PMO implementation package

Stage gates and lifecycle control implementation package

A gate portal for initiation, planning, build, test, launch, closeout, and benefits review.

Tables

Screens

Power Fx snippets

Flow recipes

Downloadable guideStage gates build guideDownloadable implementation guide for lifecycle stages, gate evidence, approvals, and exception tracking.

Build checklist

Define standard stages and gate criteria.
Build project/stage data model.
Create gate checklist and evidence capture.
Automate gate approval and stage changes.
Publish lifecycle and gate-health dashboards.

Workflow map

Project enters lifecycle stage

Generate stage criteria checklist

Project team attaches evidence

Submit gate review

Approver decides gate

Record exception if needed

Move project to next stage

Data model package

EitherProjects

Portfolio record that moves through lifecycle stages and connects to controls, status, and reporting.

Column	Type	Required	Notes
Project Name	Single line text	Yes	Primary reporting label.
Sponsor	Person or lookup	Yes	Executive owner.
Project Manager	Person	Yes	Delivery owner.
Current Stage	Choice or lookup	Yes	Initiation, Planning, Build, Test, Launch, Closeout, Benefits Review.
Overall Health	Choice	Yes	Green, Yellow, Red, Not Rated.
Baseline Launch Date	Date	No	Original approved launch date.
Forecast Launch Date	Date	No	Current expected launch date.

Relationships

One Project has many Gate Reviews, Risks, Issues, Changes, Status Updates, and Milestones.

Indexes

Current Stage
Sponsor
Project Manager
Overall Health
Forecast Launch Date

EitherGate Reviews

Approval record for moving a project from one stage to the next.

Column	Type	Required	Notes
Project	Lookup	Yes	Parent project.
Stage	Choice or lookup	Yes	Stage being reviewed.
Review Status	Choice	Yes	Draft, Submitted, Approved, Approved with Exception, Rejected.
Approver	Person	Yes	Decision maker for the gate.
Exception Reason	Multiple lines text	No	Required when approved with exception.

Relationships

One Gate Review has many Evidence Links and Gate Decisions.

Indexes

Project
Stage
Review Status
Approver
Decision Date

Power Apps screen package

Project manager and PMO leadProject Lifecycle Dashboard Screen

Show stage, gate readiness, missing evidence, and stage aging for a project.

Layout

Project header with health and stage
Horizontal lifecycle tracker
Gate readiness cards
Open exceptions and actions
Submit gate review button

Controls

cmpLifecycleTracker
galGateCriteria
galMissingEvidence
lblStageAge
btnSubmitGate

Formula notes

Gate submit enabled when all required criteria have evidence
Stage age uses DateDiff(StageChangedDate, Today())
Exception badge appears when gate has approved exception

Data sources

Projects
Gate Criteria
Gate Reviews
Evidence Links

Project managerGate Evidence Screen

Attach links, documents, and notes against each gate criterion.

Layout

Criteria list
Evidence details panel
Upload or link controls
Save evidence command bar

Controls

galCriteria
txtEvidenceUrl
txtEvidenceNotes
attEvidence
btnSaveEvidence
btnMarkCriterionReady

Formula notes

Evidence URL or attachment required for required criteria
Patch evidence rows by selected criterion
Refresh readiness summary after save

Data sources

Gate Criteria
Evidence Links
Gate Reviews

Gate approverGate Approval Screen

Decide whether a project can move to the next lifecycle stage.

Layout

Project and stage summary
Evidence checklist read-only view
Decision section
Exception reason panel
Approval history

Controls

galEvidenceReview
cmbGateDecision
txtGateComments
txtExceptionReason
btnSubmitGateDecision

Formula notes

Exception reason required for Approved with Exception
Approved decision updates Project.CurrentStage
Rejected decision keeps stage and creates remediation action

Data sources

Projects
Gate Reviews
Evidence Links
Actions

Power Fx package

btnSubmitGate.DisplayModeEnable submit gate review only when evidence is ready

Formula / code

If(
    CountRows(
        Filter(
            galGateCriteria.AllItems,
            Required = true && IsBlank('Evidence URL')
        )
    ) = 0,
    DisplayMode.Edit,
    DisplayMode.Disabled
)

Notes

Use a generated checklist row per project and stage.
If attachments are used instead of URLs, check attachment count instead.

btnSubmitGateDecision.OnSelectApprove gate and move project stage

Formula / code

IfError(
    Patch(
        'Gate Reviews',
        varGateReview,
        {
            Decision: cmbGateDecision.Selected,
            'Decision Date': Now(),
            Comments: txtGateComments.Text
        }
    );
    If(
        cmbGateDecision.Selected.Value in ["Approved", "Approved with Exception"],
        Patch(Projects, varCurrentProject, { 'Current Stage': cmbNextStage.Selected, 'Stage Changed Date': Today() })
    ),
    Notify("Gate decision could not be saved.", NotificationType.Error),
    Notify("Gate decision saved.", NotificationType.Success)
);

Notes

Gate approval and project stage update should be treated as one business transaction.
Create an action item when the decision is approved with exception.

Power Automate package

FlowGate - Generate Criteria

Trigger: When Project Current Stage changes.

List active Gate Criteria for the new stage.

Create project-specific checklist rows.

Assign evidence owners.

Notify project manager that stage checklist is ready.

Expressions

triggerOutputs()?['body/CurrentStage/Value']
items('Apply_to_each_criterion')?['Required']

FlowGate - Approval Decision

Trigger: When Gate Review status changes to Submitted.

Collect evidence links.

Start approval for gate approver.

Update Gate Review decision and decision date.

If approved, update Project Current Stage.

If approved with exception, create exception action.

Expressions

@equals(triggerOutputs()?['body/ReviewStatus/Value'], 'Submitted')
@or(equals(variables('Decision'), 'Approved'), equals(variables('Decision'), 'Approved with Exception'))

Dataverse solution package

Create solution BV PMO Stage Gates with publisher prefix bvpmogate.

Tables

bv_project
bv_lifecyclestage
bv_gatecriterion
bv_gatereview
bv_evidencelink
bv_gateexception

Choices

bv_lifecyclestagechoice
bv_gatereviewstatus
bv_gatedecision
bv_evidencetype

Apps

Project Lifecycle Dashboard
Gate Evidence App
Gate Approval Portal

Cloud flows

Gate - Generate Criteria
Gate - Submit Review
Gate - Approval Decision
Gate - Stage Change Notification

Security roles

Gate Project Manager
Gate Approver
Gate PMO Admin
Gate Executive Viewer

Environment variables

Gate Review Team Email
Gate Exception Owner
Lifecycle Stage Config URL
Power BI Refresh Flow URL

Dashboards

Lifecycle Pipeline
Stage Aging
Gate Exceptions
Approval Bottlenecks

Deployment checklist

Create development, test, and production environments or sites before build-out.
Create publisher prefix, solution shell, environment variables, and connection references first.
Build tables and choices before apps and flows.
Import sample template rows, then test with non-admin users.
Run approval, rejection, revision, escalation, and overdue scenarios before release.
Publish Power BI pages after validating relationships, date fields, status definitions, and security trimming.
Document owners, support mailbox, release notes, and rollback steps.

Starter files

Intake requests CSVStarter columns for demand intake, scoring, ownership, and triage decisions.Project charters CSVStarter charter fields for scope, sponsors, success measures, approvals, and assumptions.Stage gates CSVStarter criteria and review fields for stage movement and gate decisions.RAID and change control CSVStarter fields for risks, issues, actions, decisions, and change requests.Status reporting CSVStarter fields for weekly project health, milestones, benefits, and decision requests.PMO build roadmapA plain-language build order for rolling out the PMO system one tool at a time.