How to Use Gating to Create a Process
A step-by-step example on how to set up a successful PMO process based on tiered project categories, using Completix gates, templates, and deliverables.
Step 1 — Categorize Projects
The first step in building a repeatable PMO methodology is defining project categories. Each category maps to a different level of rigor, governance overhead, and documentation requirements.
Small & Agile
- Small projects under 00K
- Agile projects
- Ongoing initiatives (e.g. evergreening)
Medium Projects
- Projects under M
- Structured milestone tracking
- 3-gate lifecycle
Large Projects
- Projects over M
- Full PMLC discipline
- 5-gate lifecycle
Step 2 — Create Templates Per Category
Each category requires its own template set covering process (gating), schedule, budget, and communication. The table below summarises the recommended setup.
| Dimension | Category 1 | Category 2 | Category 3 |
|---|---|---|---|
| Process | Single gate, minimal documents | 3 gates: Initiation, Planning, Execution | 5 gates: Initiation, Planning, Design, Execution, Closing |
| Schedule | Minimal, few tasks | High-level, major milestones only | Detailed schedule following PMLC |
| Budget | Main tracking metrics only | Detailed tracking budget | Detailed with Capex/Opex and quarterly splits |
| Communication | Weekly status post | Weekly status post, email delivery | Weekly status, steering, quarterly briefs |
Step 3 — Create Deliverable Document Templates
Once categories are defined, create standardised document templates for each deliverable type. These will be attached to gate deliverables and auto-populated when a project is created from a template.
- Charter
- Business Requirements Document (BRD)
- Justification
- Change Request
- Design
Step 4 — Define the Gate Process
For each gate in your process, add deliverables and attach the relevant document template. This is done inside the Governance page in Completix. The screenshot below shows a Phase 1 gate with two deliverables — one with an attached BRD template and an approval flag.
Step 5 — Create Four Project Templates
Build one project template per category variant. Category 1 gets two variants (Agile and Traditional) since the project approach differs even at low complexity. For each template, wire up the process, schedule, budget, and communication settings you defined in Step 2.
Templates to create
- Cat 1, Agile
- Cat 1, Traditional
- Cat 2
- Cat 3
Per-template settings
- Select the gating process
- Select the schedule template
- Select the budget template
- Select the communication template
Step 6 — Create a New Project
With templates in place, spinning up a new governed project takes under a minute. During project creation, the PM selects the appropriate category template and Completix applies the entire framework automatically.
- Click New Project and choose Create from Template
- Select the project category (Cat 1, Cat 2, or Cat 3)
- Name the project
- Assign the Project Manager to the newly created project
