BUS4017

Introduction to Project Management

Class 10

Project Management
@ George Brown College
Learning Objectives

Before this class ends, we aim to achieve the following;

 Gain an appreciation for some of the activities that are
necessary during the “Close” phase of a project.

1
 Project
4.0) Project Close Close

Project Goal:
Close-Out Ensure project
requirements were
Wrap-Up
fulfilled and stakeholders
•Final Quality are satisfied
•Training
•Launch Plan Deliverables:
•Lessons Learned •Quality Review
•Document/Archive •Training Plan
•Sign-off •Launch Plan
•Celebrate Success •Lessons Learned
•Client Signoff
•Recognize & Refer
 Project
4.0) Project Close Close

Why is it Frequently Skipped?

• Team members are redeployed to other projects

• We are over budget and cannot invest any more in
this project
• Team is still fixing issues that surfaced during
execution and launch
• Team is exhausted…put all their effort into finishing
and don’t have much energy left for final formal
closure
 Project
Key “Close” Activities Close
1 Administrative Closure Procedures
– Contains all activities and related roles & responsibilities to transfer the project
products or services to production and/or operations.
• Training
• Maintenance Plan

2 Contract Closure Procedures

• The actions performed formally close the contracts associated with the completed
project

3 Final Product, Service or Result

• Formal review, acceptance and handover of the project
• Receipt of a formal statement that the terms of the contract have been met

4 Organizational Process Assets Updates

• Knowledge Management Updates
• Formal Acceptance Documentation (email, addendum to the charter)
• Project files
• Project lessons learned
• Historical information (basecamp, milestone documents)

5 Next Phase Planning

• Ideally started in the planning and execution phases

A Guide to Project Management Body of Knowledge, PMI, 2000 Edition

 Project
4.1) Final Quality Testing Close

Quality Management
The processes required to ensure that the project will
satisfy the needs for which it was undertaken.

A Quality Plan needs to cover a number of elements:

•What needs to go through a quality check?
•What is the most appropriate way to check the quality?
•When should it be carried out?
•Who should be involved?
•What "Quality Materials" should be used?
 Project
4.2) Training and Transition Close

Remember: This Project May Become Part Of Operations

How Can We Set The People Who Have To Live With

This Project After Launch Up For Success?

•Knowledge Transfer
•Training Plan
•Maintenance Plan
•Project Support
•Success Metrics
 Project
4.3) Launch Plan Close

How will your project “Go Live?”

• Consider the culture and stakeholder readiness for change
• Beta releases, pilot tests, and soft-launches are all ways to manage the size
of the initial deployment in order to collect feedback and adjust before full
implementation

Direct Cutover Parallel Phased

 Implementation Approaches Project
Close
Advantages & Disadvantages
• The insight into each of these approaches is as follows:

Direct Cutover Parallel Phased

• Old system is shut down,
new turned on
• May be valuable when
– Quick delivery critical
– Old system so poor
must be replaced
ASAP
– System not mission
critical
• Potentially high risk
– Like walking tightrope
without a safety net
– May result in major
delays, frustrated
users, lost revenues,
missed deadlines
– Places more
pressure/stress on
project team
• Old and new systems run
concurrently
• May be appropriate when
problems or failure of the
system can have
major impact
Pluses
• Provides safety net/backup
in case of problems
• Can increase confidence in
new system
Minuses
• Takes longer & requires
more re$ources than direct
• Places more pressure on
users
• System introduced in
modules OR in different parts
of organization incrementally
Pluses
• Organized approach for
different departments or
locations
• Experience with early
implementation can make
later implementations
smoother
Minuses
• Takes longer & may cost
more than direct cutover
approach
• Problems encountered in
early phases can impact
overall implementation
schedule
 Project
4.4) Lessons Learned Close

What To Include In A Project Reflection?

1.General Project Assessment
To be completed by the PM, Team Leads, Client, Sponsor, individually or as a
group, at the end of the project lifecycle.

1.1 Post Project Review Summary

Provide a high‑level assessment of the project in terms of successes and
challenges.

1.2 Project Assumptions & Risks

•Identify key assumptions made and list risks that would assist in understanding
cost and/or benefit anomalies.
•Were those assumptions valid or invalid?
•What was the effect of making the assumption?
•What was the outcome of each risk identified?

1.3 Recommendations for Future Projects

•Describe key areas that worked well, which future projects could benefit.
•Explain how to address/avoid significant problems/issues that arose.
•Share your successes and opportunities for improvement so the department
can improve. What would you do differently?
 Project
4.4) Lessons Learned Close

How To Facilitate A Project Lessons Learned?

The Project Manager MUST:

• Talk to everyone ahead of time

• Send out a template before meeting, so people know exactly what
questions will be asked and people can think about it
• Give people ownership and opportunity to share their own thoughts
• Encourage a “relaxing” or comfortable environment for discussion
• Identify multiple or “Shared” owners for mistakes
• Provide confidentiality in offering “honest” suggestions
• Circulate the report to stakeholders ahead of time to review
• Show commitment to action
 Project
4.5) Client Signoff Close

We Want Formal Acceptance

• Final Product, Service or Results
• Formal review, acceptance and handover
• Receipt of a formal statement that the terms of
the contract have been met
 Project
4.6) Recognize and Refer Close

Celebrate Completion
• Recognize Individuals & The Team
• Reward (Explore Different Techniques)
• Document Case Study – Spread ‘Good News’
• Phase 2: Next Step Planning (Already Started)
• Secure Referral