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Project Closure
May 6th, 2014
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…recap::Integrated Change Control Part of the Project Integration
Management Knowledge Area:Develop Project Charter, Develop Preliminary
Project Scope Statement, Develop Project Management Plan, Direct and Manage Project Execution, Monitor and Control Project Work, Integrated Change Control, and Close Project
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…recap::PMProcess Group
Integrated Change Control and all processes in the Project Integration Area are coordinated within the Project Management Process Groups
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…recap::Definition ICC is the process necessary for
controlling factors that create changes to make sure those changes are beneficial, determining whether a change has occurred, and managing the approved changes, including when they occur.
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…recap::Timing ICC process is performed throughout the
project, from project initiation through project closure.
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…recap::CMMI – Configuration Management The purpose of Configuration
Management (CM) is to establish and maintain the integrity of work products using configuration identification, configuration control, configuration status accounting, and configuration audits.
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…recap::RUP CCM Workflow
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…recap:: CCM Conclusions What are CCM objectives?
Managing change is more than just checking-in and checking-out files. It includes management of workspaces, parallel development, integration, and builds.
Which are the main topics for CCM?Coordinating the Activities and ArtifactsCoordinating Iterations and ReleasesCoordinating Changes to Software
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…recap:: CCM Conclusions When CCM is established?
Often institutionalized or established early on in the project lifecycle
CRs, can be raised at any time during the course of the project
Who is responsible for CCM?Change Control Manager/Configuration
ManagerAnyone on the project staff should be able to
raise a Change Request 9
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…recap:: CCM Conclusions Who tells us how CCM can be done?
In PMBOK it is ICC In CMMI it is CM In the Rational Unified Process, the
Configuration & Change Management Discipline
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Today’s topic
Project Closure
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References
PMBOK Managing Iterative Software Development
Projects by Kurt Bittner, Ian Spence CMMI RUP
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Project Lifecycle
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Why Project Closure?
Without a formal closure process, project teams can fail to recognize the end, and then the project can drag on—sometimes at great expense
Closure must be done both on project completion and cancelation
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What does project closure?
Outcomes match the stated goals of the project (when completion is achieved)
Customers and stakeholders are happy with the results
Critical knowledge is captured The team feels a sense of completion Project resources are released for new
projects
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Team
One of the highest benefits from project closure is releasing the teamFormalPost mortem
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The Project Closure Phase
The last phase of the Project Life Cycle Determined by the completion of all
Project Objectives and acceptance of the end product by the customer
The outputs from Project Closure Phase is input to execute the next projects with much more efficiency and control
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Project Closure
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PMBOK – Closing Process Group Includes the processes to
Formally terminate all activities of a project or project phase
Hand over the project to maintenance teams The project can be either completed or
canceled
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Closing Process Group Contains two processes:
Project Closure: This is the process necessary to finalize all activities across all of the Process Groups to formally close the project or a project phase.
Contract Closure: This is the process necessary for completing and settling each contract, including the resolution of any open items, and closing each contract applicable to the project or a project phase.
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Project Closure Procedures
Administrative Project Closure includes: Integrated activities to collect project recordsAnalyze project success or failureGather lessons learnedArchive project for future use
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Project Closure Procedures
includes:Product Verification - Work completed
correctly and satisfactoryAdministrative Closure – Updating contract
records to reflect final state and prepare them for archiving
Input for the Contract Closure Process
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Project Closure Inputs
Project Management Plan Contract documentation Enterprise environmental factors Organizational process assets Work performance information Deliverables
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Inputs: Contract Documentation Used to perform the contract closure
process Includes
The contract itselfChanges to the contract Other documentation (such as the technical
approach, product description, or deliverable acceptance criteria and procedures).
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Inputs: Enterprise environmental factors Organizational or company culture and
structure Governmental or industry standards Infrastructure Existing human resources Personnel administration Company work authorization system Marketplace info, stakeholder risk
tolerance… 25
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Inputs: Organizational process assets Organization’s processes and procedures
for conducting workStandardized guidelines, work instructions,
proposal evaluation criteria, and performance measurement criteria, templates…
Organizational corporate knowledge base for storing and retrieving informationProcess measurement database, project files,
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Inputs: Work performance information Schedule progress Deliverables that have been completed
and those not completed Schedule activities that have started and
those that have been finished Extent to which quality standards are
being met Costs authorized and incurred … 27
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Project Closure Outputs
Administrative Closure Procedure Contract Closure Procedure Final Product, service or result Organizational process assets (updates)
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Outputs: Administrative Closure Procedure All procedures and roles involved in
administrative closure Procedures for transfer to production
Action and activities for stakeholder approvalConfirmation of goals achievement (sponsor,
client, stakeholders, etc)Actions for satisfying all exit criteria
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Outputs: Contract Closure Procedure A step-by-step methodology addressing:
Terms and conditions of the contracts and any required completion or exit criteria for contract closure
Activities and responsibilities of the project ALL team members involved in the contract closure process
Actions performed to formally close all contracts associated with the completed project 30
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Output: Final Product, Service or Result Formal acceptance and handover of the
final product, service, or result that the project was authorized to produce
The acceptance includes receipt of a formal statement that the terms of the contract have been met
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Output: Organizational Process Assets Formal Acceptance Documentation Project Files Project Closure Documents Historical Information
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Close Process Tools
Project Management Methodology Project Management Information System Expert Judgment
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Before Tailoring Project Closure
Understand Iteration Closure Phase Closure … and then Project Closure
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Iteration Closure
Iteration is concluded by the iteration acceptance review, where the formal result of the iteration is agreed upon and recorded
This involves considering the results of the iteration and analyzing their impact on the project as a whole
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Iteration Closure: Measurement and Analysis Absolute progress Risk exposure Estimate to complete Effort profile Cost profile Effort Expended Find/fix rate (tolerance) Defect trends (tolerance)
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Iteration Closure: Acceptance Review Results Risks Objectives Requirements Adherence to Plan Lessons Learned Rework, external changes, feedback from
demo, other deliverables…37
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Iteration Grades
Exceptional Passed Passed at risk Unfinished Failed Abandoned
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Iteration recommendations
For Unfinished, Failed or Abandoned we can have the following recommendations:Re-planDe-scopeExtendTry againCancel
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Acting on Iteration assessment results Never confuse the map with the journey Adopt an attitude that continuous planning
is good Mature your process alongside your team Be prepared to cut your losses Be honest
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Phase Assessment
Differences from iteration assessments:Judge the project, not a single iterationAlways decide whether to continue or cancel
the projectFocus on the delivered value rather than on
performanceAssess project against the business case
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Phase Assessment topics Progress Risk Scope Baseline Performance Plans Business Case
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Phase Assessment approaches
Formal Phase Assessment Extend Iteration Assessment
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Concluding a Phase
Passed Passed at risk Failed
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Project conclusions
Approved Temporary approved Extended Paused Postponed Canceled
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Project Assessments
Performed not only at project closure Cover for:
Handle exceptions raised by the iteration assessments
Phase assessments are too far apartProvide review points for the overall project
(might include non-software subprojects)
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Assessment objectives [1]
Confirm that the need for the project has not changed
Satisfy the stakeholders of the quality of the products delivered by the project
Confirm that the business case is still viable
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Assessment objectives [2]
Authorize the continuation or cancellation of the project
Assess the benefits that the project has delivered
Assess the overall effectiveness of the project
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Transition planning
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1. Has the product been implemented and is it producing the expected benefits?
2. Have all deliverables been completed and implemented? If not, has accountability for outstanding items been assigned?
3. Have new workflows and procedures been documented, tested and implemented?
4. Have all outstanding issues been resolved or assigned owners?
5. Have hardware, software and other components been installed?
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6. Are system, functional, performance and user acceptance testing complete? Have serious bugs been fixed and a process implemented to deal with smaller bugs and/or new bugs that might surface during regular operations?
7. Is training of all staff (users, support, help desk) complete?
8. Is all required system and user documentation complete and available?
9. Has any old hardware, software, licenses been decommissioned?
10. Do you have the formal approval of the project from the Sponsor? 51
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Project Closure Example
In RUP we have the following activities:Update Project Close-Out Plan and Schedule
ActivitiesSchedule Final Configuration AuditsConduct a Project Post-Mortem ReviewComplete Acceptance Action ItemsClose Out the Project
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Tasks
Release of the resources Closure of any financial issues (labour,
contract etc. ) Collection and Completion of All Project
Records and Archiving them Recording Lessons Learned Debriefing Celebrate your success as a TEAM!!!
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Documents Collect final time sheets, expense reports, and team
status reports. Close or complete remaining tasks in the project
schedule. Collect final cost and schedule metrics. Make final payments to vendors and contractors, and
close out contracts. Review and update the issues log, highlight remaining
issues, and decide how these issues are to be addressed.
Prepare a plan for handling ongoing product support. Prepare a final project status report.
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Project Library Project planning documents Status reports Design documents Test cases and test results Issues and resolutions Risk documentation Change requests Presentations Important communications (both those sent and those
received) Time and expense reports Contracts and invoices
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Project Closure Report Prepared by the Project Manager and
presented to the Project Sponsor for sign-off
Document to be released at the beginning of the project closure (after execution is completed)
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Project Closure Report Contains:
A list of completion criteriaConfirmation that each completion criterion
has been metA list of outstanding business activities,
risks and issuesA set of closure actionsA request for project closure approval
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Post Implementation Review [1] The last record of the project Assess the projects level of success Identify lessons learnt and make
recommendations for future projects to enhance their likelihood of success
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Post Implementation Review [2] Done by reviewing the project's
performance against the original plans and conformance against the original processes outlined for the project.
May be completed by either the Project Manager or (ideally) an independent resource which offers an unbiased opinion of the project's success
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Document what you've learned [1] Survey team members about what
worked and what didn't Personal Feedback is important closure
for team members Call a meeting with your sponsor and
executive stakeholders to capture their thoughts
Complete customer satisfaction survey
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Document what you've learned Ask consultants and vendors for
objective feedback, both about your organization and about the project's execution
Provide a summary of your results to team members, either as a presentation at a meeting or as a formal document
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Resources Staff and non-staff resources will be
released and reallocated If your project team used a project
management office you probably have to make arrangements for return
When you organize the shutdown process for the project office, review the original setup procedures
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Recognize and reward
Provide each team member with a performance evaluation:Highlight contributions the member made. Identify skills the member updated. Recommend new roles the member might
be ready for. Celebrate! (team dinner, team outing,
gift certificates, or other rewards)
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Conclusion Formal project closure ensures that your
team has: met its objectives, satisfied the customer, captured important knowledge, and been rewarded for their efforts.
With the door closed securely behind you, you can move on to your next project with Confidence.