Project Review Meetings occur at least annually, for small and medium agencies. Large and giant agencies are required to review their projects on a monthly basis. Typically, the Portfolio Administrator will be responsible for scheduling the meetings. The attendees should include your IT Program Manager and your key stakeholder (typically, the sponsors of your projects).
Prior to the meeting with the stakeholders, a Project Review Prep Meeting will be held to review with the internal IT Program and Project Managers about the content that will be reviewed by stakeholders, allowing management time to determine if additional information will be needed for the actual stakeholder review. This meeting is typically 5 – 7 days prior to the actual Project Review Meetings.