Project Management OPER 576Project Closure

Greg Magnan, Ph.D.June 3, 2004

Last Time: Project Risk ManagementExpected Loss (Le) = Pe x Pi x Lt

Smith, 2003

10

30

50

70

90

5

10

15

25

Total Loss - workdays

Risk Likelihood (Pe * Pi) Percent

1

2

3

5

8

4

12

9

10

6

11

13

7

(Smith & Merritt, 2002)

RISK MAP

Project Life Cycle Stages

Definition

Planning

Execution/Impl./Control

Closeout

Level of Effort

SelectionCharterGoalsSpecsTasksResponsibilities

EstimatesSchedulesSequencingBudgetsResourcesRisksStaffing

Status ReportsChangesQualityForecasts

TrainingTransfer DocumentsRelease ResourcesLessons Learned

IV. Project ClosureProject Closeout & ReviewTo ensure all objectives were met (Deliverables?)Sponsor, CustomerTie up loose ends / Outstanding IssuesDocuments, Punch list, responsibility assignmentRecognize participantsPeoplewhere next? Share lessons learnedIdentify Project Success FactorsTime, Cost, Quality, RiskInclude closeout activities in WBS, resource requirements, RAM, and schedule

NY State OFT - CloseoutPerformed by PMNY State Office for Technologyhttp://www.oft.state.ny.us/pmmp/guidebook2/Closeout.pdf

Project Closure StepsEnsure details covered (if no Acceptance)Customer, Sponsor, Deliverables, etc. Punch ListPost-Project ReviewSolicit Feedback (customer, team, sponsor)Survey, interviews (link to NYS OfT) [p. 6]Conduct Project Assessment (areas on next slide)Present organized survey dataWho: select team members, other PMsLESSONS LEARNED / BEST PRACTICESPrepare Post-Project Report

Potential Assessment AreasCost, Schedule, Scope, Quality (CSSQ)Risk ManagementCommunicationsChange ManagementAcceptance Management / Post-Project Resp.Project Management / ToolsProject Team / Individuals / PM (by Supervisor)Financial Management / ProcurementAsset ManagementIssues Management

Post Project ReportDocuments the effectiveness of the product in meeting the needs of the CustomerThe effectiveness of project management and the Project TeamHow well the Performing Organization supported the projectLessons learnedBest practices to be used in future projectsKey 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 Steps3.Administrative CloseoutTasks required for Official closurePerformance Feedback to project team membersSync w/ CDI performance management systemsArchive Project Information/ Project RepositoryUpdated/Final scheduleCharterFinancials/BudgetCSSQ / Change ManagementAcceptance FormRisk ManagementPost-Project Assessment ReportLessons LearnedCloseout Checklist (NYS Oft) [page289]PM may need to lead in creation of project archives

Why go through the process?Personal GrowthAll phases of project Technical & people skillsLeadershipContinuous improvementOrganizational benefitsLessons learnedRepeatabilityImproved Processes / Resources (e.g., checklists)Better Project ManagementCustomer Satisfaction

Potential Closeout PitfallsWaiting Too Long to get FeedbackPeople forgetNot wanting to hear what they have to sayPM facilitates/scribes at meetingGet lost in Feedback detailsPrioritize : Good and bad (top 3-5 of each)Facilitator?Too ModestInclude your good ideas and improvementsDont bother to do itSource: NYS OfT

PROJECT MANAGEMENT

Project Management Integration

Project Plan DevelopmentProject Plan ExecutionIntegrated Change Control

Project ScopeManagement

InitiationScope PlanningScope DefinitionScope VerificationScope Change Control

Project Time Management

Activity DefinitionActivity SequencingActivity Duration EstimatingSchedule DevtSchedule Control

Project Cost Management

Resource PlanningCost EstimatingCost BudgetingCost Control

Project Quality Management

Quality PlanningQuality AssuranceQuality Control

Project Human Resource Management

Organizational PlanningStaff AcquisitionTeam Development

Project Communications Management

Communications PlanningInformation DistributionPerf. ReportingAdmin. Closure

Project Risk Management

Risk Mgt. PlanningRisk IdentificationQual. Risk AnalysisRisk Response PlanningRisk Monitoring and Control

Project Procurement Management

Procurement Plg.Solicitation Plg.SolicitationSource SelectionContract AdministrationContract Closeout

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