Phase Review Template (v10.xx)

Phase Review Template (v10.xx)


Cerri Project can map to a wide variety of phase review processes. There can be as many phase review templates as needed. The setup described below should be used as a guideline and is not carved in stone. Alternate configurations are possible. Any phase review template contains the following items:
  1. Critical Success Factors setup in the project description (see Step 1: Create and setup critical success factors)
  2. A new document type (see Step 2: Setup a New Document Type called "Gate")
  3. A new subform template called [ScoreCard] (see Step 3: Match the scorecard document template to the "gate" document type)
  4. One document template [Gate] based on the scorecard form, used to manage each tollgate scorecard (see Working with the Cerri Project scorecard)
  5. A workflow definition called "Gate" to support a review process (see Phase Review tracking reports)
  6. A project template (see Phase Review Process Project Template) that includes the following:
    1. WBS with phase, deliverables & tollgates (Step 5: Create a new project template and Step 6: Convert milestones into tollgates)
    2. Document templates setup for all deliverables associated with a tollgate
    3. Predefined tollgate scorecards (Working with the Cerri scorecard)
    4. Phase Review process setup and reporting setup (Phase review process and reporting setup)

Phase Review Process Project Template

This document describes the configuration prerequisites for designing a phase review process. Cerri Project approaches the configuration of your process through the initial design of a project structure where tollgates are differentiated from other deliverables, and phases built into the process are clearly identified.

Create a new project template


Create a new project with the project type associated with the review process being created (i.e. a 3-stage process). The project status should be set to [template] Create a plan that mirrors a WBS in line with your process. A 3-stage process means 3 phases must exist. Note that a plan can be imported from MSP. Each gate will be positioned under its respective phase (i.e. 3 stages relevant to the review process). Sub-phases can be added but won’t be accounted for in the review process. However, they are useful for project tracking.


Note: Creating a gate involves creating a new deliverable labeled to indicate it is a gate (e.g. "Gate 0: Go to Scoping"). Additional steps will be taken later to differentiate gates from deliverables.

Convert milestones into tollgates

  1. From the view "Plan – Gantt", open each deliverable whose label identifies a gate in edit mode.
  2. Click on the «Actions» button to convert your deliverable, and select the document type [Gate].
  3. The configured template scorecard form automatically appears. 


  1. The template scorecard form and the workflow matched to the [Gate] document type are automatically applied.

  1. Click [Create] to proceed with the conversion.


  1. The [ScoreCard] form is merged into the deliverable record, and two new tabs are created: «Score card» and «Phase Tollgate». The workflow inherited by the newly converted gate is the predefined one.



Phase review process and reporting setup


Visibility is critical for the management team. Reporting is available to track project status throughout the entire phase review process. All of the steps previously carried out allow the final setup of the phase review process and corresponding reporting.

Configure the phase review process and reporting

  1. Open Setup [Portfolio].
  2. Under the «Setup» tab, click on [Phase Review Process]
  3. Click on the «New phases review process» button and select [Phase Review Process] 







The preliminary steps covered on point 15.3.1.1 are essential for completing this setup.

Fields

Use

Process name

Identifies the name of the process.

Associated project types

Associates the phase review process with specific project types.

Reference

Identifies the reference project template used for the phase review process.

Reference plan

Identifies the reference project template plan used for the phase review process.



Click "Add New Phase" to add a section to the phase review process.


Create as many sections as there are phases/stages in your review process. Each new section is added below the previous one. Define them from top to bottom based on the sequence of the review process. Select the tollgate associated with each phase from the [Name of the associated tollgate] dropdown. Other fields are filled in automatically. You may change the phase color if needed. Refer to 15.3.2.2 - column colors can enhance readability.

Fields

Use

Name of the associated tollgate

Name of the associated tollgate

Tollgate document type

Identified the document type associated with the tollgate. It should correspond to what was configured in 15.2.2 and 15.2.3

Phase name

Identifies name of the phase associated with the tollgate

Phase color

Color used in the reports for the selected phase

Click to remove a phase definition



Once the phase review process is configured, edit and save the project description and convert each gate again (see 15.3.1.2).

Phase Review Reporting


This chart displays projects grouped by project type. The number of columns corresponds to the number of phases şn the process (see 15.3.2.1). A diamond in each phase represents the tollgate and its color-coded status. Diamonds update in color as tollgate statuses change. The legend appears below the chart. Selecting a project that follows a different process adjusts the number of columns accordingly.

Once a project is initially created, the "Refresh the project list" agent from the portfolio database must run at least once (by default, it runs every two hours).


Note: Only projects that include gates are shown in this report and will appear regardless of the project status.


Icons

Use

Not started

In progress

  Green = GO

  Killed






    • Related Articles

    • Phase Review Template (v8.xx)

      Geniusproject can map to a wide variety phase review processes. There can be as many phase review templates as needed. The setup below described should be used as guidelines and is not carved in stone. Alternate configuration is possible. Any phase ...

    • Genius Phase Review Cheat Sheet (v8.xx)

      Phase review, or Stage-Gate®, is a process with standardized phases. Each phase has a Go/No-Go decision point called tollgate. The tollgate can be an entry point to start the current phase or an exit point to start the next phase (by default in ...

    • Cerri Phase Gate Review Cheat Sheet (v10.xx)

      Phase gate review, or Stage-Gate®, is a standardized process divided into phases. Each phase includes a Go/No-Go decision point, referred to as a tollgate. Tollgates can server as either entry points for the current phase or exit points for the next ...

    • What is a Phase Review Process (v8.xx)

      Thanks to its extreme flexibility Genius Project can map to any kind of process and/or methodology. One of the more popular industry methodologies is phase review, also referred to as a Tollgate or Stage-Gate® process. This document explains how to ...

    • What is a Phase Review Process (v10.xx)

      Thanks to its extreme flexibility, Cerri Project can adapt to any process or methodology. One of the more popular industry methodologies is phase-gate review, also known to as a Tollgate or Stage-Gate® process. This document explains how to leverage ...