Project Management

OPER 576
Project Closure
Greg Magnan, Ph.D.
June 3, 2004

Last Time: Project Risk Management

Expected Loss (Le) = Pe x Pi x Lt

Smith, 2003

Project Life Cycle Stages

IV. Project Closure

13.Project Closeout & Review

To ensure all objectives were met (Deliverables?)

Tie up loose ends / Outstanding Issues

Documents, Punch list, responsibility assignment

Recognize participants

Peoplewhere next?

Share lessons learned

Sponsor, Customer

Identify Project Success Factors

Time, Cost, Quality, Risk

Include closeout activities in WBS, resource

requirements, RAM, and schedule

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

1. Ensure details covered (if no Acceptance)

Customer, Sponsor, Deliverables, etc.

Punch List

2. 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

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

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 Steps

3. Administrative Closeout

Tasks required for Official closure

Performance Feedback to project team members

Archive Project Information/ Project Repository

Sync w/ CDI performance management systems

Updated/Final schedule
Charter
Financials/Budget
CSSQ / Change Management
Acceptance Form
Risk Management
Post-Project Assessment Report
Lessons Learned

PM may need to
lead in creation of
project archives

Closeout Checklist (NYS Oft) [page289]

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

1. Waiting Too Long to get Feedback

People forget

2. Not wanting to hear what they have to say

3. PM facilitates/scribes at meeting
4. Get lost in Feedback details

Prioritize : Good and bad (top 3-5 of each)

Facilitator?

5. Too Modest

Include your good ideas and improvements

6. Dont bother to do it
Source: NYS OfT

PROJECT MANAGEMENT
Project Management
Integration

Project Plan
Development
Project Plan Execution
Integrated Change
Control

Project Scope
Management

Project Cost Management

Resource Planning
Cost Estimating
Cost Budgeting
Cost Control

Project Communications
Management

Communications
Planning
Information
Distribution
Perf. Reporting
Admin. Closure

Initiation
Scope Planning
Scope Definition
Scope Verification
Scope Change Control

Project Time
Management

Project Quality
Management

Quality Planning
Quality Assurance
Quality Control

Project Human
Resource Management

Project Risk Management

Risk Mgt. Planning

Risk Identification
Qual. Risk Analysis
Risk Response
Planning
Risk Monitoring and
Control

Activity Definition
Activity Sequencing
Activity Duration
Estimating
Schedule Devt
Schedule Control

Organizational
Planning
Staff Acquisition
Team Development

Project Procurement
Management

Procurement Plg.
Solicitation Plg.
Solicitation
Source Selection
Contract
Administration
Contract Closeout

Overview of Project Management Knowledge Areas & Project Management Processes (Source: PMI)