eplc stage gate review may 12, 2010 by jane small, danielle kaczensky
TRANSCRIPT
EPLC Stage Gate ReviewMay 12, 2010
By Jane Small, Danielle Kaczensky
“Enabling the NIH Research Mission”
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Standard Stage Gate Review Process
“Enabling the NIH Research Mission”
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EPLC Stage Gate Review
Stage Gate Review (SGR) for a Centrally Funded Enterprise System (Non-delegated)
– Who has a role in a SGR?– How is it conducted?– What is the outcome? – Our experiences and advices– Q&A
“Enabling the NIH Research Mission”
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Who plays a role in a SGR Project Manager (Create)
– Plan and conduct phase activities, propose tailoring– Prepare, submit, respond
Business Owner– Review and approve project documents prior to
submission
EPLC Manager (Coordinate, review ) – Coordinate, preliminary review, facilitate, summarize
reviews
Critical Partners (Review) – Review and score for completeness and accuracy– Identify additional risks if applicable– Provide additional instructions for PM if applicable– Make Recommendations to the ITWG
Governance (Approve) - ITWG– Review and determine if additional work is needed, or– Approve advancement to next phase
“Enabling the NIH Research Mission”
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Project Manager
Prepare phase deliverables– EPLC Framework Appendix C– Special requests from CPs
Submits deliverables Responds to questions Receive approvals Remediate if applicable
“Enabling the NIH Research Mission”
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EPLC Manager Identify SGRs for a project
– Non-delegated SGRs– SGRs identified in Project Process Agreement (PPA)
Identify Critical Partners– Each SGR involves different CPs depending on the
phase the Project is in
Schedule SGR with Project Manager– Determine a target date for documents submission
Prepare instructions and review forms – Based on EPLC Framework and Artifacts– Explain Phase Goals and Activities – Send CPs “Heads up” email
“Enabling the NIH Research Mission”
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EPLC Manager (continued)
Conduct preliminary review (sanity check)– All EPLC defined deliverables are submitted– Check for key information completeness
Distribute instructions and documents to CPs
Facilitate Q&A between CPs and PM Summarize reviews, develop
recommendations to Governance
“Enabling the NIH Research Mission”
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Critical Partners
Understand EPLC Phase goals and activities
Review Project documents for completeness, accuracy, and adequacy
Fill out CP Review Form Provide special instructions (optional) Return forms to EPLC Manager
“Enabling the NIH Research Mission”
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Governance
Review CP comments, EPLC Manager’s summary and recommendations
Make decision– Approve (authorized to proceed to next phase)– Approve with Conditions – Disapprove
“Enabling the NIH Research Mission”
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Advice from an EPLC Manager Understand phase activities and
deliverables Be proactive - study Framework and CP
questions
– EPLC Artifacts – Stage Gate Review Templates• 56 - Stage Gate Reviews
– Conduct a pre-SGR meeting with specific CPs when expectations are unclear
“Enabling the NIH Research Mission”
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Advice from a Project Manager Negotiate a reasonable Project Process
Agreement Work with EPLC manager in advance to
clarify what is really needed by each critical partner during each SGR
Know the risks to your project of delayed response from SGR
Limit duplicative documentation; SharePoint site is useful
Recognize dual role of EPLC Manager Disapproval should never be a surprise
“Enabling the NIH Research Mission”
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EPLC Stage Gate Review
Questions, Comments…
Contact Information:
[email protected] (DDRMS PM)
[email protected] (EPLC Manager)
[email protected] (EPLC Lead)