Project Management OPER 576

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

2. Last Time: Project Risk Management • Expected Loss (Le) = Pe x Pi x Lt Smith, 2003

4. Project Life Cycle Stages

5. 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

6. NY State – OFT - Closeout Performed by PM • NY State Office for Technology • http://www.oft.state.ny.us/pmmp/guidebook2/Closeout.pdf

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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