Project management lecture 11 slide 11

Project ManagementProject Management

Lecture # 11 Lecture # 11

Project Termination Phase; PT Assistance, Project Termination Phase; PT Assistance, Evaluation, Audit, Post Project Review, Outline of Evaluation, Audit, Post Project Review, Outline of

PPR.PPR.

Date: Nov 21, 2011Date: Nov 21, 2011

Revision to Previous Lecture:Revision to Previous Lecture:

Project Implementation Phase:o Controlling Project:

o Types of Controlling; Cybernetic, Go/No-go, Post-control Method

o Negotiation

o Informal Organization

Project Termination Phase:Project Termination Phase:


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About the Termination Phase:o Project Termination Phase is the last phase of the Project Life Cycle.

The commencement of this phase is determined by the completion of

all Project Objectives and acceptance of the end product by the

customer.

o Project Termination Phase helps answering the following

questions:

o Did the deliverables met the project requirements and objectives

within specified time?

o Was the customer satisfied?

o Was the Project completed within budgeted Cost?

o Were the Risks identified and were alleviated?

o What could be done to improve the next endeavor (project)?


About the Termination Phase:o This phase includes the formal termination and acceptance by the

project manager and the team. Closing all administrative activities

and documenting lessons learned.

o Thus, this phase consists of closing:

o Actual Project: Finalize all activities across all process groups to

formally close the project and a final project phase.

o Contract with Customer: Complete and settle each contract

(including the resolution of any agreed and open items) and close

each contract applicable to the project.


When Project Terminates?o There are probably two reasons why project terminates:

o The Objectives are Successfully met, or Project team is Failed to

achieve Objectives:

o Successfully met Objectives: Everything is achieved with proper

planning and executing within specified Time, Scope, and Quality.

o Reasons for Failure projects: Organization not requiring certain

project anymore, Insufficient organizational support, Inadequate

efforts from Project Manager and Team, Poor/wrong planning.


Assistance by the Project Termination Phase:o Apart from the straightforward objectives, Terminating project

activities also assist in future perspectives (for incoming projects)

through:

o Identification of problems, and alternatives to the problem

o Clarifying the relation between Cost, Time and Performance with

Scope.

o Future Opportunities

o Reduction in Costs

o Increase in speed

o New method for implementations and evaluations


Evaluating the Project:


Purpose of Evaluating the Project:o The project evaluation is directly related with progress of the project.

Project manager identifies factors on four dimensions of project

success:

1. Project Efficiency: on Performance, Cost and Time towards Scope.

2. Customer’s Satisfaction: Meeting both Technical and Operational

specifications/problem by fulfilling customer’s needs.

3. Business Success: In terms of commercialization and market

success.

4. Future Potential: Perspects related to new market, new

product/service, new technology, new skills, or competencies.


Project Audit:o It is a thorough examination of management of the project from initial

stage to the termination of projects. It includes data on: Nature of

project, Methodology adopted & Procedures, Records, Properties,

Budget forecasted & Expenditure, Scope of Completion etc.

o The report format depends on the nature of project and management

requirements. Most of the Project Reports are very simple and straight

forward tailored to communicate required knowledge on project

status.


Project Audit:o Common format of Audit report contains following (Meredith’s book):

1. Introduction: Description of project; framework, Objectives/tasks, goal.

2. Current status: Cost, Schedule, Progress, Quality, Tools & techniques.

3. Future expectations (status): Possible changes in technical approaches,

tasks, budget, schedule in response to problem or opportunity.

4. Critical management: Practical approaches related to the understanding

between team, relations, managing conflict or jealousness, trade-offs etc.

5. Risk management: Risks associated with Time, Cost, and Performance.

6. Limitations: Statement mentioning limitations in pursuing data, concerns

(people/work), hindrances, compromises.


The Post Project Review:o The post-project review is an assessment of what happened

throughout the project; what went well, and what didn’t go according

to plan. And to establish lessons that can be passed on to future

project teams.

o The success of a Post-project review meeting lies in the ability of the

participants to effectively and objectively assess the strengths and

the areas for improvement in the project that they have just gone

through.

o It is not about pointing on fingers or to blame for anyone for creating

problem or obstacles in the project, but the objective assessment and

the identification of lessons learned, so that project team become

able to manage their future projects far more better and more

effectively.


The Post Project Review:o Many organizations uses post-project review technique to evaluate, identify

and approach powerful opportunities, and highlight learned lessons.

o It works well with structured framework which examines the project (collect

data), exploring the degree to which objectives were met (observe), the things

which went well and those which could be improved (comparison), and the

specific learning points raised are captured and codified into comprehension

format which will assist organization in managing better in future (via lessons).

o The weakness of PPR is that they are not so useful for the smaller-scale

projects, or on regular incremental changes in organizations. They best suited

to distinct projects like developing a new product or service or implementing a

new process at high scope/level.


The Post Project Review Outline:o Create/collect factors like: Project type, project stages or phases, Project

manager and facilitators, Date of Post-project review (Starts and End time), Review method (meeting face-to-face or written; questionnaire).

o Format includes following headings:

o Project Summary: Summary includes project profile, dates and work performed.

o Accomplishments/Contributions: Detail of each accomplishment/contribution identified, including significant achievements and observations made by groups.

o Problem Areas/Obstacles: Detail each problem area or obstacle identified or occurred during implementation phase or in assessments made by group.

o Action Items/Decisions: Detailed list of all action items and decisions generated and applied in response to the problem areas.

o Lessons Learned: Detailed list of lessons learned (both positive and negative) from the project; based on group discussion and collective evaluation.


Class Assignment:o Create Post Project-Management Evaluation report by putting these headings:

o Project Management subject summary: Subject profile, dates and work performed.

o Accomplishments/Contributions: Detail coursework topics, assignments, case-studies, activities and other contribution in broadening your knowledge.

o Problem Areas/Obstacles: Detail each problem created by the Teacher and by Students during coursework.

o Action Items/Decisions: Make list of all actions or decisions generated in response to the problem areas.

o Lessons Learned: What have you learned? (list both positive and negative) from the PM coursework; based on class lectures, discussion and assignments.

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