Three spreadsheets are provided by the Gateway Unit that are appropriate for:
Information technology/change management projects: all business change projects involving an IT element which, if not delivered, would significantly impact upon the project's ability to deliver its intended benefits.
Property and construction projects: projects procuring property (existing or to be constructed) as a supply of works or service.
Other services: (e.g. environmental management, facilities management, property and estates advice etc).
Senior Responsible Owners should use the spreadsheet most appropriate for their project. [3] The PPM should be used as a starting point in assessing the likely levels of risk associated with the project. It is a high level indicator, not an exhaustive project risk analysis model, although it can form the basis of a fuller project risk analysis. The model requires the Senior Responsible Owner to assess the project against a number of criteria to provide an overall score for the project. These initial scores will be validated by the Gateway Unit. The current approach is that:
a total score of 20 or less indicates that the project is relatively low risk and Gateway Reviews will be managed from within the department or agency;
a total score in the range of 21–40 indicates that the project is medium risk. Gateway Reviews for this category will require a review team leader, nominated by the Gateway Unit, who is independent of the department or agency. Review team members are sourced by the department or agency, outside of the project team for medium risk reviews; and
a total score 41 or more indicates that the project is high risk and will require the review team leader and the review team members to be nominated by the Gateway Unit and to be independent of the department or agency.
It is important to stress that the PPM is designed as a guide to help the Senior Responsible Owner make their assessment. There may be issues that are not explicitly covered by the model but which affect the assessment. In particular, there may be other factors that increase the risk to the project and therefore warrant a higher rating. If in any doubt, Senior Responsible Owners should discuss these issues with the Gateway Unit.
Senior Responsible Owners are asked to notify the Gateway Unit (after confirming the PPM details with the departmental Gateway Coordinator) if the proposed project is medium or high risk. (The Gateway Unit does not record information for low-risk projects.)
The Gateway Unit needs a minimum of six to eight weeks from the receipt of the PPM to undertake the necessary planning and team selection. However, PPMs may be sent to the Unit in advance of this minimum period.