(12) Project Closure

Question 1

What is a Project Audit?

Answer 1

• About 90% of all projects are not seriously reviewed or audited, often because..
  
  • The organisation is too busy to conduct audits.
  • Audits are conducted primarily on failures or disasters.

Question 2

Types of Project Audits (in..)

Answer 2

• In-process project audits.

- Allow for corrective changes if conditions have changed and for concentration on project progress and performance.

Question 3

Major tasks of a project audit (1)

Answer 3

• Evaluate if the project delivered the expected benefits to all stakeholders.
  
  • Was the project managed well?
  • Was the customer satisfied?

Question 4

Major tasks of a project audit (2)

Answer 4

• Assess what was done wrong and what contributed to successes.

Question 5

Major tasks of a project audit (3)

Answer 5

Identify changes to improve the delivery of future projects.

Question 6

Conducting a project audit.

Answer 6

1) Initiation and staffing.
2) Data collection and analysis.
3) Reporting.

Question 7

Key points in conducting audits.

Answer 7

• Project manager should be involved.
• Senior management should support.
• Avoid surprises.
  
  • Define points when audits will take place.
• Audit staff must be independent from the project.
• Audit reports need to be used and accessible.
• Conduct team evaluations on project issues.
• The audit should be completed as quickly as is reasonable.

Question 8

Data collection.

Answer 8

• Compare benefits in the business case to the benefits that were actually achieved (benefits might not be evident upon the completion of the project).
• Was the organisational culture supportive and correct for this project?
• Did senior management provide adequate support?
• Has the objective been fulfilled?
• Were the planning and control systems appropriate?
• Were the risks identified and assessed?
• Were the right people and talents assigned to this project?
• Did the project conform to plan? Was the project over or under budget and schedule?
• Were the project kick-off and handover successful?
• Is the customer satisfied?

Question 9

Project Audit (che..)

Answer 9

• Check both successes and failures!
  
  • Lessons learned.
  • Mistakes.

Question 10

Types of Project Audits (pos..)

Answer 10

• Post-process audits.
  
  • Take a broader and longer-term view of the project’s role in the organisation.
  • Emphasise improving the management of future projects.

Question 11

Audit report content outline.

Answer 11

• Classification of project.
• Executive summary.
• Analysis of information gathered.
• Recommendations.
• Lessons learned.
• Appendix.
• Summary booklet.

Question 12

Audit report content outline.

Answer 12

• Classification of project.
• Executive summary.
• Analysis of information gathered.
• Recommendations.
• Lessons learned.
• Appendix.

Question 13

Executive summary.

Answer 13

• Project goals met/unmet
  
  • Stakeholder satisfaction with project
  • User reactions to quality of deliverables

Question 14

Analysis of information gathered.

Answer 14

• Project mission and objectives
  
  • Procedures and systems used
  • Organisation resources used

Question 15

Recommendations.

Answer 15

• Corrective actions

- Improvements in project progress

Question 16

Lessons learned.

Answer 16

• Reminders

- Retrospectives

Question 17

Appendix.

Answer 17

• Backup data

- Critical information

Question 18

To improve chance of effective/successful audits.

Answer 18

• Complete the audit as quickly as is reasonable (timeframe depends on the size of the project, if possible within a month)
  - Data accuracy should be verifiable.
  - Give the audit leader access to management above the project manager.
  - Provide the audit team with access to all data, team members and customers.

Question 19

Project closure.

Answer 19

All projects eventually end, some end successfully, others end in disasters.

Question 20

Conditions for closure.

Answer 20

• Normal.
  
  • Premature.
  • Failed project.
  • Changed priority.

Question 21

Close-out plan - questions to be asked.

Answer 21

- What tasks are required to close
    the project?
    - Who will be responsible for these
    tasks?
    - When will closure begin and end?
    - How will the project be
    delivered?

Question 22

Audit - what you review.

Answer 22

• Outcome vs. plan – scope, schedule and budget.
  
  • Project manager’s performance – room for improvement.
  • Team performance – room for improvement
  • Project management methodology – did it work?
  • The initial idea – was it good?
  • Strategic alignment – how the project contributed to the organisational strategy.

Question 23

Closing down the project (a..)

Answer 23

• A formal notice of closure is issued to inform team members and support staff that there are no further activities to be carried out.

Question 24

Closing down the project (in..)

Answer 24

• In contract project activities…

- The legal termination of activities occurs at the time when the customer signs off the project.

Question 25

Implementing closedown (1).

Answer 25

Getting delivery acceptance from the customer.

Question 26

Implementing closedown (2).

Answer 26

Shutting down resources and releasing to new uses.

Question 27

Implementing closedown (3).

Answer 27

Reassigning project team members.

Question 28

Implementing closedown (4).

Answer 28

Archive the project information.

Question 29

Implementing closedown (5).

Answer 29

Closing accounts and seeing all bills are paid.

Question 30

Implementing closedown (6).

Answer 30

Evaluating the project team and the project manager.

Question 31

Handover.

Answer 31

• Dismantle project.
  
  • Transfer to “business as usual” and integration in existing businesses processes.
  • Prepare completion reports for various authorities.
  • Training of the users.
    
    • Necessary to understand the pros and cons to run the project.
  • Re-integration of project team members.

Question 32

Classification of project.

Answer 32

• Project type
  
  • Size
  • Staffing
  • Technology level
  • Strategic project / support project