New FY20 Gating Model Explained

June 27, 2019

The Portfolio Management Office (PMO) is collaborating across Information Technology Services to implement a refreshed gating model for Fiscal Year 2020. The goal: to reduce risk and improve visibility into project work. The senior leadership team is evaluating project work, including Ready to Serve (RTS) efforts, and considering the following criteria to determine which projects will participate in the FY20 gating process:

  • New or decommissioned services
  • Projects involving systems classifed as High or Moderate Risk
  • Service changes that impact other services
  • Change requiring external supplier support
  • Change impacting how individuals experience or consume the service
  • Typically, will NOT include: routine maintenance (patches), break / fix, small enhancements, or minor upgrades

If a project meets the requirements for gating, the PMO schedules a Project Start meeting to understand the timeline, methodology, and risks. Both the PMO and Service Management Office participate in this meeting for RTS-funded projects. The team develops a gating schedule and begins tracking project and gating progress through the portfolio and project management (PPM) tool, located within Quickbase.

The process includes three checkpoint meetings called gates: Initiate (plan and analyze phases), Design, and Build (build and test phases). In advance of attending each gate, project teams meet with pre-gating partner areas. Each phase has a specific pre-gating questionnaire teams must complete in advance. Responses are supported by the artifacts specific to the gate. Some examples include: business case, project charter, risk log, and stakeholder analysis.

The gating board holds bi-weekly meetings, and teams will request attendance by submitting a ServiceNow ticket to the service: “IT Porfolio Project Services”. Following gating guidance should enable a project team to obtain approval from the Change Advisory Board (CAB) on the first attempt. Project Close is an opportunity for the team to debrief on lessons learned and success after deployment.

 business case, project charter, risk log, and disaster recovery plan. 

Communication is key and making impacted services aware of pending change is critical. The PMO aims to connect with project teams, understand their approach, and reduce deployment risk. Gating is an opportunity to receive input from key partners, confirm expected deliverables are available, and ensure a successful deployment. The process is meant to be flexible to meet the needs of all project teams.

For further details about pre-gating, please visit our library of training materials or contact the PMO (ITS.PMO@yale.edu) if you have additional questions.