Gateway review process and Gateway reviewer training

A Gateway review is designed to support the effective development, planning, management and delivery of Government major projects and programs.

Cabinet approved a recommendation on 1 September 2016  to mandate the Gateway review process on major projects or programs that meet certain requirements, as outlined in the Premier’s Circular 2016/05.

A Gateway review is designed to support the effective development, planning, management and delivery of Government major projects and programs. It gives an independent perspective, challenges plans and processes, and identifies issues and risks.

There are six key gates in the life of a project:

  • Strategic Assessment – to confirm business strategy and need
  • Business Case – to confirm business justification
  • Readiness for Market – to confirm procurement method and sources of supply
  • Tender Decision – to confirm investment decision
  • Readiness for Service – to confirm the readiness of the organisation to implement the business changes
  • Benefits Evaluation – to confirm ‘in service’ benefits

A team of 3-4 experienced, independent reviewers, from the public and/or private sector, conduct the review over 3-5 days. They examine project/program documents, interview stakeholders and prepare a confidential report for the Senior Responsible Officer (SRO) with recommendations to enhance project or program delivery. Each review takes between three to five days - dependent on the complexity of the project or program and number of stakeholders involved. 

When do I need a Gateway review?

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Gateway reviews are mandatory for certain projects and programs

Your agency must undertake a Gateway review for:

  • infrastructure projects or programs valued at $100 million and above
  • ICT projects or programs valued at $10 million and above
  • other projects or programs identified by the Department of Treasury

As a general guideline it is recommended that agencies complete two Gateway reviews on their project. Gateway will discuss this with you and recommend the appropriate gate.

High risk projects/programs that don’t meet the value thresholds can request a review. Agencies seeking an exemption must complete a Risk Assessment document and forward it to the Gateway Unit for consideration. You can find this document in our Gateway resources.

 

Who is involved in a Gateway review?

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A Gateway review involves four parties; Senior Responsible Owner (SRO), Review team, Interviewees and the Gateway Unit.

Senior Responsible Owner (SRO)

The SRO is the project sponsor. Further information for SRO's is available at Gateway resources and templates.

The Review Team

A maximum of four Gateway accredited reviewers from the public and/or private sector assess the project’s/program's health based on interviews and reading the project’s/program's documentation.

Review Team Leader (RTL)

A RTL is selected based on their leadership skills, experience and specialist knowledge relevant to the scope of the review. They lead the planning meeting, interview process and delivery of the Gateway report to the SRO. For further information, see the Review Team Leader Brochure at Gateway resources and templates.

Review Team Member (RTM)

A RTM is selected on their experience and specialist skills relevant to the scope of the review. They work in partnership with the RTL to assess the project by conducting interviews and examining project documents. For further information, see the Review Team Member Brochure at Gateway resources and templates.

Interviewees

Interviewees include members of the project/program team, governance groups and internal and external stakeholders. Interviewees are nominated by the SRO and agreed with by the Gateway review team.

The Interviews are confidential two-way discussions and require no preparation. The focus of the interviews include the project/program deliverables, aims and objectives, schedules, funding, policies and approvals, issues, potential risks and stakeholder communications. 

The Gateway Unit

The Gateway Unit is in the WA Department of Finance. Gateway works with the SRO to coordinate the review, source review team members and holds annual review team member training sessions.

Organising a review

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There are five stages to the review process

Reviews should be conducted at least 4-6 weeks prior to a program or project’s key decision point, to allow time to implement the recommendations coming out of the review. Allow 8-12 weeks lead time to plan for the review.

Stage 1: Initiating a review (2-3 months before review) 

  • Complete a Project Authorisation form (available at Gateway resources) and contact the Gateway Unit
  • Initial meeting between Gateway Unit and the Senior Responsible Owner (SRO) to discuss review requirements and dates.

Stage 2: Preparation (6-8 weeks before review)

  • Appointment of review team
  • Draft document list prepared by the agency
  • Interviewees booked in by the agency

Stage 3: Planning meeting (2-3 weeks before review)

  • Project/program overview and discuss key issues and stakeholders
  • Finalise documents and interviewees
  • Distribute documents to review team after the planning meeting

Stage 4: Conducting the review (Duration: 3-5 days)

  • Review project/program documentation
  • Interview key project/program stakeholders
  • Regular briefing with SRO
  • Draft report presented to SRO

Stage 5: Post review (1 week after review)

  • Final report sent to SRO, with a copy to Gateway
  • Collection and distribution of feedback
  • Agency completes an Action Plan for red recommendations

Gateway report

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The report provides recommendations to the Senior Responsible Owner.

The review team presents the Gateway report with a full briefing of the findings, recommendations and ratings, to the Senior Responsible Owner (SRO) on the last day of the review. This allows the SRO to clarify the content and recommendations with the review team. The SRO has seven days to correct any factual errors, if required.

The report is confidential to the SRO, who is responsible for actioning recommendations made in the Gateway report. The overall Red, Amber, Green (RAG) assessment is based on the urgency and importance of action required. 

  • Red - To achieve success the project team should take action immediately.
  • Amber - The project or program should go forward with actions on recommendations to be carried out before the next Gateway review of the project or program.
  • Green - The project or program is on target to succeed but may benefit from the uptake of recommendations.

A Gateway Recommendation Action Plan Template must be completed by the SRO for all red recommendations in the Final Report. It details the relevant actions for each recommendation and a due date. This template is available in our Gateway resources and must then be forwarded to the Gateway Unit within two weeks of the conclusion of the review.

The Gateway Unit will monitor the progress of these actions and report to the Gateway Steering Committee (GSC) any high risk recommendations with outstanding actions. These are discussed at the Steering Committee Meeting with further action agreed by the GSC, if required.

Gateway review reports provided to the SRO, like all other government documents, are subject to the Freedom of Information (FOI) Act. FOI requests for Gateway review reports are handled by the SRO.

Gateway reviewer training

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You must complete the Gateway Review Team Member training to become a Gateway reviewer.

The Gateway Unit coordinates an annual one-day review team member training session, delivered by an accredited training provider. There are many benefits to undertaking the course. You will gain an insight into how public authorities manage their programs and projects, network with senior executives and understand the Gateway review process. It is an excellent learning investment for senior executives and project/program managers. 

You need a high level of skill and expertise in a number of the following areas:

  • project/program management
  • business analysis and planning
  • procurement
  • service delivery or operational experience 
  • infrastructure development
  • managing business change
  • stakeholder communications and management
  • facilities management
  • ICT development, procurement, management or implementation 
  • policy or program development and implementation
  • There is also Review Team Leader training available in other states

Audience

For senior executives and project managers from both the public and private sectors who want to become a Gateway reviewer.

Topics included

This workshop covers the primary principles and techniques of the Gateway review process.  It covers the primary principles and techniques of the Gateway Review Process.

  • Planning for a Gateway review
  • Undertaking a Gateway review
  • Reporting on a Gateway review
  • Review of Gateway processes

Details

Details of upcoming training will be announced shortly.

Cost

We will cover the cost for public sector staff who meet the requirements. This includes Level 9’s and above with the agreement to participate in one review per year if contacted by the Gateway Unit. For those who do not meet the criteria, their application will be assessed based on their relevant skills and experience, on a case by case basis. You can register for training if you do not meet the requirements however, your agency must cover the cost of $770. Private sector attendees are also required to pay $770.  Cancellation fees apply in accordance with the training provider’s terms and conditions.

Registration 

Public sector attendees register by completing the application form and emailing it to the Gateway Unit.

Private sector attendees register by completing the application form on the workshop faciltator's BTLi website.

At completion

Once you have completed your training you can register to become a Gateway reviewer. Send your Gateway training certificate, CV, educational qualifications and a completed Gateway reviewer registration form  to the Gateway team to be included in future Gateway reviews. You can find the registration form in our Gateway resources.

Lessons learned report

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We have shared a lessons learned report that encompasses an analysis of 48 Gateway reviews over a three year period.

You will benefit from considering the lessons learned report as it provides details of the systematic and recurring findings from Gateway reviews and can be used to improve project specific practices.

Page reviewed 27 May 2020
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