Phase-gate process

Last updated

A phase-gate process (also referred to as a waterfall process ) is a project management technique in which an initiative or project (e.g., new product development, software development, process improvement, business change) is divided into distinct stages or phases, separated by decision points (known as gates).

Contents

At each gate, continuation is decided by (typically) a manager, steering committee, or governance board. The decision is made based on forecasts and information available at the time, including the business case, risk analysis, and availability of necessary resources (e.g., money, people with correct competencies).

History

A phased approach to investment decisions for development arose in large-scale projects for mechanical and chemical engineering, particularly since the 1940s.[ citation needed ] One source described eight phases. [1] In 1958, the American Association of Cost Engineers created four standard cost estimate type classifications to match these development and approval phases. [2] Other industries with complex products and projects picked up on the process. For example, NASA practiced the concept of phased development in the 1960s with its phased project planning or what is often called phased review process. The phased review process was intended to break up the development of any project into a series of phases that could be individually reviewed in sequence. Review points at the end of each phase required that a number of criteria be met before the project could progress to the next phase. [3] The phased review process consisted of five phases with periodic development reviews between phases. [4] NASA's phased review process is considered a first generation process because it did not take into consideration the analysis of external markets in new product development. [3]

The waterfall process variant arose through publication of Winston Royce's paper on large developments, as it illustrated work cascading down from each phase as a series of waterfalls from which work could not return to an earlier phase. [5]

Phase-gate processes are often called front-end loading or big design up front.

Effective gates

Most firms suffer from having far too many projects in their product development pipelines, for the limited resources available. "Gates with teeth" help to prune the development portfolio of weak projects and deal with a gridlocked pipeline. Also, a robust innovation strategy, coupled with strategic buckets, refocuses resources on high value development initiatives.

Note that gates are not merely project review points, status reports or information updates. Rather, they are tough decision meetings, where the critical go/kill and prioritization decisions are made on projects. Thus the gates become the quality control check points in the process ensuring that the right projects move forward and are completed correctly.

Acceptance criteria

Gates must have clear and visible criteria so that senior managers can make go/kill and prioritization decisions objectively. Most importantly, these criteria must be effective—that is, they must be operational (easy to use), realistic (make use of available information) and discriminating (differentiate the good projects from the mediocre ones). These criteria can be:

Example

A sample list of criteria is shown below, from which a scorecard can be developed that can then be used to score projects at a gate meeting.

  • Must meet (checklist - yes/no)
    • Strategic alignment (fits business unit strategy)
    • Reasonable likelihood of technical feasibility
    • Meet EH&S policies
    • Positive return versus risk
  • Should meet (scored on 0-10 scale)
    • Strategic
      • Degree to which projects aligns with business unit strategy
      • Strategic importance
    • Product advantage
      • Unique benefits
      • Meets customer needs better than existing or competing product
      • Value for money
    • Market attractiveness
      • Market size
      • Market growth
      • Competitive situation
    • Synergies (leverages core competencies)
      • Marketing synergies
      • Technological synergies
      • Manufacturing / processing synergies
    • Technical feasibility
      • Technical gap
      • Complexity
      • Technical uncertainty
    • Operational viability
      • Go to market
      • Sales, marketing, and billing
      • Support and operation
    • Risk versus return

If the answers are "no" or "low" to many of these questions, the decision should be to send the project back for reconsideration, (such as, to adjust the scope, timelines, funding, or solution) or to kill it off altogether. [6]

Advantages and disadvantages

Advantages

The advantages to using the phase-gate process for product development typically result from its ability to identify problems and assess progress before the project's conclusion. Poorly performing projects can be rejected by disciplined use of the process. Using the phase-gate process on a large project can help reduce complexity of what could be a large and limiting innovation process into a straightforward rule-based approach. When a phase-gate process incorporates cost and fiscal analysis tools such as net present value, the organization can potentially be provided with quantitative information regarding the feasibility of developing potential product ideas. Finally, the process is an opportunity to validate the updated business case by a project's executive sponsors. [7]

Disadvantages

One problem with the phase-gate process is the potential for structural organization to interfere with creativity and innovation, as overly structured processes may cause creativity to be reduced in importance and to hinder the largely iterative process of innovation.[ citation needed ]

Opportunity management

The opportunity management funnel is a visual representation of phase-gate decision making. Opportunity management is defined as "a process to identify business and community development opportunities that could be implemented to sustain or improve a local economy." [8] The components of opportunity management are:

  1. Identifying opportunities.
  2. Evaluating and prioritizing these opportunities - This may involve developing criteria, deliberating, and ranking the alternatives.
  3. Driving opportunities - Involves assigning leads, accountability, action plans, and project management
  4. Constant monitoring - May require one of the following actions:
    • Advance - Commit additional resources to move the idea forward
    • Rework - More investigation/ rethinking
    • Kill - Stop working on the idea and move on

The goal of the opportunity management funnel is to eliminate weak or bad ideas before money or resources are contributed to realize these opportunities. The benefit of the opportunity management funnel when utilizing phase-gate decision making is that the funnel generates efficiencies where weak ideas are efficiently eliminated leaving a strong set of viable alternatives. To fulfill its mandate, the opportunity management funnel filters the broadest range of opportunities and ensures that all priority sectors are represented. When selecting which opportunities to filter through the process, economic developers should be aware that initially, there are no bad ideas or limits. The unviable alternatives will be filtered out throughout the process using phase-gate decision-making process

Related Research Articles

Project management is the process of leading the work of a team to achieve all project goals within the given constraints. This information is usually described in project documentation, created at the beginning of the development process. The primary constraints are scope, time, and budget. The secondary challenge is to optimize the allocation of necessary inputs and apply them to meet pre-defined objectives.

In business and engineering, product development or new product development covers the complete process of bringing a new product to market, renewing an existing product and introducing a product in a new market. A central aspect of NPD is product design, along with various business considerations. New product development is described broadly as the transformation of a market opportunity into a product available for sale. The products developed by an organisation provide the means for it to generate income. For many technology-intensive firms their approach is based on exploiting technological innovation in a rapidly changing market.

In the field of management, strategic management involves the formulation and implementation of the major goals and initiatives taken by an organization's managers on behalf of stakeholders, based on consideration of resources and an assessment of the internal and external environments in which the organization operates. Strategic management provides overall direction to an enterprise and involves specifying the organization's objectives, developing policies and plans to achieve those objectives, and then allocating resources to implement the plans. Academics and practicing managers have developed numerous models and frameworks to assist in strategic decision-making in the context of complex environments and competitive dynamics. Strategic management is not static in nature; the models can include a feedback loop to monitor execution and to inform the next round of planning.

A core competency is a concept in management theory introduced by C. K. Prahalad and Gary Hamel. It can be defined as "a harmonized combination of multiple resources and skills that distinguish a firm in the marketplace" and therefore are the foundation of companies' competitiveness.

In software development, agile practices include requirements, discovery and solutions improvement through the collaborative effort of self-organizing and cross-functional teams with their customer(s)/end user(s). Popularized in the 2001 Manifesto for Agile Software Development, these values and principles were derived from, and underpin, a broad range of software development frameworks, including Scrum and Kanban.

A strategic alliance is an agreement between two or more parties to pursue a set of agreed upon objectives needed while remaining independent organizations.

A feasibility study is an assessment of the practicality of a project or system. A feasibility study aims to objectively and rationally uncover the strengths and weaknesses of an existing business or proposed venture, opportunities and threats present in the natural environment, the resources required to carry through, and ultimately the prospects for success. In its simplest terms, the two criteria to judge feasibility are cost required and value to be attained.

A technology roadmap is a flexible planning schedule to support strategic and long-range planning, by matching short-term and long-term goals with specific technology solutions. It is a plan that applies to a new product or process and may include using technology forecasting or technology scouting to identify suitable emerging technologies. It is a known technique to help manage the fuzzy front-end of innovation. It is also expected that roadmapping techniques may help companies to survive in turbulent environments and help them to plan in a more holistic way to include non-financial goals and drive towards a more sustainable development. Here roadmaps can be combined with other corporate foresight methods to facilitate systemic change.

Project portfolio management (PPM) is the centralized management of the processes, methods, and technologies used by project managers and project management offices (PMOs) to analyze and collectively manage current or proposed projects based on numerous key characteristics. The objectives of PPM are to determine the optimal resource mix for delivery and to schedule activities to best achieve an organization’s operational and financial goals, while honouring constraints imposed by customers, strategic objectives, or external real-world factors. Standards for Portfolio Management include Project Management Institute's framework for project portfolio management, Management of Portfolios by Office of Government Commerce and the PfM² Portfolio Management Methodology by the PM² Foundation.

Business development entails tasks and processes to develop and implement growth opportunities within and between organizations. It is a subset of the fields of business, commerce and organizational theory. Business development is the creation of long-term value for an organization from customers, markets, and relationships. Business development can be taken to mean any activity by either a small or large organization, non-profit or for-profit enterprise which serves the purpose of ‘developing’ the business in some way. In addition, business development activities can be done internally or externally by a business development consultant. External business development can be facilitated through Planning Systems, which are put in place by governments to help small businesses. In addition, reputation building has also proven to help facilitate business development.

Diversification is a corporate strategy to enter into or start new products or product lines, new services or new markets, involving substantially different skills, technology and knowledge.

<span class="mw-page-title-main">Technology life cycle</span> Development, ascent, maturity, and decline of new technologies

The technology life-cycle (TLC) describes the commercial gain of a product through the expense of research and development phase, and the financial return during its "vital life". Some technologies, such as steel, paper or cement manufacturing, have a long lifespan while in other cases, such as electronic or pharmaceutical products, the lifespan may be quite short.

Strategic design is the application of future-oriented design principles in order to increase an organization's innovative and competitive qualities. Its foundations lie in the analysis of external and internal trends and data, which enables design decisions to be made on the basis of facts rather than aesthetics or intuition. The discipline is mostly practiced by design agencies or by internal development departments.

Innovation management is a combination of the management of innovation processes, and change management. It refers to product, business process, marketing and organizational innovation. Innovation management is the subject of ISO 56000 series standards being developed by ISO TC 279.

<span class="mw-page-title-main">IT risk management</span>

IT risk management is the application of risk management methods to information technology in order to manage IT risk, i.e.:

Opportunity management (OM) has been defined as "a process to identify business and community development opportunities that could be implemented to sustain or improve the local economy".

Agile Business Intelligence (BI) refers to the use of Agile software development for BI projects to reduce the time it takes for traditional BI to show value to the organization, and to help in quickly adapting to changing business needs. Agile BI enables the BI team and managers to make better business decisions, and to start doing this more quickly.

Front End Innovation is the starting point where opportunities are identified and concepts are developed prior to entering the formal product development process. Innovation on the Front End is where exciting breakthroughs are created through a process that allows for creativity and value creation in a systematic manner different from the formal development process.

Innovation management measurement helps companies in understanding the current status of their innovation capabilities and practices. Throughout this control areas of strength and weakness are identified and the organizations get a clue where they have to concentrate on to maximize the future success of their innovation procedures. Furthermore, the measurement of innovation assists firms in fostering an innovation culture within the organization and in spreading the awareness of the importance of innovation. It also discloses the restrictions for creativity and opportunity for innovation. Because of all these arguments it is very important to measure the degree of innovation in the company, also in comparison with other companies. On the other hand, firms have to be careful not to misapply the wrong metrics, because they could threaten innovation and influence thinking in the wrong way.

IpOp model is a strategic management approach for pre-project analysis suitable for innovation management and corporate entrepreneurship. Besides guiding innovators on how to analyze an opportunity, it explains how to draft an opportunity case or a business plan to let decision-makers, such as investors, or management, assess the merits of the opportunity.

References

  1. Chemical & Engineering News . 29: 3246. 1951.{{cite journal}}: Missing or empty |title= (help)
  2. "AACE Bulletin". April 1958.{{cite journal}}: Cite journal requires |journal= (help)
  3. 1 2 Hine, Damian; Kapeleris, John (2006). Innovation and Entrepreneurship in Biotechnology, An International Perspective: Concepts, Theories and Cases. Edward Elgar Publishing. p. 225. ISBN   978-1-84376-584-4.
  4. Chao, L.P.; Tumer, I.; Ishii, K. (2005). "Design Process Error-Proofing: Benchmarking Gate and Phased Review Life-Cycle Models". Proceedings of the ASME Design Engineering Technical Conference. Long Beach, California.
  5. Royce, Winston W. (1987). "Managing the development of large software systems: concepts and techniques". Proceedings of the 9th International Conference on Software Engineering.
  6. Dinsmore, Paul C. (2012). Enterprise project governance : a guide to the successful management of projects across the organization. Rocha, Luiz. New York: AMACOM. ISBN   978-0814417461. OCLC   780445038.
  7. Nielsen, Dave (11 November 2008). "Conducting Successful Gate Meetings". pmhut.com. Retrieved 5 March 2012.
  8. Newfoundland and Labrador Department of Innovation, Business and Rural Development. "What is Opportunity Management?" (PDF). p. 6. Retrieved 19 July 2021.{{cite web}}: |author= has generic name (help)