A quality gate is a checkpoint between two project phases. Before the project moves on, someone checks a list of criteria: has the work that should be finished actually been finished? Open the gates from the project menu: Governance, then Quality gates.
What it's for
Gates stop a project drifting into the next phase with unfinished work behind it. Each gate has criteria, some of them mandatory. When the criteria are met, the gate gets a decision: pass, pass with conditions (go ahead, but fix named items by a due date) or fail.
Where gates come from
Every methodology can have gates. On SAP Activate projects they are created for you: the first time someone opens the tab, the app adds six gates with their standard criteria:
- Discover → PrepareCharter signed, architecture overview approved
- Prepare → ExploreDetailed plan approved, team onboarded
- Explore → RealizeFunctional specs and process flows signed off
- Realize → DeployWRICEF tested, training and cutover plans ready
- Deploy → RunGo-live readiness: defects cleared, cutover rehearsed
- Run → ClosedHypercare exit, handover signed
On Waterfall, Agile and Hybrid projects the tab starts empty, with No quality gates yet. Select Add the standard Waterfall gates (or Agile, or Hybrid) to add that methodology's set with its criteria, or Add gate to build your own. Waterfall's set runs Initiation, Requirements, Design, Build, Test, Deploy and Close. Agile's runs Discovery, Delivery, Release, Production and Closure. Hybrid's runs Initiation, Design, Build, Test, Deploy and Close.
How to add or change a gate
- Start a gate
Select Add gate. To change one, pick its card and select Edit gate.
- Fill it in
Enter the Code (such as QG-01) and the Name, plus an optional Planned date and Owner. On SAP Activate projects choose the From phase and To phase. On other projects type your own From stage and To stage, such as Design and Build.
- Save
Select Add gate or Save gate. To remove it, select Delete gate in the same dialog and confirm. Its criteria go with it.
- Add criteria
With the gate open, select Add criterion. Write the Criterion, choose a Category, Status and Owner, and tick Mandatory if the gate cannot pass without it. Use the edit button on a row to change a criterion or Remove criterion.
Before you start
Before you decide a gate
- Every mandatory criterion (marked with a red asterisk) is Met or Waived
- Each criterion has an owner and, where needed, a sign-off
- For a conditional pass: you know the conditions and their due date
How to work through the criteria
- Pick a gate
The gates sit in a row of cards at the top. Select one to open its criteria.
- Update each criterion
In the table, set the Status to Not started, In progress, Met, Not met, Waived or N/A. Fill in Owner, Sign-off by, Sign-off date and Notes.
- Watch the progress
The header shows Progress as a percentage and how many criteria are met. Met and Waived count as done; N/A criteria are left out of the count.
- Wait for Ready for review
When every mandatory criterion is met or waived and progress reaches 100%, the gate moves to Ready for review.
How to record the gate decision
Each button opens a dialog where you confirm the decision. An optional Comment (a Reason, for a fail) is added to the gate's notes.
- Pass gate: available only when every mandatory criterion is met or waived. Passing records today as the gate date and you as the approver. On SAP Activate projects it also moves the project to the next phase.
- Pass with conditions: fill in the Conditions and the Conditions due date (not in the past), then confirm. The gate shows as Conditionally passed with the conditions and due date in a yellow box.
- Fail: optionally give a Reason saying what has to change, then select Fail gate. The gate is marked Failed and the project does not move on.
Once a gate is decided, the Signatures panel on the gate lets you ask people to sign the decision. Before that it says to record the gate decision first. See E-signatures.
Good to know
- Gate decisions are written to the audit log.
- Gates that are ready for a decision appear on Home for everyone who can decide gates. See Approvals inbox.
- Quality gates are part of every plan, including Team. Requesting signatures needs Professional, Enterprise or a personal plan (Solo, Lifetime Solo or Consultant). See Plans and pricing.
Who can do this
Admins and project managers can add, edit and delete gates. Admins, project managers, functional leads and technical leads can add, edit and remove criteria. Admins, project managers and executive sponsors can pass, conditionally pass or fail a gate. Everyone else on the project can see the gates. See Roles and permissions.