OSCIO

What is Stage Gate?

The Stage Gate process provides an opportunity for incremental review and approval of significant IT projects. OSCIO endorsement is required at the end of each project life cycle stage.

Foundational Standard

The Project Management Body of Knowledge (PMBOK) defines a Stage (or Phase) Gate as a “review at the end of a phase in which a decision is made to continue to the next phase, to continue with modification, or to end a project or program.” (PMBOK Guide, 6th edition, p.18) For the purpose of Stage Gate, OSCIO defines project life cycle as including stages for Origination and Initiation; Resource and Solution Analysis & Planning; Implementation Planning; and, Execution.

OSCIO has adopted the PMBOK as a foundational resources to guide development of methodologies, policies, and procedures. Consequently, the standard practices described in the PMBOK are reflected in the requirements and processes used throughout oversight review.

Stage Gate Process

There are four (4) Stage Endorsements in the OSCIO Stage Gate Review Process. Each project is unique and OSCIO has latitude in interpreting the Stage Gate process as it applies to each IT investment. The artifacts that typically support each Stage are included in the Stage Gate Document List. All project artifacts will be uploaded into the system of record (Project and Portfolio Management tool) for review.

Per policy 107-004-130, OSCIO approval is required for IT Investments for:

  •   IT Investments exceeding a cost of $150,000, unless the investment is an agency-staffed application development project
  •  IT Investments exceeding a cost of $1,000,000 for agency-staffed application development projects
  •  IT Investments involving Information Classification Level 3 (restricted) or higher data
  •  IT Investments that meet one of the risk thresholds triggering OSCIO oversight under Section III of the Cloud & Hosted Systems Policy (reference Policy 107-004-150)
  •  Any IT Investments where OSCIO determines that oversight, review, or approvals is in the best interest of state government (Please discuss investments with your Senior IT Portfolio Manager, they will inform you of the need to submit the investment on the IT Investment form)​

54179_DAS_OSCIO_Stage graphic_2019-FINAL.png


Work activity to prepare for Stage Gate 1 endorsement corresponds to a project’s origination and initiation, where the organization identifies project management and business analysis resources (contracted or internal), and prepares high-level project justifications and project initiation documents.

 

To initiate OSCIO review, an IT Investment form must be submitted. Upon approval, OSCIO will provide a Stage Gate 1 endorsement memorandum (which may contain conditions that must be satisfied before the next endorsement).​

​​

Work activity to prepare for Stage Gate 2 endorsement corresponds to a project’s resource and solution analysis planning. Stage 2 ends when OSCIO provides a Stage Gate 2 endorsement memorandum (which may contain conditions that must be satisfied before the next endorsement).

This Stage is expected to be completed before the agency begins a formal Request for Proposals (RFP) process to procure the project's Solution Contractor (also known as the System Integrator, Implementation Contractor, Design-Development-Implementation (DDI) Contractor, etc.).

Independent Quality Control review of important foundational planning artifacts may need to occur prior to Stage Gate 2 endorsement.​

​​​

Work activity to prepare for Stage Gate 3 endorsement corresponds to a project’s detailed implementation planning. Upon approval, OSCIO will provide a Stage Gate 3 endorsement memorandum (which may contain conditions that must be satisfied before the next endorsement). At the time of Stage Gate 3 endorsement the scope, schedule, and budget baselines are set for the project.

During implementation planning:

  • The project develops substantial details about the specific implementation approach that will be used to execute the project
  • The project usually releases an RFP for requisite solution vendor services.
  • The project’s planning documents are revised to establish scope, schedule, and budget baselines.
  • The detailed project management plan is updated as appropriate vendor services are procured and, as needed, throughout the remainder of the project lifecycle.

With OSCIO concurrence, agencies may execute a contract for the Solution Contractor prior to Stage Gate 3 endorsement to assist in detailed project planning. However, agencies and their contractors may not begin project execution work before receiving Stage Gate 3 endorsement from OSCIO.

From the perspective of a project's authorized budget, Stage Gate 3 endorsement may be needed to support the release of funding for project execution. 

Work activity to prepare for Stage Gate 4 endorsement corresponds to a project’s execution, where the organization implements the plans that were developed in Stages 1, 2, and 3, delivers the functionality described in the project requirements documents and vendor Statement(s) of Work, and prepares project tracking and close-out artifacts,

 

During execution, OSCIO expects:

 

·         Projects to submit monthly status reports to OSCIO

·         Any significant change to scope or change to schedule or budget baseline of +- 10% requires submission of updated project artifacts and re-endorsement from OSCIO.

·         An appropriate and documented level of internal quality assurance activity by the agency project team

·         If independent quality management (iQA) is engaged, iQA deliverables will be shared with the people identified in statute (ORS 276A.223(5)(a)) and uploaded into the PPM tool after acceptance. The scope of reviews must include items identified under 107-004-030 in the General Requirement section, #8. 


​​At project close, OSCIO will provide a Stage Gate ​4 endorsement memorandum (which may contain additional conditions that must be satisfied). Stage 4 endorsement will rely on appropriate transition and operations/maintenance planning, lessons-learned and close-out documentation.​​


​​​​​​​​​​​​​​​​​
Enterprise IT Governance Office
  
Home
Governance
Stage Gate
Enterprise Alignment
Senior IT Portfolio Managers
OSCIO Templates and Forms
Questions and Answers
​​
​​​Helpful Forms


​​​​​ ​​​​

​​

​​

​​