UCL ESTATES

Portfolio Services

Stage Gate Documents Checklist

Unique Project Ref Project Title Building UCL Project Officer (UPO) Approval Date

Stage Gate 1: Need– The idea is signed off as aligned to strategy, a priority and a viable solution is available. Commitment to Comments By whom Date
undertake a feasibility study if required.
Documents required for stage gate sign-off: Documentary Evidence
PID
Project Account Request Form
Approved by: Approved?1 Comments Name Date
Estates HoD/Team
Leader A/B/C

Head of Estates Strategy

(if space related)
A/B/C
PSO A/B/C
PRG (if feasibility study
>£100K) Y/N
1 A - Approved; B – Approved Subject to Comments; C – Rejected.

V 1.2 Oct 2014

UCL ESTATES
Portfolio Services

Stage Gate Documents Checklist

Unique Project Ref Project Title Building UCL Project Officer (UPO) Approval Date

Stage Gate 2: Initiation – The project has sufficient business justification; the initial design meets stakeholder requirements and is Comments By whom Date
coordinated across the Estates programme with key interfaces and interdependencies established.
Documents required for stage gate sign-off: Documentary Evidence
Business Case and Business Case
Funding Project Account Request Form
Programme
Cost Plan
Project Budget Tracker
Project Execution Plan Risk Register (See Monthly Report)
Project Directory
PEP including Procurement strategy, stakeholder
management and comms plan.
Communications Requirements
Fire safety requirements
Logistics requirements
Programme Integration
Pedestrian and Traffic flow requirements template
(central campus projects only)
Project interface requirements
Governance Define governance arrangements
Design Stage C Design Report/ Specification of Works
MEP Strategy (if applicable)
Estates Requirements Property checklist
Facilities checklist
Carbon appraisal model
Sustainability Design Project Sustainability Brief (CP only)
and Targets
BREEAM/Ska/ CEEQUAL/Mini Ska Report (as
applicable)
Safety Reports CDM Form 2
Progress Monitoring Monthly Report
Stage gate review Stakeholder Review Summary
Approved by: Approved? Comments Name Date
Project Sponsor/ Project
Board/HoD A/B/C
PSO A/B/C
Fire Officer A/B/C
Funders – HoD/
PRG/EMC/ FC as
applicable Y/N
1 A - Approved; B – Approved Subject to Comments; C – Rejected.

V 1.3 Jan 2015

UCL ESTATES
Portfolio Services

Stage Gate Documents Checklist

Unique Project Ref Project Title Building UCL Project Officer (UPO) Approval Date

Stage 3: Design Development – The design meets the project objectives and the stakeholder requirements and is in line with Comments By whom Date
budget estimate.
Documents required for stage gate sign-off: Documentary Evidence
Programme
Cost Plan (updated AFC)
Project Budget Tracker
Risk Register (See Monthly Report)
Project Execution Plan
Updated Project Directory

PEP updated including procurement strategy,

stakeholder management, comms plan and
handover plan.
Communications Requirements
Fire safety requirements
Logistics requirements
Programme Integration Pedestrian and Traffic flow requirements template
(central campus projects only)
Facilities requirements
Project interface requirements
Design Reports
Stage D/E Design Brief/ Specification of works
Estates Requirements
Property Checklist
Engineering Strategies Plant Replacement Strategy |(if applicable)
BREAAM/ Ska/ CEEQUAL Design Reports as
Sustainability applicable
Carbon appraisal methodology
Safety CDM Form 2
Procurement Tender Request Form (if available)
Stage gate review Stakeholder Review Summary
Approved by: Approved?1 Comments Name Date
Project Sponsor/ Project
Board/HoD A/B/C
PSO A/B/C
Fire Officer A/B/C
1 A - Approved; B – Approved Subject to Comments; C – Rejected.

V 1.3 Jan 2015

UCL ESTATES
Portfolio Services

Stage Gate Documents Checklist

Unique Project Ref Project Title Building UCL Project Officer (UPO) Approval Date

Stage 4: Planning and Budgeting – The business case is still valid, funding is available, a robust procurement strategy and project Comments By whom Date
management approach are in place to successfully deliver the project outcomes; Interfaces are being managed
Documents required for stage gate sign-off: Documentary Evidence
Updated business case (if applicable)
Business Case and
Funding (if significant &
Value Engineering Report (if applicable)
material change from
stage 2)
Project Account Request Form

Programme

Cost Plan (updated AFC)

Project Budget Tracker
Risk Register (See Monthly Report)
Project Execution Plan
Updated Project Directory
PEP updated including interfaces and
interdependencies, stakeholder management,
comms plan, mobilisation and handover plan,
change control log, etc.
Tender evaluation report
Procurement LOI Request Form
Tender Return Form
Safety CDM Form 2
Insurance Project Insurance Form
Progress Monitoring Monthly Report
Stage gate review Stakeholder Review Summary
Approved by: Approved?1 Comments Name Date
Project Sponsor/ Project
Board A/B/C
PSO A/B/C
Contracts Management
A/B/C
Funders – HoD/ PRG/
EMC/FC as applicable Y/N
1 A - Approved; B – Approved Subject to Comments; C – Rejected.

V 1.3 Jan 2015

UCL ESTATES
Portfolio Services

Stage Gate Documents Checklist

Unique Project Ref Project Title Building UCL Project Officer (UPO) Approval Date

Stage Gate 5: Implementation – The deliverables have been implemented according to the brief and are ready for Comments By whom Date
operational service.
Documents required for stage gate sign-off: Documentary Evidence
Programme
Cost Report (Updated AFC)
Project Execution Plan
Risk Register (See Monthly Report)
Updated project directory
Soft Landings/ Handover plan (inc Building User
Guide if applicable)
Business Ratings and Insurance
Handover Planning Seasonal Commissioning Plan
CH1 Form
CH2 Form
CH3 Form
Safety CDM Form 2

Completion Records Progress update on O&M manuals/ H&S Files, As

builts, Practical Completion and Building User Guide
Sustainability BREAAM/ Ska/ CEEQUAL Design Reports as
applicable
Stage gate review Stakeholder Review Summary
Approved by: Approved?1 Comments Name Date
Project Sponsor/ Project
Board/HoD A/B/C
Fire Officer A/B/C
PSO A/B/C
1 A - Approved; B – Approved Subject to Comments; C – Rejected.

V 1.3 Jan 2015

UCL ESTATES
Portfolio Services

Stage Gate Documents Checklist

Unique Project Ref Project Title Building UCL Project Officer (UPO) Approval Date

Stage 6: Completion – The project has been handed over to operations, and a defects liability period takes place Comments By whom Date

Documents required for stage gate sign-off: Documentary Evidence

Commercial Close Out Contract close out report/ Final Account Statement
Project Budget Tracker
Maintenance Log/Schedule
Defects Report inc snagging
Engineering
As constructed CAD records updated, O&Ms & H&S File
provided
Sustainability BREEAM/Ska Certificates
Financial Close out financial code closed by finance
Approved by: Approved?1 Comments Name Date
Project Sponsor/ Project
Board/HoD A/B/C
PSO A/B/C
Fire Officer A/B/C
Finance A/B/C
Contracts Management
A/B/C
1 A - Approved; B – Approved Subject to Comments; C – Rejected.

V 1.3 Jan 2015

UCL ESTATES
Portfolio Services

Stage Gate Documents Checklist

Unique Project Ref Project Title Building UCL Project Officer (UPO) Approval Date

Stage 7: Post Project – The project has achieved the objectives and benefits set out in the business case. The project can be Comments By whom Date
closed.
Documents required for stage gate sign-off: Documentary Evidence
Project close out report including benefits review
Post investment
appraisal Customer survey
Lessons learned report
Approved by: Approved?1 Comments Name Date
Project Sponsor A/B/C
PSO A/B/C
Contracts Management
A/B/C
Fire Officer A/B/C
Funders – HoD/
PRG/ECM FC as
applicable Y/N
1 A - Approved; B – Approved Subject to Comments; C – Rejected.

V 1.1 June 2014