today’s lesson · pdf file17.04.2011 · lesson learning outcomes at the...

TODAY’S LESSONProject Closure

Sheila BelayuthamSheila Belayutham

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.


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.


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


Project closure activities

Perform Project Closure

Review Project

Completion


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.


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.

Planning for project closureSheila BelayuthamSheila Belayutham

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


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)?


Problems faced by employees

Emotional problem

Staff Client• 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

• Change in attitude• Loss of interest in

project• Change in personnel

dealing with project• Unavailability of key

personnel


IntellectualInternal External

• 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

• 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.

Problems faced by employeesSheila BelayuthamSheila Belayutham

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?


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.


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


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.

Activities of project closureSheila BelayuthamSheila Belayutham


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.



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.


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.


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.


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?


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.


today’s lesson · pdf file17.04.2011 · lesson learning outcomes at the...

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