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Project Management OPER 576. Project Closure Greg Magnan, Ph.D. June 3, 2004. Last Time: Project Risk Management. Expected Loss (L e ) = P e x P i x L t. Smith, 2003. Project Life Cycle Stages. IV. Project Closure. Project Closeout & Review

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project management oper 576
Project Management OPER 576

Project Closure

Greg Magnan, Ph.D.

June 3, 2004

last time project risk management
Last Time: Project Risk Management
  • Expected Loss (Le) = Pe x Pi x Lt

Smith, 2003

iv project closure
IV. Project Closure
  • Project Closeout & Review
  • To ensure all objectives were met (Deliverables?)
    • Sponsor, Customer
  • Tie up loose ends / Outstanding Issues
    • Documents, “Punch list,” responsibility assignment
  • Recognize participants
    • People…where next?
  • Share lessons learned
    • Identify Project Success Factors
    • Time, Cost, Quality, Risk
  • Include closeout activities in WBS, resource requirements, RAM, and schedule
ny state oft closeout
NY State – OFT - Closeout

Performed by PM

  • NY State Office for Technology
    • http://www.oft.state.ny.us/pmmp/guidebook2/Closeout.pdf
project closure steps
Project Closure Steps
  • Ensure details covered (if no Acceptance)
    • Customer, Sponsor, Deliverables, etc.
    • “Punch List”
  • Post-Project Review
    • Solicit Feedback (customer, team, sponsor)
    • Survey, interviews (link to NYS OfT) [p. 6]
    • Conduct Project Assessment (areas on next slide)
      • Present organized survey data
      • Who: select team members, other PMs
      • LESSONS LEARNED / BEST PRACTICES
    • Prepare Post-Project Report
potential assessment areas
Potential Assessment Areas
  • Cost, Schedule, Scope, Quality (CSSQ)
  • Risk Management
  • Communications
  • Change Management
  • Acceptance Management / Post-Project Resp.
  • Project Management / Tools
  • Project Team / Individuals / PM (by Supervisor)
  • Financial Management / Procurement
  • Asset Management
  • Issues Management
post project report
Post Project Report
  • Documents the effectiveness of the product in meeting the needs of the Customer
  • The effectiveness of project management and the Project Team
  • How well the Performing Organization supported the project
  • Lessons learned
  • Best practices to be used in future projects
  • Key project metrics that will enable the Performing Organization to compare across projects.
  • Recommendations for improvement to be used by other projects of similar size and scope.

Source: NYS OfT

project closure steps10
Project Closure Steps

3. Administrative Closeout

    • Tasks required for “Official” closure
    • Performance Feedback to project team members
      • Sync w/ CDI performance management systems
    • Archive Project Information/ Project Repository
      • Updated/Final schedule
      • Charter
      • Financials/Budget
      • CSSQ / Change Management
      • Acceptance Form
      • Risk Management
      • Post-Project Assessment Report
      • Lessons Learned
  • Closeout Checklist (NYS Oft) [page289]

PM may need to lead in creation of project archives

why go through the process
Why go through the process?
  • Personal Growth
    • All phases of project
    • Technical & people skills
      • Leadership
    • Continuous improvement
  • Organizational benefits
    • Lessons learned
    • Repeatability
    • Improved Processes / Resources (e.g., checklists)
    • Better Project Management
    • Customer Satisfaction
potential closeout pitfalls
Potential Closeout Pitfalls
  • Waiting Too Long to get Feedback
    • People forget
  • Not wanting to hear what they have to say
  • PM facilitates/scribes at meeting
  • Get lost in Feedback details
    • Prioritize : Good and bad (top 3-5 of each)
    • Facilitator?
  • Too Modest
    • Include your good ideas and improvements
  • Don’t bother to do it

Source: NYS OfT

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