Final Project Closing
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Transcript of Final Project Closing
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PROJECT CLOSINGHeritage Hotels Cameron Highland
MODULE 3
by: DREAMSOFT (M)SDN BHDhttp://[email protected]
DREAMSOFT (M) SDN BHD
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Topic: Project Closing
• Involves gaining stakeholder and customer acceptance of the final products and services.
• Even if projects are not completed, they should be formally closed in order to reflect on what can be learned to improve future projects.
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Topic: Project Closing..++
• Outputs include project archives and lessons learned, which are part of organizational process assets.
• Most projects also include a final report and presentation to the sponsor or senior management.
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Project Review and Closure Report
• the final document produced for the project and is used by senior management to ‘tidy up’ any loose ends and formally close the project.
• concentrates on the activities required to assist the Steering Committee to make an informed decision about formally declaring the project closed.
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Why would you develop a Project Review and Closure Report?
• Review the outputs and success of the project;
• Outline outstanding issues & recommendations
• Detail activities undertaken to close the project; and
• Inform future projects.
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When would you develop a Project Closure Report?
• The Project Closure and Report is usually is usually:– started towards the end of the projects;– completed when all the project outputs
have been delivered to the Business Owner or
– when it has been decided to close the project for some other reason.
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What you need before you start:Main Documents• Agreement to proceed with the
development of the PRC Report from the Project Sponsor.
• A copy of the project documentation, for example – the Project Business Plan, – Project Status Reports, – Project Risk Register.
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What you need before you start:
Optional• Project Proposal or Business Case • Corporate/Business Plan for the
Department/Business Unit.• Departmental Project Management
Guidelines.
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Project Closing Meeting 1
To perform :
• Post Implementation Review
• Administrative Closeout
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Overall : Project Implementation Review
Process Task Task Deliverables (outcomes)
Conduct Post Implementation Review
solicit feedback post-implementation survey
conduct project assessment
project assessment meeting [PA Report Draft]
prepare post-implementation report
post-implementation report PA Report
Perform Administrative Closeout
update skills inventory and provide performance feedback
update skills inventory performance feedback
archive project information
archived project repository
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Conduct Post Implementation Review
List of Roles Involved :– Project Manager– Project Team Member– Project Sponsor– Customer– Consumer
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The task in support of 'Conduct Post-Implementation Review'
• Solicit Feedback [survey: task performed in the project schedule, outcome of the project & performance of the project team]
• Conduct Project Assessment [Draft PA Report]
• Prepare Post-Implementation Report [Final]
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Perform Administrative Closeout
List of Roles Involved :
– Project Manager– Project Team Member
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Perform Administrative Closeout
• update skills inventory and provide performance feedback [update inventory]
• archive project information [archived project repository]
[knowledge asset + system]
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Project Closing Meeting 2
• Formal acceptance and handover of the:– final product, – service or – result that the project was authorized to
produce.
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Overview
CLOSING
INITIATING PLANNING
CONTROLLING EXECUTING
DREAMSOFT (M) SDN BHD
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Managing Project DeliveryShort Course
Tim e
Leve
l of E
ffort
Tim e
C HA RTERTHE TEA M
C LO SUREEN DO RSEM EN T
EXEC UTE THE PLA NPLA N
THE
WO RK
DREAMSOFT (M) SDN BHD
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Typical Sequence of Phases in a Project Life Cycle
Inputs
Phases
ProjectManagement Outputs
ProjectDeliverables
INITIAL INTERMEDIATE FINAL
Product
Charter
Scope Statement
Idea
Project Management Team
Plan Baseline
Progress
Acceptance
ApprovalHandover
DREAMSOFT (M) SDN BHD
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Problem Solving
Steps• Understand situation• Identify the root cause• Develop and effective plan• Execute and modify until the
problem is solve
DREAMSOFT (M) SDN BHD
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Problem Tips• Understand situation• Break it down into smaller
manageable problems• Develop plan / options for solution• Solve it
DREAMSOFT (M) SDN BHD
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Project Manager’s Role During Project Close-Out• Ensure that all project deliverables have
been completed and formally accepted by the customer.
• Determine if the measurable success indicators were achieved.
• Conduct project close-out meetings, both internal and external.
• Write the final project report.• Document and share lessons learned.
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Evaluating Project Success
• Project purpose• Deliverables• Measurable success indicators
– Quality– Schedule– Cost
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Informal Project Team Close-Out Meeting• Brainstorm to identify what went right with
the project.• Brainstorm to identify what went wrong
with the project.• List ideas for improvements.• List ideas for ensuring that what went right
happens again.• Recognize the accomplishments of
individuals.
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Close-Out Meeting Agenda
• Review project statement of work.• Review actual deliverables and show how
project met its measurable success indicators.
• Summarize what was done well.• Identify areas for improvement.• Request recommendations for
improvement.• Determine if any additional tasks are
required to complete the project.
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Close-Out Meeting Agenda (continued)
• List additional tasks, responsible persons, and due date.
• Document lessons learned for the project notebook.
• Discuss the project notebook availability to appropriate personnel for future projects.
• Evaluate subcontractor performance.
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Sharing Lessons Learned
• Lessons Learned Database– Categorized electronic project information
database
• Continuous Improvement Recommendations– Project Management Process– Forms– Standards
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• The End