Gateway Reviews – Lessons Learned
Page updated 5 August 2015
The IMAP Gateway team collates and analyses the findings and recommendations of Gateway reviews and periodically publishes the results in a Lessons Learned report. These lessons learned are observations gained from Gateway reviews which highlight opportunities for project and programme management improvements in New Zealand Government agencies.
To date three reports have been published:
- July 2015: Gateway reviews 101 - 150 (March 2013 - September 2014) - gateway-lessons-learned-report-jul15.pdf (1,100 KB)
- December 2013: Gateway reviews 51 - 100 (April 2011 - March 2013) - gateway-lessons-learned-report-dec13.pdf (560 KB)
- July 2011: Gateway reviews 1 - 50 (May 2008 - March 2011) - gateway-lessons-learned-report-jul11.pdf (470 KB)
The results presented in these three reports are an analysis of 136 Gateway reviews conducted across 68 projects and 32 agencies, from the inception of Gateway in New Zealand in May 2008 through to September 2014.
Positive lessons learned tend to emerge as projects progress to second and later reviews. In the period covered by this third report, five projects were reviewed at Gate 4, 'Readiness for Service'. Pleasingly, all five have since successfully transitioned into service.
The review reports identified several other agencies with projects on track to deliver successful outcomes through sound programme and project management principles. These agencies generally share the following good practice fundamentals, which match many of Gateway's key themes:
- Projects strongly aligned with government and organisation policies and goals; project success criteria that clearly link objectives to outcomes, and clear links with agency key strategic priorities.
- Clear senior management and Ministerial ownership and leadership, including an engaged senior executive as Senior Responsible Owner (SRO).
- Clear governance arrangements and active governance oversight that ensures on-going alignment with business objectives.
- Effective stakeholder engagement to help analyse, segment and appropriately engage the right people at the right time, with active management of critical stakeholder issues.
- Organisational commitment to good project/programme and risk management practice.
- A team with the necessary skills and expertise; the whole project organisation requires the appropriate skills, not just the project manager.
- Sound commercial knowledge of the supplier marketplace, linked to the requirements, and careful and appropriate management of the supplier over the contract term.
- Effective team integration between clients, the supplier team and the supply chain.
- Robust business cases with transparent underlying drivers, well-researched and rigorously analysed options, and clearly defined benefits with specific metrics and delivery timeframes.
- Effective financial control.
To date the Gateway reviews conducted in New Zealand have made a total of 1706 recommendations.
The lessons learned presented in the reports are grouped by key themes; the themes have remained fairly consistent over the Gateway reviews carried out in New Zealand to date, but the rankings are changing over time.
The table below shows the themes, ranked in order of frequency of findings and showing the changes in emphasis over the three Lessons Learned reports:
|Report 3, 2015
|Report 2, 2013
|Report 1, 2011
|1||Governance||Business Case||Business Case|
|2||Sourcing strategy/ management||Risk & issue management||Programme & Project management|
|3||Business case||Governance||Risk & issue management|
|4||Risk & issue management||Sourcing strategy/management||Stakeholder management|
|5||Programme/Project management||Transition into service||Resourcing|
|6||Stakeholder management||Programme & Project management||Governance|
|8||Benefits realisation||Stakeholder management||Management of change|
|9||Transition into service||Benefits realisation||Sourcing strategy/management|
|10||Programme/Project planning||Management of change||Dependency management|
|11||Management of change||Programme/Project planning||Financial management|
|12||Capturing lessons learned||Financial management||Methodology|
|14||Financial management||Dependency management|
|15||Dependency management||Capturing Lessons Learned|
- Governance is a significant and growing concern, in part because the increasing trend towards large complex multi-agency and all-of-government projects requires a lift in capability. There are some concerns that expectations are exceeding capability in this area
- The rise in recommendations around sourcing strategy and management also reflects this increasing complexity.
- Concerns continue around the application of core project and programme management disciplines
- Although the number of recommendations around Business Cases has dropped since the introduction of Better Business Cases (BBC), it is still a key theme and there is still significant uncertainty about use of the BBC process.
Gateway Lessons Learned analysis, with information derived from other central agency processes contributes to the Treasury’s understanding of the issues, underlying problems and trends in government projects and has helped to identify key areas of focus for the Corporate Centre.
-  eg Major Projects Monitoring and Portfolio Performance data collection.