Configuring the Stage Gate Process

A stage gate process sets the stages an initiative moves through, and what each stage's gate needs before it's approved. This article covers creating a process, configuring its stages and end stages, and requiring fields to be filled in before approval is requested. For how initiatives work through the stages, see Stage Gate Process.

This article covers both the Advanced and Simple Models, and needs administrator access in the Advanced Model, or program administrator access in the Simple Model.

Where a process is set up

• Advanced Model — processes are created under Administration > Stage Gate Process, then chosen for each initiative classification on its Stage Gate Process tab. The tab can also override each stage's approval workflow for that classification — see Configuring Initiative Classifications (Advanced Model).
• Simple Model — each program has one process, set up under the program's Process > Stage Gate Process, and used by all its projects. Each project type sets its own approval workflow for each stage, on its Process tab — see Configuring Project Classifications (Simple Model).

Each stage's gate is approved through a stage gate approval workflow, so create the workflows first — see Approval Workflows.

Creating a process

To create a stage gate process:

1. Navigate to Administration > Stage Gate Process, or, in the Simple Model, to the program's Process > Stage Gate Process. The Stage Gate Configuration page opens.
2. Click New Process.
3. Enter a Process Name.
4. Choose the Number of Stages.
5. Turn on Enable Process.
6. Optionally, turn on Create Milestones.
7. Optionally, choose a stage for Lock Plan & Budget Values.
8. Configure each stage — see Configuring a stage.
9. Click Save Process.

To edit a process later, choose it from Select a Process, make your changes, and click Save Process.

Process settings

• Select a Process — the process to edit.
• Enable Process — in the Advanced Model, whether the process can be chosen for classifications. In the Simple Model, whether the program's projects use a stage gate process.
• Process Name — shown above the stage gate on initiatives. Each process needs a name that isn't too similar to another's.
• Number of Stages — up to 10.
• Create Milestones — adds a milestone for each stage to the schedule of new initiatives using the process.
• Lock Plan & Budget Values — the stage at which an initiative's benefit plan, measure plan, and cost budget values are locked, once that stage is pending approval or approved. See Stage Gate Process.

Configuring a stage

The progress graph shows the process's stages and gates, as initiatives will see them.

To configure a stage:

1. On the progress graph, click the stage. Its settings open below the graph.
2. Fill in the stage's settings, described below.
3. Repeat for each stage.
4. Click Save Process.

Describing the stage

• Stage Name — shown on the progress graph.
• Gate Identifier — a short name for the stage's gate, of up to 6 characters, shown on the progress graph.
• Assessment Criteria — what the stage needs to achieve before it's approved. Supports Markdown formatting.
• Checklist Items — click Add Checklist Item to add items that must be checked off during the stage. Each check is recorded on the initiative's Timeline.

Approving the gate

• Approval Workflow — the workflow that approves the stage's gate. A preview of its steps is shown once selected. See Approval Workflow Types.
• On Rejection go to Stage — an end stage the initiative moves to if the gate is rejected.
• Stages Available — the stages the initiative can move to once the gate is approved. The next stage is selected by default; other end stages can be added.

When the gate is approved

• Record Baseline — takes a baseline when the gate is approved. Check Set As Active Baseline to make it the active baseline. These baselines also hold what's shown for past stages on the Initiative Workbook. See Baselines.
• Enable Notifications — keeps sending notifications after the gate is approved.

Supporting documents

• Enable supporting documents — lets documents be uploaded to the stage, such as a business case or meeting minutes.
• Supporting documents are required — requires at least one document to be uploaded before approval can be requested.

Documents need to be enabled for the initiative's classification first — see Documents.

Adding end stages

A process can end in more than one way — for example, an initiative can be completed, or cancelled after planning. To add an end stage:

1. On the progress graph, select the final stage.

2. Click Add End Stage.

   

3. Configure it like any other stage.
4. Use Stage Order to arrange the end stages.
5. Click Save Process.

An end stage can be the stage an initiative moves to when a gate is rejected, using On Rejection go to Stage, or one of the stages it can move to on approval, using Stages Available.

Requiring fields before approval

A stage can require custom fields to be filled in before its gate's approval can be requested. Required fields are set in the Initiative Workbook's layout, for each stage — see Configuring the Initiative Workbook.

When someone requests approval with a required field still blank, the request doesn't go through:

• On the Initiative Workbook — each blank required field is marked, with a message to complete the required fields.
• From the stage gate anywhere else, such as the Performance Dashboard — a message links to the Initiative Workbook, which opens with the blank fields marked.

Required fields are only checked for initiatives that use the Initiative Workbook. Where an initiative's classification, or program, doesn't use it, approval can be requested without them.

Resetting a process

To reset a process, choose it from Select a Process, click Reset, and confirm.

To move an initiative to a different stage outside the normal approval process, see Changing an Initiative's Stage.