Project Management
OPER 576
Project Closure
Greg Magnan, Ph.D.
June 3, 2004
Last Time: Project Risk Management
• Expected Loss (Le) = Pe x Pi x Lt
Smith, 2003
Risk Likelihood (Pe * Pi) Percent
RISK MAP
90
11
(Smith & Merritt, 2002)
13
70
12
10
4
7
9
50
6
3
30
5
8
1
10
2
5
10
15
25
Total Loss - workdays
Level of Effort
Project Life Cycle Stages
Definition Planning
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Selection
Charter
Goals
Specs
Tasks
Responsi
bilities
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Estimates
Schedules
Sequencing
Budgets
Resources
Risks
Staffing
Execution/Impl./Control
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Status Reports
Changes
Quality
Forecasts
Closeout
 Training
 Transfer
Documents
 Release
Resources
 Lessons
Learned
IV. Project Closure
13.Project Closeout & Review
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To ensure all objectives were met
(Deliverables?)
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Tie up loose ends / Outstanding Issues
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Documents, “Punch list,” responsibility assignment
Recognize participants
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People…where next?
Share lessons learned
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Sponsor, Customer
Identify Project Success Factors
Time, Cost, Quality, Risk
Include closeout activities in WBS, resource
requirements, RAM, and schedule
NY State – OFT - Closeout
Performed by PM
NY State Office for Technology
http://www.oft.state.ny.us/pmmp/guidebook2/Closeout.
pdf
Project Closure Steps
1. Ensure details covered (if no Acceptance)
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Customer, Sponsor, Deliverables, etc.
“Punch List”
2. Post-Project Review
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Solicit Feedback (customer, team, sponsor)
Survey, interviews (link to NYS OfT) [p. 6]
Conduct Project Assessment (areas on next slide)
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Present organized survey data
Who: select team members, other PMs
LESSONS LEARNED / BEST PRACTICES
Prepare Post-Project Report
Potential Assessment Areas
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Cost, Schedule, Scope, Quality (CSSQ)
Risk Management
Communications
Change Management
Acceptance Management / Post-Project Resp.
Project Management / Tools
Project Team / Individuals / PM (by Supervisor)
Financial Management / Procurement
Asset Management
Issues Management
Post Project Report
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Documents the effectiveness of the product in meeting
the needs of the Customer
The effectiveness of project management and the Project
Team
How well the Performing Organization supported the
project
Lessons learned
Best practices to be used in future projects
Key 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 Steps
3. Administrative Closeout
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Tasks required for “Official” closure
Performance Feedback to project team members
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Archive Project Information/ Project Repository
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Sync w/ CDI performance management systems
Updated/Final schedule
Charter
Financials/Budget
CSSQ / Change Management
Acceptance Form
Risk Management
Post-Project Assessment Report
Lessons Learned
PM may need to
lead in creation of
project archives
Closeout Checklist (NYS Oft) [page289]
Why go through the process?
• Personal Growth
– All phases of project
– Technical & people skills
• Leadership
– Continuous improvement
• Organizational benefits
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Lessons learned
Repeatability
Improved Processes / Resources (e.g., checklists)
Better Project Management
Customer Satisfaction
Potential Closeout Pitfalls
1. Waiting Too Long to get Feedback
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People forget
2. Not wanting to hear what they have to say
3. PM facilitates/scribes at meeting
4. Get lost in Feedback details
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Prioritize : Good and bad (top 3-5 of each)
Facilitator?
5. Too Modest
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Include your good ideas and improvements
6. Don’t bother to do it
Source: NYS OfT
PROJECT MANAGEMENT
Project Management
Integration
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Project Plan
Development
Project Plan Execution
Integrated Change
Control
Project Scope
Management
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Project Cost Management
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Resource Planning
Cost Estimating
Cost Budgeting
Cost Control
Project Communications
Management
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Communications
Planning
Information
Distribution
Perf. Reporting
Admin. Closure
Initiation
Scope Planning
Scope Definition
Scope Verification
Scope Change Control
Project Time
Management
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Project Quality
Management
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Quality Planning
Quality Assurance
Quality Control
Project Human
Resource Management
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Project Risk Management
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Risk Mgt. Planning
Risk Identification
Qual. Risk Analysis
Risk Response
Planning
Risk Monitoring and
Control
Activity Definition
Activity Sequencing
Activity Duration
Estimating
Schedule Dev’t
Schedule Control
Organizational
Planning
Staff Acquisition
Team Development
Project Procurement
Management
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Procurement Plg.
Solicitation Plg.
Solicitation
Source Selection
Contract
Administration
Contract Closeout
Overview of Project Management Knowledge Areas & Project Management Processes (Source: PMI)