Planning is a crucial step in monitoring and evaluation of a project in order to enhance management and achievement of strategic goals. It is clearly known that failure to define set objectives can lead to failure of intelligent ideas. Having this in mind, adequate time is invested in projects to spell out objectives and clarification of the methodology to be used. The project team has to comply with the adopted methodology in all project phases. Programme managers suggest that it is important to note early signs when things are getting out of hand, gate methodology allows well thought-out review of projects at specific points during project duration (Verzuh, 2004, par.4).
A research methodology defines the actions of the research, how to carry it on, how to assess the progress and components of the successes or achievements they are aiming at. There are different methodologies used in running various projects. For one to succeed she or he has to be good at practical methods and at the same time be suspicious of them. For example one must be in a position to establish theories and have doubts whether they really work. In other words there is a need to think critically. Methodologies are common and one can find out how other people solved similar problems, how they went on to manage particular difficulties in a project (Chapman, 1988, p.136).
Phase gate methodology as the name suggests, one ought to construct gates at the end of main phases in the project which of course will be the entry point of the major phase. The number of gates one need to construct depends on the different phases along the way. On the other hand, the stage should be well defined to avoid overlap or confusion. In addition, the project team should have a pre-gate meeting before the exit to explain why they feel content with the previous phase warranting exit. Pre- gate meeting should be held at least 4 weeks before the actual exit time to aid the team finalize any pending issue. Normally, although not a must, post -gate meetings are organized to address any matter which came up during the gate meeting. Phase gate methodology can be implemented by adapting the sigma flow design which provides planned design and tools to implement projects in a constant and sustainable approach. The design uses a simple guide with an integral reference and devices to enhance smooth running of specific project assignments. This brings about consistency and assessment of all project ideas. When all steps are running as expected, the solutions are provided e.g. Priorities are set right which defines the feasibility of the project and its benefits, which help in identifying overlapping opportunities. Different materials required at every phase, information wanted to complete the projects successfully should is availed on time and accurately (Sigma Flow, 2006, par. 5).
Other solutions provided are no guessing games in running of the project. Adequate knowledge on where all the projects are taking place and proper arrangement of gate meetings by clear indication of where and when they will be held should be organized in time. There is discrepancy in the procedure since people are well aware of subsequent procedures and decision making nothing is likely to be left out. Self sufficiency, the team executes all duties on time without going astray. There is high level of organization throughout the project period and wasting of time is minimized. Flexibility is needed because the team is able to adjust to changes in the organization and requirement of the project. There is good team communication, proper organization of information and presentation on time that allows easy access when required. Portfolio administration executives obtain consistent views from all development for prioritization of funds to achieve executive goals. Phase Gate methodology has several steps which are dealt with as the project unfolds towards a successful end. The stages begins or starts with the incubation stage whereby the idea of starting a project is conceptualized by the team, initial investigation starts followed by thorough research and finally preliminary progress. The step that follows is the elaboration stage expansion of the incubation step ideas to facilitate further development of the project, testing of the ideas can be done to know how feasible they are. The third stage is the adoption stage; proposed design is modified and tested for validity the project implementation takes place at this stage. The final step is the contention stage most project ideas have already been tackled and the closeout of the project is underway (Gen Sight, 2009, par.3).
Assuming a project has five phases, five gates placed at the exit point of every stage naturally the exit gates will act as the entrance to the next major phase of the project. Gate 1 Exit scope & preparation; a detailed document showing the range and functionality of the project should be prepared; the design should show the mapping and funding of the project. Authority to oversee the agreed process should be clearly shown and strategy supported by the whole team.Gate 2 – Exit plan; documentation of the whole plan, important areas, roles and other requirements should be identified and modified if necessary. Control points which help in handling of critical issues of the project should be identified and the requirements at these points made available.
Gate 3 – Exit Build; building and testing of development structure, all loopholes and interface identified and solutions given. Data required for the running of the project should be readily available and converted to the right format to be compatible with the project objectives. Roles of all the team members must be clearly spelt out and in case of any changes they ought to be informed. The fourth gate is called exit test, which involves testing of the whole structure and recommendations made all the gaps are filled up. The system is tested using the available information run four to five times until proved to work properly and any problem identified is resolved at this point. The fifth gate which is go- live is created a few days before the actual exit and the people taking over the project should be well trained to enhance sustainability. The support team must be put in place and the data checked whether it worked as expected. Control of the whole system and 24 hours supervision have to be started, the team should have a contingency plan ready. Properly implemented and executed, a gate methodology provides an excellent early warning system and should be looked at by every project (Spot SAP, n.d, pp.2-4).
Gate approach organization of projects makes it easier to prepare, manage and control the entire stages of the project. Breaking the project in stages whereby at the end of every stage a control point is found that acts as a tool for proper management is very crucial for the success of the project. The team focuses on one phase at a time though the manager oversees proper running of the whole project. As the team move on in a particular phase they also review the next phase plan towards the end giving them adequate time to prepare for the next phase. The approach is simple since the manager is only required to manage the properly broken project each phase at a time. In addition, consent of the team members is sought before moving to the next stage to make sure they are content with the move. Project management involves planning geared towards achievement of set goals and objectives. Phase gate methodology is one of the methods known in running of project; it uses regular controls at various phases of the project. These phase have different title depending on the stage and type of the project e.g. feasibility, planning, execution, monitoring and evaluation. All these stages are implemented separately since their requirements vary. When handling problems arising during the implementation of projects consultation should be done among the whole team and a unanimous agreement. Phase gate methodology is a good approach in implementing projects since it has assurance of success in the long run (Trio Project, 2006, par. 8)
In conclusion, projects are geared towards achieving set objectives and in order to meet the goals, highly innovative methodology should be used. Phase gate methodology is one of the simple methodologies used in running of projects. The simplicity is enhanced by the breaking of the project into phases whereby teams move to the next phase only when they are satisfied with the previous phase. Knowledgeable individuals should implement the project to ensure achievement of the set goals and objectives.
Reference list
Chapman, D., (1988). Research methodology. How to do Research At the MIT AI Lab. Web.
Gen, S., (2009). Phase Gate is a new product development process based on incremental investment at defined decision gates. Web.
Sigma Flow, (2006). Intelligent offering for development at maximum speed. Phase-Gate Development. Web.
Spot SAP. Introduction to Enterprise Data Archiving. SAP Data Archiving Overview. Web.
Trio Project, (2006). Phase-gate approach. Web.
Verzuh, E., (2004). Phase gate development for project management—part IV. Technology Industry. Web.