Project Short NameStage Gate Approval Summary Note Hints

[Project Short Name]Stage Gate Approval Summary [Note: Hints & Tips are provided through out this template & are shown in blue italic. Please delete these when you no longer require them, and in advance of submitting for approval consideration. ] Project ID : Short Name: Department/ School/ Faculty: Dean/ Chief Officer approver: Project Sponsor: EOG Champion: Project Manager: Project Type/ Category: Level of Funding Secured: Total Project Cost: Approved Project Spend (Current Baseline): Additional Spend Sought: Document Version Issued Date: [Project ID Number – as provided by PMO] [Project Name] [Department / School / Faculty Name] [Name & Title of approver] [Sponsor Name / Role in TCD] [EOG Champion Name / role in TCD] [Name, role in TCD ] [Operational/ Change Management/ Legislative/ External/ New Build /Refurbishment /IT / Audio Visual / Infrastructure] [€€€ - total of funding secured as per Financial Plan or Funding Model] [€€€ –total project cost approved in principle OR Estimate as per Financial Plan] [€€€ Total Project Spend Approved to date as per Financial Plan] [€€€€ – to get to Stage Gate[? ]] [e. g V 0. 1 must match filename] [ DD/MM/YY] Prior sign off, Review and Information Prior to submission into the approval & prioritisation process, key stakeholders in other business areas directly involved in delivery of this proposal or on whom the project is dependent, should review or approve this submission primarily from the perspective of their relevant business area / project role. [Note: Please review the table below & complete / update / delete key stakeholder details, as appropriate for your project] Key stakeholder/Dependency area Finance Rep / Contact name ISS Rep / Contact name E & F Rep / Contact name Disability Services Rep / Contact name HR Partner / Contact name Space Allocation [Project ID] Role Verify Financial plan and Funding details Verify IS costs Verify E & F costs Action Approve Review Approve Review Date DD/MM/YY Slide 1

[Project Name] Project Scope (as per approved baseline) Project Objectives / Purpose [Note: Provide a brief summary of the Key Project Objectives, from approved Business Case] • Xxx Key areas In-Scope (from approved Business Case) Key areas Out-of-Scope (from approved Business Case) [Note: List the key areas that are in the scope of the project delivery. ] [Note: List the key areas that are outside of the scope of the project delivery. ] • Xxx [Project ID] • xxx Slide 2

[Project Short Name] Stage Gate Approval Summary Decision on Stage Gate & Change Request Approval sought from Steering Committee / CRG: [Note: Provide a brief summary of what the project is requesting/seeking approval for] [Note: Name the Project Stage the project is requesting to close and Project Stage requesting to commence. Please see example provided below for clearer understanding] (Example)-To approve the Project, request for the: • Approve Change Request and Closure of Current Stage (Detailed Design Stage) on DD/MM/YY • Commencement of Next Stage (Tender Stage) on DD/MM/YY • €xxx funding being released to complete Next Stage (Tender Stage) Or • Closure of Current Stage (Detailed Design Stage) (with exception of some key deliverables to be carried over) on DD/MM/YY • Commencement of Next Stage (Tender Stage) on DD/MM/YY • €xxx funding being released to complete Next Stage (Tender Stage) [Project ID] Slide 3

[Project Short Name] Stage Gate Approval Summary Update on Qualifying Criteria from previous Stage Gate Approval: [Note: Replace the qualifying criteria with your previous recommendation from CRG] [Note: Update in Red the update for each action. Please see example provided below for clearer understanding] • Sponsor to revert to CRG at Gate 4 with supporting documentation (Stage Gate Submission, Tender Recommendation, Financial Plan) • Status: Done • The project to commence discussion on the potential funding source in the intervening period and identify possible solutions when they return to CRG in February 2016 • Status: Incomplete…. because…. . • The project is to ensure that a mandatory policy be brought to Council, and the outcome communicated to CRG by Sponsor • Status: A new Digital Education Governance Group has been approved by Planning Group and Executive Officers Group and will progress the necessary policy pieces via the Undergraduate, Postgraduate committees and University Council • Project to comply with Trinity’s capital project governance, and provide monthly performance reporting to CRG via the PMO (due by 3 rd working day of the month). • Status: Done, ongoing • This approval is valid for 6 months, and may be revoked if not appropriately actioned within that period. • Status: Noted, project started immediately on receipt of CRG approval [Project ID] Slide 4

[Project Short Name] Stage Gate Approval Checklist [Note: Table below identifies a high level checklist of key items fundamental for approval purposes. Please see more detailed slides on each review category later in pack] Review Category Review Question Answer [Y/N] Qualifying Criteria from previous Stage Gate Has all Qualifying Criteria from previous Stage Gate as per CRG recommendation issued to Sponsor and Project Manager been completed? Schedule Is the project’s delivery performance as per approved schedule baseline? [See Project Roadmap slide for further detail on the project’s delivery performance] [Y/N] Are all key planned deliverables for closing stage fully approved and accepted? [See Outstanding Key Deliverables slide for further detail] [Y/N] Deliverables Financials Scope [Y/N] Is the project’s financial performance as per approved baseline? Has the Financial Plan been updated to reflect the required funding being sought and has it been signed off by a Finance Partner? [See Benefits/Funding Model, Financial Performance, Project Costs & On-going Costs slides for further detail on the project’s financials. ] [Y/N] Have the objectives of the project changed? Has there been any variation in project scope (approved in scope/out of scope is unchanged). [any change in approved scope requires a change request] [Y/N] Key Risks, Issues Are there any key project risks or issues requiring the attention of Steering/CRG? [See RAID slide for further detail on Key Project Risks, Assumptions, Issues & Dependencies likely to hinder the approval of next project stage] [Y/N] Resource Capacity Is resource demand as per the approved baseline? [addition to schedule also impacts resources and should be addressed in change request] [Y/N] Change Requests (CRs) Are there any outstanding project change requests (CRs) awaiting approval? [See Change Requests slide for further detail on any outstanding CRs] [Y/N] Project Risk Indicator (PRI) Has the Project Risk Indicator changed since the last submission through Governance Stage Gate? [See Appendix A for further detail on whether overall project risk is indicating, low, medium or high] [Y/N] [Project ID] Slide 5

[Project Short Name] Change Request [Note: This slide should outline the potential solution options considered. ] Option 1 Option 2 [Note: Include brief Summary of Option 1] Option 1 involves…. . [Note: Include brief Summary of Option 2] Option 2 involves…. . Pros: [Note: List the advantages linked to implementation of Option 1] • Advantage 1 • Advantage 2 • Advantage 3 Cons: [Note: List the disadvantages linked to implementation of Option 1] • Disadvantage 1 • Disadvantage 2 • Disadvantage 3 Pros: [Note: List the advantages linked to implementation of Option 2] • Advantage 1 • Advantage 2 • Advantage 3 Cons: [Note: List the disadvantages linked to implementation of Option 2] • Disadvantage 1 • Disadvantage 2 • Disadvantage 3 Recommendation - Go with Option x [Note: This slide should identify the recommended solution and provide clear reasons on why it is being put forward for Steering Committee approval. ] The recommendation is to select Solution X, because • Xxx • xxx Reasons: [Project ID] Slide 6

[Project Short Name] Change Request Impacts: The project team has made the following observations / assessments regarding the impacts of the changes requested. Change Request 1 Change Request 2 Change Request 3 Overall project impacts • XX Overall project impacts • xxxx Benefits/Funding Model impacts: • XX Benefits/Funding Model impacts: • xx Timeline impacts: • XX Financial impacts: • XX Timeline impacts: • None Financial impacts: • Yes – additional funds required Timeline impacts: • xx Financial impacts: • xx Resource Impacts: • Project Manager Resource Impacts: • Yes Extension of Project Manager Resource Impacts: • xx Scope impacts: • XX Scope impacts: • No significant scope from baseline Scope impacts: • xxx Quality impacts: • XX Quality impacts: • Yes- Quality impacts: • Xx Student Experience Impact • Disruption to Services • No impact on Students Student Experience Impact • Disruption to Services [Project ID] Slide 7

[Project Short Name] Project Roadmap [Note: Include Project Roadmap (insert from excel doc); the chart should illustrate planned vs actual – where is the project in terms of milestones/deliverables compared to where it is planned to be] [Project ID] Slide 8

[Project Name] Outstanding Key Deliverables [Note: Include a status of key deliverables outstanding on the project] Deliverables • Deliverable 1 Deliverable Status • Awaiting Approval • Deliverable 2 • Deferred • Deliverable 3 • Xxx • Deliverable 4 • Xxx [List key deliverables outstanding on the Project, refer to Project Delivery Plan (WIP)] [Awaiting Approval/On Hold/Deferred/No longer required/In Progress] Due Date • Xxx Action Owner O F N R P RO Xxx • Xxx P P A • HXxx IT I E T IA • Actions To Close • Xxx W CE A L EP R [dd/mm/yy] [Name of action owner of deliverable] [Provide any actions to close in order to get to/achieve an approved deliverable status] Project End Date [Project ID] Slide 9

[Project Name] Benefits/Funding Model Note: Example of Benefits Model include best case and worst case scenarios/ Increases in student/researcher numbers which result in worst and best case income generation. Please insert key Benefits/Funding Model as agreed with FSD/ Finance Partner. Example of extract from Financial Plan O F I N R R P H IT W CE P A P O R E T IA LA P E Notes on Finanicals/Benefits: • CRG require confirmation that funding and approval to proceed (by Dean/Chief Officer) is in place before approval is sought via Governance/CRG. • Fund Raising/ Payback/ROI details to be provided. [Project ID] Slide 10

[Project Short Name] Financial Performance [Note: See more detailed project information from latest Finance Plan (Appendix B)] Project Stage/Description Total Project Cost (Approved in principle OR Estimate) Approval & Prioritisation (Gate 0) Actual/ Date Variance Approved Approval Committed Approved (€ 000) By Spend (dd/mm/yy) +/(€ 000) CRG/EOG/ €xxx DD/MM/YY Board €xxx DD/MM/YY CRG Initiation & Strategic Planning (Gate 1) Change Request CRG €x Detailed Planning & High Level Design (Gate 2) €xxx Detailed Design (Current Stage) (Gate 3) Tender (Execution & Handover )- Next Stage (Gate 4) €xxx € Proposed Project Spend/ Seeking Approval (Future Baseline) - VAT Inclusive [Project ID] P AP H IT €€€ approved to Gate 3 FO €xxx CRG SPEND TO DATE W L P E Closeout (Gate 6) € Additional Spend Sought R P CRG O R €xx Execution (Execution & Handover ) (Gate 5) Post Project IN E T IA Comments CE A R €xxx Slide 11

[Project Name] Project Cost Baseline (summary) [Note: Include Summary Details from Project Financial Plan; additional information may also be included (graphs, numbers)] O F N I E T IA R P RO H IT PP A W CE A R L P E Financial Performance Notes: Note 1: €€€€€ includes 5% retention cost. Note 2: Baseline cost estimated at MMYYYY CRG of €€€; actual cost post tender confirmed as €€€ [Project ID] Slide 12

[Project Short Name] Key R. A. I. D Requiring Attention [Note: Use RAID log to assist when completing Key Risks/Issues below] Prty No. RAG Status R 01 00002 Open Planning permission will not be granted Potential Impact Avoidance/Mitigation Action Risk Owner Action by Project will not meet delivery date ensure contingency in schedule for planning Assumption ROI will be College loan will Monitor ROI forecast during met in agreed not be paid back project & post project timeframe in agreed time A 01 D 01 [Risk ID as [Provide per RAID log the RAG ] status of the risk] [assumption [Provide ID as per the RAG RAID log] status] [Issue ID as [Provide per RAID log the RAG ] status of the issue] [Dependency [Provide ID as per the RAG RAID log ] status] [Project ID] Description Project Manager 20/02/16 Sponsor 20/02/16 Date Closed Monitor delivery/project Dependency on internal Impact on capital schedule of project Z to ensure completion of Project Z PMO/Sponsor 20/02/16 projects portfolio it does not delay impact on prior to delivery approved schedule [Provide a brief [State the recommended [Provide owner Resolution actual description of the key risk mitigation strategy to manage the as per RAID log] date as identified in RAID log] risk] closed [Provide a brief description of the assumption identified in RAID log] [Provide a brief description of the key issue as identified in RAID log] [State the recommended [Provide owner Resolution actual mitigation strategy to manage the as per RAID log] date assumption] closed [Provide a brief description of the key issue as identified in RAID log] [State the recommended [Provide owner Resolution actual mitigation strategy to manage the as per RAID log] date dependecy] closed [State the recommended [Provide owner Resolution actual mitigation strategy to manage the as per RAID log] date issue] closed Slide 13

[Project Short Name] Stage Gate Approval Appendices A. Project Risk Indicator (PRI) B. Status Report C. Include Relevant Additional Project Financial Information(e. g. from updated Financial Plan) D. Change Request Log E. [Project ID] [Include other additional information / detail that might support your proposal] Slide 14

[Project Short Name] Project Risk Indicator [Note: The PRI log below captures a risk indicator (Low, Medium, High) of the project to date] Project Risk Indicator Team size Very Low (1) Low (2) Medium (3) High (4) Very High (5) <3 3 -7 8 -12 13 -17 >17 5 -7 8 -10 >10 12 -18 19 -24 >24 # of cross functional areas 01 -Feb 3 -4 involved Estimated Duration < 4 4 -11 (Elapsed Months) Technology and / or In house expertise Very Familiar Business Process – Known or New Complexity of solution Well defined. No Known. Some minor problems expected Dependency on external suppliers / organisations Risk to Reputation TCD/External Resource Impact Funding/Finance Project Scoring: [Project ID] New to TCD New to industry/ Leading edge Known but some medium / major problems expected Long standing Reasonable relationship Used before, but not regularly Reputational risks are Unlikely to happen, occasionally occur, likely as not to occur, Negligible impact Minor impact to Notable impact to reputation More than 1 approach available Solution unknown or vaguely defined In house skills present and project is easily absorbed within current workload Funding exists with current budgets Up skilling required, In house and external resources will be resources dedicated to the project, the project and from or may require external more than one resources department Funding sources not Funding will be difficult, clear, will impact TCD funding complexity mix budgets high and possibly not attainable Low Medium High In house skills present with some occasional impact on current workloads Somewhat Familiar In house skills present but the project will impact current workloads and require backfill Most Funding in place or Funds not in place. requires minor Project will impact budgetary allocation departmental budgets <19 19 – 31 > 32 Score (Current (Next stage) Stage) Used before, but not No previous relationship recently Reputational risks are Reputational risks certain likely to occur, Substantial to occur, Threatens the impact to reputation if reputation of the project they do or TCD The Project Scoring of the Current Stage as submitted and approved (Please also indicate whether Low, Medium, High) Slide 15

[Project Short Name] Change Requests Log [Note: Include upcoming CRs for next stage of project] Change Request CR Description CR Owner Impacts on Project (Provide ID from CR log) [List the IDs where a CR has been issued] [Provide a brief description of the CR (see CR log) e. g. increase/decrease to budget, scope, project resources etc…] [Person/college area seeking approval of CR] [Provide a brief description on the areas the CR will impact] • [budget • Scope • Resource • Quality] CR 03 Xxx • Xxx [Project ID] Slide 16