Preparing for a Gateway Review: The Essential Checklist for Success

Preparing for a Gateway Review: The Essential Checklist for Success

Engaging in a Gateway Review is a pivotal step for any major infrastructure project or program. These structured, independent reviews, conducted by a panel of experts, follow a framework originally designed in the United Kingdom. Their purpose is to assess projects at critical stages, ensuring alignment with strategic goals, thorough planning, and smooth delivery.

Gateway Reviews are typically aligned with key milestones across the project lifecycle—ranging from strategic assessment and business case development to procurement, delivery, and commissioning. Although the specific number of “Gates” may vary by jurisdiction, they correspond well with these main stages. Project teams have access to workbooks that provide detailed guidance on conducting each type of review, aiding both the Review Team and project participants in following a structured approach.

Experience from multiple Gateway Reviews has shown what enhances the review process and what can sometimes be challenging. While Australian Gateway workbooks are comprehensive, new participants may initially find them complex. Additionally, some project teams only discover these resources when a review is imminent, rather than integrating them into their governance frameworks from the start.

To support teams preparing for Gateway Reviews, a streamlined checklist has been developed, covering three essential phases:

1. Review Preparation
2. During the Review
3. After the Review

This checklist, combined with other available resources, can help project teams approach each phase with confidence and clarity, ultimately maximizing the value of the Gateway Review.

NineSquared’s Gateway Review Preparation Checklist

• If a jurisdiction includes a Terms of Reference for Gateway Reviews, it is essential to provide input to ensure it reflects the project’s current status and identifies specific areas where insights would be most valuable.
• Where a Terms of Reference is not standard, consider using available templates from other jurisdictions to create a framework tailored to the review.
• Review the relevant workbook for the upcoming Gateway Review, focusing on areas most applicable to the project.
• Use the workbook to identify primary focus areas, and prepare a list of supporting documents and information to present to the Review Team.
• Confirm involvement in selecting the Review Team, if applicable, to ensure it includes the right expertise.
• Designate a project contact to facilitate communication with the Review Team Leader.
• Confirm the schedule for Planning Day and Interview Days, ensuring they include time for background context, interview schedule review, and document distribution prior to interviews.
• Structure interview days around key focus areas, ensuring interviewees are well-briefed on their role and familiar with the workbook.
• Limit interviewees to a maximum of two per session, scheduling additional sessions if a larger group is necessary.
• Aim for 45-minute interview slots, with 15-minute breaks for the Review Team to recap and prepare.
• Provide interviewees with the workbook and key review content in advance, highlighting areas to focus on.
• Schedule daily check-ins between the Review Team and project leads to confirm any follow-up documents needed.
• For newcomers, consider a pre-review orientation to clarify interview roles and foster peer-level discussion that aids the Review Team in addressing core review questions.

During the Review |

• Assurance reviews are collaborative processes—teams should be encouraged to engage openly with the Review Team.
• Team members should feel comfortable asking for clarification if needed or offering to follow up on questions post-interview through the designated project contact.
• If the discussion veers from the review’s scope, gently redirect it back to the core focus areas.
• Conclude each interview by confirming that the Review Team has obtained the information they need.

After the Review |

• Allow ample time for stakeholders to review and comment on the draft Gateway Report.
• Emphasize that comments should focus on fact-checking to support the accuracy of the Review Team’s findings.
• Conduct a lessons-learned session to capture insights on what worked well and identify opportunities to improve the next Gateway Review experience.

In Closing

Gateway Reviews provide valuable insights, empowering project teams to enhance delivery outcomes through expert guidance. NineSquared’s checklist is designed to streamline preparation and optimize engagement throughout each phase of the review process, supporting project teams in realizing the full benefit of this critical assurance step.