Lesson 10 Close project

Lesson10: Closed Project 2 Learning Objectives • to study the main points of project closure. • the lifecycle of project closure. • To complete the docummentation of closed project. • To draw the experienece lessions • Release and clearence of all resources of project. 3 Closing Out the Project The Closing process group has two processe : Contract Closeout and Administrative Closure . The Contract Closeout process is performed and completed before the Administrative Closure process begins. Contract Closeout and Administrative Closure are both concerned with verifying that the work of the project was completed correctly and to the stakeholders’ satisfaction 4 Formulating Project Closeout  You’ve also put some of the vital tools of project management into play—planning, executing, controlling, and communicating—to help you reach that goal  But how do you know when a project has ended successfully?  Delivering the product or service of the project doesn’t mean it’s been completed satisfactorily  During the Closing process, you’ll document acceptance of the product of the project with a formal sign-off and file it with the project records for future reference 5 Characteristics of Closing There are a few characteristics common to all projects during the Closing process  One is that the probability of completing the project is highest during this process and risk is lowest.  You’ve already completed the majority of the work of the project—if not all of the work—so the probability of not finishing the project is very low.  Stakeholders have the least amount of influence during the Closing processes, while project managers have the greatest amount of influence 6 Characteristics of Closing (2)  One last common characteristic of projects during Closing is that weak matrix organizations tend to experience the least amount of stress during the Closing process  All projects do eventually come to an end. Let’s examine a few of the reasons for project endings before getting into the Contract Closeout and Administrative Closure processes. 7 Project Endings Projects come to an end for several reasons: • They’re completed successfully. • They’re canceled or killed prior to completion. • They evolve into ongoing operations and no longer exist as projects. There are four formal types of project endings you might need to know for the exam: • Addition • Starvation • Integration • Extinction 8 Addition  Projects that evolve into ongoing operations are considered projects that end due to addition; in other words, they become their own ongoing business unit.  A project is considered a project when it meets these criteria: It is unique, has a definite beginning and ending date, and is temporary in nature. When a project becomes an ongoing operation, it is no longer a project. 9 Starvation  When resources are cut off from the project or are no longer provided to the project, it’s starved prior to completing all the requirements, and you’re left with an unfinished project on your hands. Starvation can happen for any number of reasons : – Other projects come about and take precedence over the current project, thereby cutting the funding or resources for your project. – The customer curtails an order. – The project budget is reduced. – A key resource quits. 10 Integration Integration occurs when the resources of the project— people, equipment, property, and supplies—are distributed to other areas in the organization or are assigned to other projects Again, your project will come to an end due to lack of resources, because they have been reassigned to other areas of the business or have been pulled from your project and assigned to another project Again, good documentation describing the circumstances that brought about the ending of a project due to integration should be archived with the project records for future reference. [...]... generated during the project, and any other records that describe the work of the project Administrative Closure Tools and Techniques They include: • Performance reporting tools and techniques • Project reports • Project presentations Administrative Closure Outputs These are the last outputs of the last process of your project: • Project archives • Project closure • Lessons learned Project Archives ...Extinction  This is the best kind of project end, because extinction means the project has been completed and accepted by the stakeholders As such, it no longer exists, because it had a definite ending date, the goals of the project were achieved, and the project was closed out Contract Closeout  Contracts have life cycles of their own—just like projects  The Contract Closeout process is concerned with... work of the project is completed, the vendor is paid, the contract is closed, and the records are gathered, you’ll create project archives These include any project documents completed during the project  All of these documents should be indexed for reference and filed in a safe place Lessons Learned  Lessons learned are the final output of the Administrative Closure process  The purpose of lessons... They’re used to document the successes and failures of the project Releasing Project Team Members  Releasing project team members is not an official process However, it should be noted that at the conclusion of the project,  you will release your project team members, and they will go back to their functional managers or get assigned to a new project if you’re working in a matrix type organization ... satisfactory) • Collecting project documents • Disseminating final acceptance notice • Documenting lessons learned • Archiving project records Summary • Project closure is the most often neglected process of all the project management processes The four most important tasks of closure are: • Checking the work for completeness and accuracy • Documenting formal acceptance • Disseminating project closure information... satisfactorily This process is called product verification  Contract Closeout also updates records and archives the information for future reference These records detail the final results of the work of the project  Contracts may have specific terms or conditions for completion and closeout Contract Closeout Inputs and Tools  Contract Closeout has one input and one tool and technique  The input to this... organization  You will want to keep the functional managers or other project managers informed as you get closer to project completion so that they have time to adequately plan for the return of their employees Celebrate! • I think it’s a good idea to hold a celebration at the conclusion of a successfully completed project The project team should celebrate their accomplishment, and you should officially...  The key activity of the Administrative Closure process is concerned with gathering project records and disseminating information to formalize acceptance of the product, service, or project, as well as to perform project closure  You’ll want to review the project documents to make certain they are up to date  The project information you’re collecting during this process should reflect the characteristics... documentation – Other project record Performance Measurement Documents All of the performance measurements that were used to analyze project progress during the Controlling processes are included as part of the documentation for the Administrative Closure process Any document that helped establish the basis for the performance measurements—the project plan, the cost budget, cost estimates, the project schedule,... participation • A celebration helps team members formally recognize the project end and brings closure to the work they’ve done It also encourages them to remember what they’ve learned and to start thinking about how their experiences will benefit them and the organization during the next project Project Case Study Checklist Contract Closeout • Product verification (work was correct and satisfactory) . Lesson1 0: Closed Project 2 Learning Objectives • to study the main points of project closure. • the lifecycle of project closure. • To complete the docummentation of closed project. • To. date, the goals of the project were achieved, and the project was closed out. 12 Contract Closeout  Contracts have life cycles of their own—just like projects  The Contract Closeout process is. Contract Closeout and Administrative Closure are both concerned with verifying that the work of the project was completed correctly and to the stakeholders’ satisfaction 4 Formulating Project Closeout  You’ve