The Gateway Review Process in an Australian Government context

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The Gateway Review Process in an Australian
Government context

• Robert Higgins
• Branch Manager
• Gateway Unit

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Gateway Review Process

• How does todays presentation fit with the focus
  of this conference?
• - Developing a project management culture.
• - Providing practical / operational support to
  project mangers.
• - Designed to stimulate dialogue.

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Gateway Review Process

• What is the Gateway Review Process (Gateway)?
• - Gateway was developed by the United Kingdoms
  Office of Government Commerce.
• - Gateway is an expert, time limited and
  confidential peer review conducted throughout the
  life-cycle of certain projects by an independent
  review team.
• - The focus is on issues that will make the
  project successful.
• - A short, focussed and useable report is
  produced.

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Gateway Review Process

• What is the Gateway Review Process? (cont.)

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Gateway Review Process

• What is the Gateway Review Process? (cont.)
• - Review planning is consultative and aims to
  maximise the potential benefits.
• - Gateway involves a cooperative relationship
  between the Review Team, Senior Responsible
  Official (SRO) and the Project team to assist
  delivery against the projects established
  outcomes.
• - Gateway is based on open and honest
  communication.

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Gateway Review Process

• What is the Gateway Review Process? (cont.)
• - Short duration, reviews usually take 4-5 days.
• - Project progress is not delayed.
• - Review reports are action-orientated.
• - Reports are confidential and provided to the
  SRO.
• - Gateway reviews are not audits.

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Gateway Review Process

• What is has been the experience in other
  jurisdictions that use the Gateway Review
  Process?
• - Gateway has been used in the United Kingdom
  and Victoria since 2000 and 2003 respectively.
• - Over 1000 reviews completed in the UK and over
  100 completed in Victoria.
• - Applying this methodology has demonstrably
  improved on-time, on-budget project delivery.
• - Strong positive feedback from SROs, project
  teams and reviewers.

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Gateway Review Process

• What are the key benefits of the Gateway Process?
  
• - Best available skills and experience deployed
  in the review.
• - Increased stakeholder understanding of key
  success criteria, scope, outcomes,
• - Repeated deficiencies corrected.
• - Knowledge transfer and application of best
  practice occurs.
• - Gateway may improve supplier confidence.
• - Increased success of outcomes.
• .

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Gateway Review Process

• Why adopt the Gateway Review Process?
• - This methodology has a proven track record
  in similar jurisdictions.
• - Gateway sits well with the Australian
  Government accountability framework.
• - Reviews are fast, focussed and actionable.
• - The Gateway Review Process will help improve
  project management skills.

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Gateway Review Process

• What projects will Gateway apply to?
• - Government has decided that Gateway will apply
  to projects by FMA Act agencies that are
• - IT projects costed at 10m or more
• - procurement and infrastructure projects
  costed at 20m or more
• where warranted by risk.
• - Risk is assessed by using the Gateway
  Assessment Tool

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Gateway Review Process

• Example of the Gateway Assessment Tool

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Gateway Review Process

• What projects will Gateway apply to? (cont.)
• - Gateway will be phased-in as part of the
  2006-07 Budget process.
• - Projects above the financial threshold are
  required to complete the Gateway Assessment Tool.
• - The Prime Minister and Finance Minister will
  agree a small cross-section of high risk projects
  to undertake a business case review.
• - Reviews are likely to commence from late March
  2006.

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Gateway Review Process

• What projects will Gateway apply to? (cont.)
• - For the 2007-08 Budget and subsequently all
  projects that are above the financial thresholds
  and are high risk will be required to undertake a
  business case review.
• - This review is to be completed and addressed
  before the project is considered by Government.
• - Gateway will apply to medium risk projects
  from the 2008-09 Budget forward.

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Gateway Review Process

• Who conducts the reviews?
• - Reviews are only as good as the review team.
• - Reviews are conducted by 3-4 suitably
  qualified reviewers with relevant skills that
  have completed accredited Gateway training.
• - Reviewer skills include, IT, project
  management, financial analysis, procurement among
  others.
• - Reviewers are from both the public and private
  sectors.

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Gateway Review Process

• Who conducts the reviews? (cont.)
• - The review team works closely with SROs and
  the Project Team, eg providing daily briefings.
• - Reviews are lead by experienced Team Leaders.
• - Reviewers aim to support project success and
  add value. Knowledge transfer is also a goal.
• - The aim is a high quality, usable review.
• - Reviewers provide a report to, but are not
  working for, the SRO.

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Gateway Review Process

• What is in a Gateway Review Report?
• Reports are short, tightly-focussed and
  action-oriented.
• They contain
• A summary of conclusions
• Key recommendations
• A statement on potential for success
• Observations on readiness for the next phase
• A list of interviewees
• The report is produced on a no surprises basis.
• The report is expected to be candid and
  independent.
• A traffic light system indicates the projects
  overall position.

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Gateway Review Process

• What is the role of the Gateway Unit?
• The Gateway Unit is responsible for
• developing the Gateway Assessment Tool
• producing guidance and standard documentation
• facilitating the training of reviewers
• organising review teams
• managing a database of reviewers
• paying for high risk reviews and
• ensuring that lessons learnt are shared.
• Oversight by a Gateway implementation Committee.

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Gateway Review Process

• Questions?
• The Gateway Unit is contactable at
• gateway_at_finance.gov.au