PROJECT CLOSINGHeritage Hotels Cameron Highland

MODULE 3

by: DREAMSOFT (M)SDN BHDhttp://www.thedreamsoft.comadmin@thedreamsoft.com

DREAMSOFT (M) SDN BHD

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.

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.

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.

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.

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.

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.

What you need before you start:

Optional• Project Proposal or Business Case • Corporate/Business Plan for the

Department/Business Unit.• Departmental Project Management

Guidelines.

Project Closing Meeting 1

To perform :

• Post Implementation Review

• Administrative Closeout

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

Conduct Post Implementation Review

List of Roles Involved :– Project Manager– Project Team Member– Project Sponsor– Customer– Consumer

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]

Perform Administrative Closeout

List of Roles Involved :

– Project Manager– Project Team Member

Perform Administrative Closeout

• update skills inventory and provide performance feedback [update inventory]

• archive project information [archived project repository]

[knowledge asset + system]

Project Closing Meeting 2

• Formal acceptance and handover of the:– final product, – service or – result that the project was authorized to

produce.

Overview

CLOSING

INITIATING PLANNING

CONTROLLING EXECUTING

DREAMSOFT (M) SDN BHD

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

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

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

Problem Tips• Understand situation• Break it down into smaller

manageable problems• Develop plan / options for solution• Solve it

DREAMSOFT (M) SDN BHD

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.

Evaluating Project Success

• Project purpose• Deliverables• Measurable success indicators

– Quality– Schedule– Cost

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.

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.

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.

Sharing Lessons Learned

• Lessons Learned Database– Categorized electronic project information

database

• Continuous Improvement Recommendations– Project Management Process– Forms– Standards

• The End