12. GOVERNANCE & DECISION-MAKING

Project Name: [Your Project Name]
Owner/Lead: [Your Name]
Created: [MM/DD/YYYY]
Status: [Planning / In Progress / On Hold / Completed]

Overview

This document defines governance structure, decision-making authority, escalation procedures, and approval workflows. It ensures clear accountability and efficient decision-making.

Connections: Uses Sections 1, 2, 7, 8, 10; Feeds into Section 12 (Lessons Learned)

Steering Committee

Composition

Meeting Cadence

Frequency: Monthly
Duration: 1 hour
Format: [In-person / Virtual / Hybrid]

Agenda:

1. Strategic review
2. Budget and timeline status
3. Risk assessment
4. Major decisions
5. Next month priorities

Decision Authority Matrix

Decision Types

Decision Levels

Level 1: Team Member

• Day-to-day technical decisions
• Code implementation choices
• Tool selection (non-critical)
• Escalate if: Impacts architecture or timeline

Level 2: Technical Lead

• Architecture decisions
• Technology choices
• Security implementations
• Escalate if: Budget or strategic impact

Level 3: Project Lead

• Resource allocation
• Timeline adjustments
• Process changes
• Escalate if: Budget or scope impact

Level 4: Steering Committee

• Strategic direction
• Budget approval
• Major scope changes
• Organizational changes

Escalation Procedures

When to Escalate

Immediate Escalation:

• Security incidents
• Critical system failures
• Budget overrun >10%
• Timeline delay >2 weeks
• Key team member departure

Standard Escalation:

• Decision blocked at current level
• Impact exceeds authority level
• Stakeholder conflict
• Resource constraints

Escalation Process

1. Document Issue

   • What is the issue?
   • What has been tried?
   • What is the impact?
   • What is recommended?

2. Escalate to Next Level

   • Notify decision owner
   • Provide context and documentation
   • Request decision timeline

3. Decision Made

   • Document decision and rationale
   • Communicate to stakeholders
   • Update project documentation
   • Execute decision

4. Follow-Up

   • Verify decision implemented
   • Assess impact
   • Update risk register if needed

Phase Gate Review Process

Gate Review Criteria

Gate 1: Planning Complete

• Sections 1-4 complete
• Architecture approved
• Budget approved
• Team assigned
• Approver: Steering Committee

Gate 2: Technical Foundation

• Infrastructure operational
• CI/CD pipeline working
• Code standards defined
• Development environment ready
• Approver: Technical Lead + Project Lead

Gate 3: MVP Features

• All MVP features complete
• Testing passing
• Performance acceptable
• Security validated
• Approver: Product Owner + Technical Lead

Gate 4: Production Ready

• All tests passing
• Documentation complete
• Monitoring active
• Rollback plan ready
• Approver: Steering Committee

Gate 5: Launch Success

• Production launch successful
• Metrics healthy
• Support process working
• Post-launch review complete
• Approver: Steering Committee

Gate Review Process

1. Prepare Review Package

   • Complete deliverables checklist
   • Prepare metrics and status
   • Document risks and blockers
   • Schedule review meeting

2. Conduct Review

   • Present deliverables
   • Review quality criteria
   • Discuss risks and mitigations
   • Make go/no-go decision

3. Document Outcome

   • Record decision and rationale
   • Document action items
   • Update project status
   • Communicate to stakeholders

Approval Workflows

Feature Request Approval

Feature Request
    ↓
Product Owner Review
    ↓
Technical Feasibility Assessment
    ↓
Scope Impact Analysis
    ↓
Budget/Timeline Impact
    ↓
Approval Decision
    ├── Approved → Add to Backlog
    ├── Deferred → Add to Future Phase
    └── Rejected → Document Reason

Budget Change Approval

Budget Change Request
    ↓
Finance Lead Review
    ↓
Impact Analysis
    ↓
Executive Sponsor Approval
    ├── <10% change → Project Lead approval
    ├── 10-20% change → Steering Committee
    └── >20% change → Executive approval required

Scope Change Approval

Scope Change Request
    ↓
Impact Assessment (Timeline, Budget, Resources)
    ↓
Tier Classification
    ├── Tier 1 (Minor) → Project Lead approval
    ├── Tier 2 (Moderate) → Product + Tech Lead approval
    └── Tier 3 (Major) → Steering Committee approval

Conflict Resolution

Conflict Types

Technical Conflicts:

• Architecture disagreements
• Technology choices
• Implementation approaches
• Resolution: Technical Lead makes final decision, document in ADR

Priority Conflicts:

• Feature prioritization
• Resource allocation
• Timeline trade-offs
• Resolution: Product Owner + Project Lead align, escalate if needed

Resource Conflicts:

• Team allocation
• Budget allocation
• Vendor selection
• Resolution: Project Lead coordinates, escalate to Steering Committee

Resolution Process

1. Identify Conflict

   • Document positions
   • Understand root cause
   • Assess impact

2. Attempt Resolution

   • Direct discussion between parties
   • Mediation by neutral party
   • Data-driven decision

3. Escalate if Needed

   • Involve decision authority
   • Provide recommendations
   • Accept and execute decision

Change Management Board

Purpose

Review and approve significant changes to:

• Project scope
• Architecture
• Timeline
• Budget
• Team structure

Composition

• Project Lead (Chair)
• Product Owner
• Technical Lead
• Finance Lead
• Executive Sponsor (as needed)

Meeting Cadence

Frequency: As needed (typically monthly)
Duration: 1 hour

Change Request Process

1. Submit change request with impact analysis
2. Change Management Board reviews
3. Decision made (approve/defer/reject)
4. Document decision and communicate
5. Update project plan

Executive Sponsorship Model

Sponsor Responsibilities

• Strategic alignment
• Budget approval
• Resource allocation
• Risk acceptance
• Stakeholder communication

Sponsor Engagement

Monthly:

• Steering committee meeting
• Status review
• Strategic decisions

Quarterly:

• Business review
• ROI assessment
• Roadmap planning

As Needed:

• Major escalations
• Critical decisions
• Crisis management

Board Reporting Cadence

Reporting Schedule

Weekly:

• Status update email
• Key metrics dashboard
• Blocker summary

Monthly:

• Comprehensive status report
• Financial summary
• Risk assessment
• Steering committee meeting

Quarterly:

• Business review
• ROI analysis
• Strategic planning
• Roadmap update

Report Distribution

• Team: Full access to all reports
• Stakeholders: Business metrics and status
• Leadership: Executive summaries
• Board: Quarterly business reviews

Success Criteria

Governance Success:

• Decisions made within defined timelines
• Clear accountability for all decisions
• Escalation process working effectively
• Phase gates completed on schedule
• Stakeholders informed and aligned
• Conflicts resolved efficiently

Last Updated: [Date]
Next Review: [Date]
Owner: [Name]