What is OGC Gateway

1. Achieving Excellence in Project Management What is OGC Gateway? ? Xafinity Skillbase to lead Cover Admin arrangements as required (eg Alarm, Evacuation, Breaks, Facilities) This workshop is designed to provide an Awareness of OGC Gateway Other related workshops include: Training to become an OGC Gateway Reviewer Training for Review Team Members to progress to Review Team Leader (M2L) Training for Departmental Gateway Coordinators An ‘RTL Masterclass’ is also available for experienced Review Team Leaders Note that all materials are Crown copyright – a statement to this effect appears on each page The slides mainly refer to the OGC Gateway? Review in the context of a project. Facilitators should note that the majority of references apply equally to a programme review. Xafinity Skillbase to lead Cover Admin arrangements as required (eg Alarm, Evacuation, Breaks, Facilities) This workshop is designed to provide an Awareness of OGC Gateway Other related workshops include: Training to become an OGC Gateway Reviewer Training for Review Team Members to progress to Review Team Leader (M2L) Training for Departmental Gateway Coordinators An ‘RTL Masterclass’ is also available for experienced Review Team Leaders Note that all materials are Crown copyright – a statement to this effect appears on each page The slides mainly refer to the OGC Gateway? Review in the context of a project. Facilitators should note that the majority of references apply equally to a programme review.

2. Page 2 Objectives Understand the purpose & principles of OGC Gateway™ Reviews Recognise key steps in the process of initiating & undertaking a Review Discuss the benefits of OGC Gateway™ Reviews Have an opportunity to ask questions This workshop is designed as a 2 - 3 hour session. The length will have been agreed in advance and will depend on the sponsor’s requirements and knowledge of the participants. It covers the underpinning aspects of Gateway and includes: - OGC Organisation - Overview of Gateway for Policy, Programmes and Projects - The Gateway Brand - Overview of the process for Gateway Reviews - Review Team and Review Team Leader Roles - Delivery Confidence Assessment - Recommendations CER - Reviewer Accreditation This workshop is designed as a 2 - 3 hour session. The length will have been agreed in advance and will depend on the sponsor’s requirements and knowledge of the participants. It covers the underpinning aspects of Gateway and includes: - OGC Organisation - Overview of Gateway for Policy, Programmes and Projects - The Gateway Brand - Overview of the process for Gateway Reviews - Review Team and Review Team Leader Roles - Delivery Confidence Assessment - Recommendations CER - Reviewer Accreditation

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4. Page 4 OGC Gateway Organisation Summarises the current UK organisational structure for Gateway Board is Chaired by Head of Brand assurance and members are the Heads of CCG, Health, MOD and Local government hubs. A new Police Hub is also planned may be mentioned if Police Officers attending otherwise no need to mention When the devolved assemblies and Police Hubs are authorised they will have a representative on the Board and a Stakeholder Group at which they can discuss their issues Operational processes are the responsibility of each Hub and do and can vary so long as they meet the Brand principles. OGC offer best practice adviceSummarises the current UK organisational structure for Gateway Board is Chaired by Head of Brand assurance and members are the Heads of CCG, Health, MOD and Local government hubs. A new Police Hub is also planned may be mentioned if Police Officers attending otherwise no need to mention When the devolved assemblies and Police Hubs are authorised they will have a representative on the Board and a Stakeholder Group at which they can discuss their issues Operational processes are the responsibility of each Hub and do and can vary so long as they meet the Brand principles. OGC offer best practice advice

5. Page 5 OGC Gateway? Reviews are: Independent Peer reviews for the Senior Responsible Owner Focussed over 3 - 4 days (to include documentation review, interviews and report) Undertaken at key decision points in a programme or project – a whole lifecycle evaluation Forward looking & open – to help achieve success Evidence and experience based Confidential and candid Timely with report issued on the final day of the review

6. Page 6 Their benefits are.......... Early identification of unforeseen risks Independent, practical review delivered in a constructive collaborative and confidential manner Increased confidence of delivery Report delivered on the final day of the review Valuable opportunity for reviewers to see how others manage their projects/programmes

7. Page 7 The OGC GatewayTM Brand Principles Commitment and Leadership The Senior Executive is committed to the OGC Gateway™ process and brand. The Programme Senior Responsible Owner (SRO) or Project SRO/Executive is the client for the OGC Gateway Review and is responsible the effective implementation of recommendations OGC Gateway is part of a planned and integrated assurance regime for supporting the effective delivery of programmes and projects Delivery & Best Practice OGC Gateway reviews are prioritised and resourced commensurate with inherent risk, complexity and priority OGC Gateway Reviews are carried out at appropriate points throughout the entire lifecycle of programmes and projects The OGC Gateway process is applied to preparing for and undertaking Reviews Lessons learned from OGC Gateway reviews are to be shared across the PPM community at national, strategic and local levels. Newsflash 32 Refers Emphasise the main principles in the context of the discussions (eg 2, 5 & 8) Also note that the Principles are about "What" gateway is about, Hubs develop the "How" Gateway is delivered taking OGC advice on good practice. Newsflash 32 Refers Emphasise the main principles in the context of the discussions (eg 2, 5 & 8) Also note that the Principles are about "What" gateway is about, Hubs develop the "How" Gateway is delivered taking OGC advice on good practice.

8. Page 8 The OGC GatewayTM Brand Principles (Cont’d) The OGC Gateway Review team must be independent of the programme/project, its management and associated support activities and is responsible for the content of the final report OGC Gateway Reviews are undertaken by a team of accredited peers, with the requisite skills, knowledge and experience, that are drawn from an effectively managed reviewer pool. The review will be short, focused and forward looking, delivering a report to the SRO on the final day of the review. OGC Gateway recommendations will be candid & practical, based on best practice & evidence and prioritised for urgency of implementation Style The process will be open with access to all stakeholders & documentation The OGC Gateway review process will be undertaken in a confidential manner, with a non-attributable report. A “peer to peer” coaching style will be adopted, with a “no surprises” approach Discussion of Brand Principles often raises questions about the Department(s). Topics for input by Departmental Representatives could include: - - Accreditation process for applicants - - PPM status and commitment in the organisation - - How many project/programmes are under development and at what risk level - - Typical lessons learned/SWOT of their delivery programmes Discussion of Brand Principles often raises questions about the Department(s). Topics for input by Departmental Representatives could include: - - Accreditation process for applicants - - PPM status and commitment in the organisation - - How many project/programmes are under development and at what risk level - - Typical lessons learned/SWOT of their delivery programmes

9. Page 9 Review Team Skills and Role What are we looking for in a review team? Peers with relevant knowledge and practical recent experience in programme & project management Specific skills in key areas such as business case evaluation, procurement and benefits analysis Soft skills such as: confidence, integrity, diplomacy, open mindedness, perceptiveness and ability to communicate effectively Cooperative/collaborative style Independence and objectivity And above all common sense The quality and performance of the Review Team is critical to maintain the credibility and reputation of Gateway. Team selection therefore requires thorough consideration Selection of the Review Team will be based on skill requirements to review the project and an assessment of risk taking account of the additional knowledge gained at the Assessment Meeting The quality and performance of the Review Team is critical to maintain the credibility and reputation of Gateway. Team selection therefore requires thorough consideration Selection of the Review Team will be based on skill requirements to review the project and an assessment of risk taking account of the additional knowledge gained at the Assessment Meeting

10. Page 10 Review Team Leader’s Role Gateway ambassador and owner of the review process Overall review preparation & background research Developing the pivotal relationship with the SRO & PM Planning Meeting preparation & management Leading the team and managing the Review Coordinating the preparation & delivery of the report including recommendations and Delivery Confidence Assessment Relationship building & knowledge transfer 360 degree feedback

11. Page 11 This slide describes the overall process as applied by OGC for High and Medium risk reviews in CCG. The lead time appears to be lengthy but this is necessary to ensure the availability of key Programme/Project stakeholders as well as the appropriately skilled review team. In exceptional circumstances it may be possible to respond more quickly Departments will wish to develop their own detailed processes in line with the model described for their medium and low risk equivalent process This slide describes the overall process as applied by OGC for High and Medium risk reviews in CCG. The lead time appears to be lengthy but this is necessary to ensure the availability of key Programme/Project stakeholders as well as the appropriately skilled review team. In exceptional circumstances it may be possible to respond more quickly Departments will wish to develop their own detailed processes in line with the model described for their medium and low risk equivalent process

12. Page 12 OGC Gateway? Review Report Drafted and discussed with the SRO in confidence, before the Review Team leave on the final day Contains an overall assessment of Delivery Confidence with supporting evidence Emphasis on recommendations that: Identify issues that need to be addressed and are prioritised for criticality of implementation Take the form of helpful, practical propositions Leave responsibility for action with the SRO and the Project Team Structured, focused and succinct, based on a standard template No paperwork is retained by Review Teams at the end of the review The review was originally requested by the SRO and the final report is for the SRO. The SRO is responsible for actions following the Review The implications of Freedom of Information on OGC Gateway Review confidentiality are under discussion The review was originally requested by the SRO and the final report is for the SRO. The SRO is responsible for actions following the Review The implications of Freedom of Information on OGC Gateway Review confidentiality are under discussion

13. Page 13 Delivery Confidence Assessment Delivery Confidence is the confidence in the project or programme’s ability to deliver its aims and objectives: within the timescales within the cost envelope to the quality requirements including the delivery of benefits, both financial and non-financial Delivery Confidence reflects: specific issues that threaten delivery to time, cost and quality and jeopardise the delivery of benefits the Review Team’s professional judgement of the likelihood of the project or programme succeeding even though there may be no definitively clear evidence either way the resilience of the project or programme to overcome identified shortcomings or threats Delivery Confidence is influenced by: a project or programme’s use of established best practice generic indicators of project/programme health

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15. Page 15 Delivery Confidence assessment Single RED reports will be escalated to the Permanent Secretary and the NAO 6 months after the report is delivered to the SROSingle RED reports will be escalated to the Permanent Secretary and the NAO 6 months after the report is delivered to the SRO

16. Page 16 Criticality of Recommendations Critical (Do Now) – To increase the likelihood of a successful outcome it is of the greatest importance that the programme/project should take action immediately. Essential (Do By) – To increase the likelihood of a successful outcome the programme/project should take action in the near future. [whenever possible Essential recommendations should be linked to project milestones e.g. before contract signature and/or a specified timeframe e.g. within the next three months.] Recommended – The programme/project should benefit from the uptake of this recommendation. [if possible Recommended recommendations should be linked to project milestones e.g. before contract signature and/or a specified timeframe e.g. within the next three months.] PLEASE NOTE – RAG status Red, Amber and Green has been replaced by the descriptions and definitions above for High Risk Projects. The change for Medium Risk Projects has commenced and is in transition PLEASE NOTE – RAG status Red, Amber and Green has been replaced by the descriptions and definitions above for High Risk Projects. The change for Medium Risk Projects has commenced and is in transition

17. Page 17 Follow Up to the Review Final report for SRO completed within 7 days – copy to OGC for High Risk and to the originating CoE for Medium and Low Risk 360° feedback completed by the Review Team - circulated to each other, and sent to OGC/DGC Feedback on the Review completed by the SRO and sent to OGC/DGC Reports evaluated to identify lessons learned Action plan developed and implemented by the Programme/Project team with escalation by OGC/DGC if required Please emphasise the importance of 360 degree feedback Please emphasise the importance of 360 degree feedback

18. Page 18 Reviewer Accreditation OGC accredit High and Medium Risk Reviewers in Central Civil Government at monthly Accreditation Panel meetings Other Hubs including Health, Defence and Local Government accredit their own reviewers Accreditation process Complete standard application form and send to DGC DGC reviews and adds a commentary Complete “Preparing to Carry Out OGC Gateway Reviews” training Application assessed by OGC Accreditation Panel and Reviewer informed of accreditation status

19. Page 19 OGC Gateway? Best Practice