EXAMPLE - INTERVIEWEE CALL-UP LETTER FOR REVIEWS
To: [interviewee name & address] From: [SPO/SRO name, name of policy
/programme/project, address]
The [name of policy/programme/project] [Healthcheck/Gate X – type] will be reviewed
between [date] to [date]. I’d be grateful if you would contribute to this review by allowing
the Review Team to interview you at [time], [date], [venue address]. The briefing below
explains the review process and is intended to make the most of your time with the
Review Team.
Background [Starting Gate/Gateway Review/Healthcheck]
To purpose of the review is to support me in discharging my responsibilities as Senior
Owner for the policy/programme/project. It provides me with assurance that it is well
managed and any significant risks to a successful outcome are identified and managed.
The review helps me decide whether the policy/programme/project is ready to move
forward to its next phase of delivery.
Your Interview
Ideally this will be a face-to-face 45 minute interview, though if necessary a phone or
video interview can be arranged. The Review Team are interested in your views and will
ask about your responsibilities or engagement with the policy /programme/project. Your
interview with the Review Team and the report they prepare for me at the end of the
review period are both non-attributable, so you can speak freely and frankly.
I receive reporting information as a matter of course; therefore, the intention of this
review process is to gather insights, views and understanding of how the policy
/programme/project is being managed, the Scottish Government’s PPM Principles (copy
attached at Annex A) are being addressed and the progress it is making toward its
outcome or objective.
The Review Team
The Review Team is independent of the policy/programme/project team and the report is
an evidence-based snapshot of the status at the time of the review. It reflects the views
of the independent review team, based on information evaluated over a three to four day
period, and is delivered to me immediately at the conclusion of the review.
It is the Review Team Leader (RTL)’s responsibility to ensure the review team work well
together and produce a Final Report. The Review Team will be led by [review team
leader], he/she will be supported by [review team members].
I thank you in advance for your co-operation and support.
Senior Owner Name
Policy/Programme/Project
Date
ANNEX A
The Scottish Government has identified the following principles that all Scottish
Government programmes and projects must adhere to. The approach, tools and
techniques used to address each principle should be proportionate to the scale and
nature of the programme or project.
Programme and project governance
 Our approach to managing programmes and projects is proportionate,
effective and consistent with recognised good practice.
Business case
 We secure a mandate for our work; identify, record and evaluate our
objectives and options for meeting them; and ensure that we secure and
maintain management commitment to our selected approach.
Roles and responsibilities
 We assign clear roles and responsibilities to appropriately skilled and
experienced people and ensure their levels of delegated authority are clearly
defined.
Benefits
 We record the benefits we seek, draw up a plan to deliver them and evaluate
our success.
Risk
 We identify, understand, record and manage risks that could affect the
delivery of benefits.
Planning
 We develop a plan showing when our objectives will be met and the steps
towards achieving them, including appropriate assurance and review
activities, and re-plan as necessary.
Resource management
 We identify the financial and other resources, inside and outside the
organisation, required to meet our objectives.
Stakeholders
 We identify those affected by our work and engage them throughout the
process from planning to delivery.
Project closure
 We ensure that the transition to business as usual maximises benefits and
that operational delivery is efficient and effective.
Lessons learned
 We record lessons from our programmes and projects and share them with
others so they may learn from our experience.