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

Gateway 0 Strategic

Assessment

Gateway 0 Strategic

Assessment

Strategic Programme

100%

Whole Life Expenditure

Confirm Justificatio

n

OJEC Contract Award

In-Service

Confirm Benefits

Time

0%

Confirmstrateg

y

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 meetingFact finding Fact finding Fact finding

Report writing Report writing Report writing

Report Template Preparation

Emerging findings with PO/project

manager

Emerging findings with PO/project

manager

Typical 3 Day ReviewDay 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)• 14-19 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).