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AI agent for pmo managers

Stage Gate Governance Pack Agent

Complete gate packs and recorded decisions for every gate

AdministrationComplianceManagement
See how it worksGet access
Stage Gate Governance Pack Agent: what goes in, what the agent does and what you get

What it does

Projects pass through gates such as approve, plan, build and close, each needing set documents and criteria, and incomplete packs waste board time. As a gate date approaches, this agent collects the required documents and checks each against gate criteria, such as a business case refreshed within six months or signed requirements. Missing or outdated items are requested from the project manager, and the agent checks again when they arrive. It builds the gate pack for the board. The PMO manager approves the pack, and the board decides. After the meeting it records the decision, conditions and owners, and tracks each condition until met, chasing owners as due dates pass. Edge case: a project wants to skip a gate, so the agent lists the risks and needs board approval for the skip.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Gate date approaches 2 USES A TOOL List required documents for the gate 3 USES A TOOL Collect required documents 4 CHECKS THE RESULT Does each document meet gate criteria? If not: request updates from the project manager. Backto step 3. 5 USES A TOOL Build gate pack 6 YOU APPROVE PMO manager approves pack and board decides 7 DOES Record decision, conditions, owners and dates 8 CHECKS THE RESULT Are all conditions met by their due dates? If not: chase owners and report overdue conditions tothe PMO manager. Back to step 7. 9 RESULT Conditions closed and gate record complete
Read the steps as a list
  1. Gate date approaches
  2. List required documents for the gate
  3. Collect required documents
  4. Does each document meet gate criteria?If not: request updates from the project manager. Back to step 3.
  5. Build gate pack
  6. PMO manager approves pack and board decidesThe agent waits here for your OK.
  7. Record decision, conditions, owners and dates
  8. Are all conditions met by their due dates?If not: chase owners and report overdue conditions to the PMO manager. Back to step 7.
  9. Conditions closed and gate record complete

How it decides

It accepts a gate pack only when every required document meets criteria.

  • Business case older than 6 months needs refresh
  • Gate skips need board approval
  • Conditions get owners and dates

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Gate criteria per gate
  • Lead time
  • Pack format
  • Condition tracking

What keeps you in control

It always asks you first

  • Gate pack
  • Gate decision

Hard limits

  • Never makes gate decisions
  • Keeps decision log unchanged once approved

It stops when

  • Done: decision recorded
  • Stop: project paused

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensTwo weeks before its build gate, a warehouse system project lacked a signed test strategy and had a 9-month-old business case, so the criteria check failed. The agent requested both, and the project manager supplied them within five days. The PMO manager approved the pack. The board passed the gate with one condition on data migration, which the agent tracked to closure in 3 weeks.

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