Phase Gate Review: Entrance and Exit Criteria in Project Life Cycles

PMBOK v8 Definition

A phase gate is a review point that occurs after the end of a phase, before the beginning of the next phase, to check that desired outcomes or exit criteria have been achieved before proceeding. Phase gates are also called stage gates, gate reviews, iteration reviews, or decision point reviews. Each phase in a project life cycle is described by measurable attributes including name, number, duration, resource requirements, entrance criteria (to move into that phase), and exit criteria (to complete that phase).

Why It Matters for the Exam

Phase gate reviews and their attributes (entrance/exit criteria) are frequently tested because they represent a core governance mechanism in project management. PMI exam questions often present scenarios where you must determine whether a project should proceed to the next phase based on whether exit or entrance criteria have been met, or identify which attribute is being evaluated at a specific review point.

Key Points to Remember (for the exam)

Phase Gate Timing: A phase gate may occur after the end of a phase OR at the start of a phase (pre-phase gates). Pre-phase gates ensure proper alignment, sufficient resources, and risk assessment before progressing.
Exit Criteria: These check that desired outcomes for the phase have been achieved before proceeding. Exit criteria may be tied to acceptance criteria for deliverables, contractual obligations, meeting specific performance targets, or other tangible measures.
Entrance Criteria: Factors such as resource availability, verification of project viability, and current alignment with organizational goals determine the entry criteria for a phase.
Decision Options at a Phase Gate: Go/no-go decision to continue to the next phase, continue with modification, end the project or phase, remain in the phase, repeat the phase or elements of it, or park the project temporarily.
Comparison Basis: The project's performance and progress are compared to project and business documents that specify expectations.
Common Confusion: Phase gates are NOT always at the end of phases—they can also be placed at the start. Pre-phase gates enhance control and success of the project.

Typical PMI Exam Example

A project team has completed the design phase and all deliverables have been accepted by the customer. The project sponsor schedules a meeting to review whether the project should move to the development phase. During this meeting, the team compares actual progress against the project management plan. This is an example of a phase gate review checking exit criteria before proceeding.

PMI Exam Traps

Trap: Thinking phase gates only occur at the end of a phase. Reality: Phase gates can also be placed at the start of each phase (pre-phase gates).
Trap: Confusing entrance criteria with exit criteria. Reality: Entrance criteria determine if a project can enter a phase; exit criteria determine if a phase is complete and the project can proceed.
Trap: Assuming the only decision at a phase gate is "go" or "no-go." Reality: Decisions include: continue, continue with modification, end the project/phase, remain in the phase, repeat the phase, or park the project temporarily.
Trap: Believing phase gates only review deliverables. Reality: Phase gates review exit criteria (which may include acceptance criteria, contractual obligations, performance targets) AND compare performance to project and business documents.

Important PMI Connections

Related Concept	Relationship Type	Exam Attention Point
Project Life Cycle	Contains phase gates	Phases are sequential, transitional, or overlapping; each phase has attributes including entrance/exit criteria
Deliverables	Output of phases	Exit criteria are often tied to acceptance criteria for deliverables
Business Documents	Comparison basis	Project performance is compared to business documents at phase gates
Organizational Goals	Determines entrance criteria	Current alignment with organizational goals is a factor in entrance criteria

Quick Review Questions

What are the five possible decision outcomes when a phase gate review is conducted?
A project is about to begin the execution phase. The sponsor checks that sufficient resources are available and that the project is still aligned with organizational goals. Is this an entrance or exit criteria review?
When a phase gate is placed at the start of a phase, what is this called and what does it help ensure?
Exit criteria may be tied to which three specific measures according to PMBOK v8?
What documents are used to compare project performance and progress during a phase gate review?

PMBOK v8 Reference

Section 2.4 - Project Life Cycles and Phase Gates (from the PMBOK v8 Standard for Project Management)