sponsor throughout the entire project lifecycle.

2. Establish level 1 project gating

This phase will help you customize Level 1 Project Gates with appropriate roles and responsibilities.

3. Establish level 2 project gating

This phase will help you customize Level 2 Project Gates with appropriate roles and responsibilities.

4. Establish level 3 project gating

This phase will help you customize Level 3 Project Gates with appropriate roles and responsibilities. It will also help you determine next steps and milestones for the adoption of the new process.

Guided Implementations

This guided implementation is a nine call advisory process.

Guided Implementation #1 - Lay the groundwork for tailored project gating

Call #1 - Scope requirements, objectives, and your specific challenges.

Guided Implementation #2 - Establish level 1 project gating

Call #1 - Define project levels.
Call #2 - Establish the role of the sponsor.

Guided Implementation #3 - Establish level 2 project gating

Call #1 - Introduce Level 1 project gating best practices.
Call #2 - Customize Level 1 project gate process.
Call #3 - Introduce Level 2 and Level 3 project gating best practices.
Call #4 - Customize Level 2 and Level 3 gating process.

Guided Implementation #4 - Establish level 3 project gating

Call #1 - Discuss roadmap for adoption of new process.
Call #2 - Review completed Strategic Template.

Onsite Workshop

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Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Lay the Groundwork for Tailored Project Gating

The Purpose

  • Understand the role of gating and why we need it.
  • Determine what projects will follow the gating process and how to classify them.
  • Establish the role of the project sponsor throughout the entire project lifecycle.

Key Benefits Achieved

  • Get stakeholder buy-in for the process.
  • Ensure there is a standard leveling process to determine size, risk, and complexity of requests.
  • Engage the project sponsor throughout the portfolio and project processes.

Activities

Outputs

1.1

Project Gating Review

1.2

Establish appropriate project levels

  • Project Intake Classification Matrix
1.3

Define the role of the project sponsor

  • Project Sponsor Role Description Template

Module 2: Establish Level 1 Project Gating

The Purpose

This phase will help you customize Level 1 Project Gates with appropriate roles and responsibilities.

Key Benefits Achieved

Create a lightweight project gating process for small projects.

Activities

Outputs

2.1

Review level 1 project gating process

2.2

Determine what gates should be part of your custom level 1 gating process

2.3

Establish required artifacts for each gate

2.4

Define the stakeholder’s roles and responsibilities at each gate

  • Documented outputs in the Project Gating Strategic Template

Module 3: Establish Level 2 Project Gating

The Purpose

This phase will help you customize Level 2 Project Gates with appropriate roles and responsibilities.

Key Benefits Achieved

Create a heavier project gating process for medium projects.

Activities

Outputs

3.1

Review level 2 project gating process

3.2

Determine what gates should be part of your custom level 2 gating process

3.3

Establish required artifacts for each gate

3.4

Define the stakeholder’s roles and responsibilities at each gate

Module 4: Establish Level 3 Project Gating

The Purpose

  • This phase will help you customize Level 3 Project Gates with appropriate roles and responsibilities.
  • Come up with a roadmap for the adoption of the new project gating process.

Key Benefits Achieved

  • Create a comprehensive project gating process for large projects.

Activities

Outputs

4.1

Review level 3 project gating process

4.2

Determine what gates should be part of your custom level 3 gating process

4.3

Establish required artifacts for each gate

4.4

Define the stakeholder’s roles and responsibilities at each gate

  • Documented outputs in the Project Gating Strategic Template
4.5

Determine next steps and milestones for process adoption

  • Documented Project Gating Reference Document for all stakeholders
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