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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

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Project management oper 576 l.jpg

Project Management OPER 576

Project Closure

Greg Magnan, Ph.D.

June 3, 2004


Last time project risk management l.jpg

Last Time: Project Risk Management

  • Expected Loss (Le) = Pe x Pi x Lt

Smith, 2003


Project life cycle stages l.jpg

Project Life Cycle Stages


Iv project closure l.jpg

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


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NY State – OFT - Closeout

Performed by PM

  • NY State Office for Technology

    • http://www.oft.state.ny.us/pmmp/guidebook2/Closeout.pdf


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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


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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


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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


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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 l.jpg

    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 l.jpg

    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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