Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts...

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Project closure Lessons learned report Benefits realisation Project closure and beyond Mayer, Mraz, Schorr 13. Dezember 2010 Mayer, Mraz, Schorr Project closure and beyond

Transcript of Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts...

Page 1: Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts realisation Overview Structure Lessons learned review Lessons learned The lessons to be

Project closureLessons learned report

Benefits realisation

Project closure and beyond

Mayer, Mraz, Schorr

13. Dezember 2010

Mayer, Mraz, Schorr Project closure and beyond

Page 2: Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts realisation Overview Structure Lessons learned review Lessons learned The lessons to be

Project closureLessons learned report

Benefits realisation

Content

1 Project closureThe project closure reportThe project closure process

2 Lessons learned reportOverviewStructureLessons learned review

3 Benefits realisationBenefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

Mayer, Mraz, Schorr Project closure and beyond

Page 3: Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts realisation Overview Structure Lessons learned review Lessons learned The lessons to be

Project closureLessons learned report

Benefits realisation

The project closure reportThe project closure process

The project closure report

Baseline documentation

Background

Project summary

Matters outstanding

Post-project governance

Other closure criteria

Recommendations

Proposed action

Mayer, Mraz, Schorr Project closure and beyond

Page 4: Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts realisation Overview Structure Lessons learned review Lessons learned The lessons to be

Project closureLessons learned report

Benefits realisation

The project closure reportThe project closure process

Baseline documentation

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

The project closure reportThe project closure process

Project summary

Project success criteria

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

The project closure reportThe project closure process

Project summaryBudget

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

The project closure reportThe project closure process

Project summaryTimescales

Mayer, Mraz, Schorr Project closure and beyond

Page 8: Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts realisation Overview Structure Lessons learned review Lessons learned The lessons to be

Project closureLessons learned report

Benefits realisation

The project closure reportThe project closure process

Project closure process

Project closure: Steering groups view

Project closure: Project managments view

Mayer, Mraz, Schorr Project closure and beyond

Page 9: Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts realisation Overview Structure Lessons learned review Lessons learned The lessons to be

Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Lessons learned report - Overview

Result of lessons learned review

Review the lessons learned from the past

Generate greater future management efficient

The report is often less valuable than the review

Mayer, Mraz, Schorr Project closure and beyond

Page 10: Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts realisation Overview Structure Lessons learned review Lessons learned The lessons to be

Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Structure

Project background

Objective

Scope

Obervations

Lessons learned

Action plan

Mayer, Mraz, Schorr Project closure and beyond

Page 11: Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts realisation Overview Structure Lessons learned review Lessons learned The lessons to be

Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Observations

Should be a straight forward statement

Positive Example:The project forecast report was used for the first time and helped to identifyvariances.

Negative Example:Too many preventable issues arose because the monthly risk identificationsession was too infrequent.

Mayer, Mraz, Schorr Project closure and beyond

Page 12: Project closure and beyond · 2014-01-15 · Project closure Lessons learned report Bene ts realisation Overview Structure Lessons learned review Lessons learned The lessons to be

Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Lessons learned

The lessons to be learned from the observations.

Example from a positive Observation:All projects should be encouraged to use project forecast reports.

Example from a negative Observation:Risk identification sessions should be more frequent for all similarlysized/scoped projects.

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Action plan

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Lessons learned review

It usually takes place a week or two after project closing.

The invited come from all levels of the project’s management...team membersteam leadersproject steering groupcustomers

... or, if the project was of sufficient, critical or risky size, members of theportfolio management team too.

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

The lessons learned review agenda

Introduction

Ground rules

Observations

Break

Lessons learned

Action plan

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Ground rules

Park issues

Work within the agenda

Respect the facilitator

Prepare in advance

Criticise the governance, not individuals

Speak one at a time

Make your point once, clearly and politely

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Observations 1/2

Tailored group topicsSpecific set of topicsA Set of starter questions may help the groupFor example: How effective was the project in mitigating risks?

Common group topics

The result is a flipchart sheet

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Observations 2/2

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Lessons learned (1/2)

Consider the significant observations

Their objective must be clearly stated:Identify improvements

They should identify a practical way of overcoming the issues

At the end a short presentation about the lessons

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

OverviewStructureLessons learned review

Lessons learned (2/2)

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

Benefits realisation

Make sure that the benefits outweigh the investment!

Who has responsibilities during the stage?

How will the mounting costs and benefits be monitored, measured andcontrolled?

When can the stage come to an end?

How will the organisation reward success or failure?

Can the benefits be shown to have contributed to planned businessobjectives?

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

Roles and Responsibilities

The portfolio management team has ultimate responsibility

The sponsor is responsible for monitoring, measuring and controlling themounting costs and benefits

The sponsor can draw upon the skills of a project specialist

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

Monitoring, measurement and control (1/4)

The monitoring and measurement mechanisms have been expressed clearlyenough in the business case

changes to the intended benefits, costs or monitoring and measurementmechanisms have been accommodated in the business case during theproject

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

Monitoring, measurement and control (2/4)

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

Monitoring, measurement and control (3/4)

The benefits realisation plan must allow for the following to be measured orrecorded in a consistent way:

Customer satisfaction before the project begins and at least every yearthereafter

The number of customer service staff before the project begins and atleast every year thereafter

The operational costs of the implemented solution

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

Monitoring, measurement and control (4/4)

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

Achieving strategic change

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

The benefits realisation report (1/2)

Shows what progress has been made since the preceding report

Identifies variances in intended operational costs and benefits

Explains fully how variances arose

Describes how variances will be addressed

Determines who is responsible for any proposed corrective actions

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

The benefits realisation report (2/2)

Mayer, Mraz, Schorr Project closure and beyond

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Project closureLessons learned report

Benefits realisation

Benefits realisationRoles and ResponsibilitiesMonitoring, measurement and controlAchieving strategic changeThe benefits realisation reportProject Success

Project Success

On the assumption that

The original business case was robust and reliable

It was maintained during the life of the project

There was effective management of time, costs, quality, risks and change

The “lessons learned” report identified improvement actions that havebeen accommodated into the systemised approach

there has been a determination to maximise the benefits and minimise theoperational expenses during the benefits realisation stage

Mayer, Mraz, Schorr Project closure and beyond


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