Project Closure TODAY S LESSON

Transcription

1 Project Closure TODAY S LESSON

2 Lesson Learning Outcomes At the conclusion of this lesson, the student should be able to: Understand the need to carry out project closure. Describe the activities undertaken during project closure. Elaborate the outputs of a project closure.

3 Project Closure Phase Project Closure Phase is the last phase of the Project Life Cycle. The commencement of the Project Closure Phase is determined by the completion of all Project Objectives and acceptance of the end product by the customer.

4 Project closure Project closure involves releasing the final deliverables to the customer, handing over project documentation to the business, terminating supplier contracts, releasing project resources and communicating the closure of the project to all stakeholders. The last remaining step is to undertake a post implementation review to quantify the level of project success and identify any lessons learnt for future projects

5 Project closure activities Perform Project Closure Review Project Completion

6 Planning for project closure The following closure issues should be addressed as you initially define and structure your project: Acceptance Criteria Should define the form and function of specific project deliverables, establishing end-user expectations and requirements, and forming the basis by which project deliverables are accepted or rejected. Without acceptance criteria, true project closure cannot be obtained, as there may be no specific measurement for completion.

7 Planning for project closure Closure Kick-off (timing of closure activities) Typically, project closure activities should begin when project deliverables are near completion. Overall, the goal is to ensure that valuable time is not wasted. Once a project nears completion, transition should begin immediately in order to maintain momentum and to ensure that sufficient resources are available to move on to the next project.

8 Planning for project closure Transition (Turnover) Needs As you plan closure activities, you should consider specific transition/turnover requirements. Typically, transition/turnover activities relate to the status of project deliverables. When a deliverable is under development, the project team is in control. Once a deliverable is ready for production, ownership must be transitioned to end-users and operations staff so that the deliverable can be used and maintained. Turnover planning can involve end-user training, operations training and the preparation of procedural and technical documentation

9 Planning for project closure Resources, Roles and Responsibilities As project closure is planned, resource requirements, including roles and responsibilities must be considered. For ex: What types of resources will be required for project closure activities (considering activity requirements, tasks, skills and responsibilities)? Who will be involved in the closure process (including management and end-users)? As the project draws to a close, how will project team members be reassigned to other projects? Who will be involved in the post project review process (to analyze project results and performance)?

10 Problems faced by employees Emotional problem Staff Fear of no future work Loss of interest in remaining tasks Loss of project derived motivation Loss of team identity Selection of personnel to be reassigned Reassignment methodology Diversion of effort Client Change in attitude Loss of interest in project Change in personnel dealing with project Unavailability of key personnel

11 Problems faced by employees Intellectual Internal Identification of remaining deliverables Certification needs Identification of outstanding commitments Control of charges to project Screening of partially completed task Closure of work orders and work packages Identification of facilities assigned to project Accumulating and structuring of historical data Disposal of unused material External Agreement with client on remaining deliverable Obtaining required certification Agreement with suppliers on outstanding commitments. Communicating closure Closing down facilities Determination of requirements for audit` trail data.

12 Planning for project closure Communication Communication is essential to smooth project closure and transition. In order to ensure that all parties are informed and in synch with closure activities, you will need to take appropriate steps to keep information flowing as needed, and on a timely basis. For ex: Will you have closure planning meetings (how many and how often)? What types of documentation will be required to ensure effective project closure?

13 Perform project closure Project closure, or 'close out', essentially involves winding up the project. This includes: Determining whether all of the project completion criteria have been met; Identifying any outstanding project activities, risks or issues; Handing over all project deliverables and documentation to the customer; Canceling supplier contracts and releasing project resources to the business; Communicating the closure of the project to all stakeholders and interested parties.

14 Activities of project closure commissioning Start up and trial Main objectives of commissioning: Prove performance prediction To pass test and check To search for hazard Correction of design Personnel training Operation and maintenance of facility. Technical support required

15 Activities of project closure Issuing certificates Completion certificate has consequences, responsibility changed to client. Power of S.O ceased. L. A. D also ceased. Remedial works start CPC given.

16 Activities of project closure Preparing documentation Maintenance manual To tell the client on maintenance operation. Record drawing As built drawing, changes, variations, etc. Purchased equipment records Vendor should provide technical back up. Technical specification, test certificate, operation manual. Correspondence Proper storage of legal correspondence.

17 Activities of project closure Finalising financial matters Final certificate is issued. Independent contractors are being paid. Project team report List the difficulties. Lesson learned for future Disposal of staff (Redeployment) Handling personnel Ensure staffs are motivated Keep staff fully informed.

18 Perform project closure A project closure report is documented and submitted to the customer and/or project sponsor for approval. The project manager is responsible for undertaking each of the activities identified in the project closure report, and the project is closed only when all the activities listed in the project closure report have been completed.

19 Review project completion Following the closure of any project, you should always review its overall success by undertaking a Post Implementation Review. This review helps you to determine whether the project delivered the business benefits, met the customer's requirements and remained within scope and budget.

20 Review project completion To determine how well it performed, the following types of questions are answered: Did the delivered product / solution meet the project requirements and objectives? Was the customer satisfied? Was Project Schedule Met? Was the Project completed within Budgeted Cost? Were the risks identified and mitigated? What could be done to improve the process?

21 Project Closure Benefits The outputs from Project Closure Phase provides as a stepping stone to execute the next projects with much more efficiency and control.