Chapter 5: Project Execution and Closeout Flashcards
Introduction
Execution Phase: Converts project plans into tangible results.
Visibility: The most noticeable phase to external stakeholders.
Characteristics:
Longest and most expensive phase.
Execution varies by industry (construction, technology, pharmaceuticals, etc.).
Requires structured planning, coordination, and monitoring.
5.1 Phase C: Execution
Stages in Execution:
Detail Design Stage: Converts specifications into blueprints, models, and diagrams.
Production/Build Stage: Assembles and tests the system.
Implementation Stage: Transfers the system to the user and ensures proper operation.
Industry Variations:
Hardware Development: Design, develop, and produce.
Construction: Design and build.
Consulting: Research, reporting, and presentation.
5.2 Detail Design Stage
Purpose: Transforms system specifications into tangible plans.
Divides System Into:
Subsystems
Components
Parts
Design Types:
Functional Design: Defines logical relationships and flow of information.
Physical Design: Defines physical structure, materials, and placement.
Iterative Process: Involves continuous testing, modification, and retesting.
Challenges:
Poor interaction design leads to bloatware and complexity.
Prioritizing technical functionality over user experience often results in inefficient systems.
5.3 Production/Build Stage
Main Activities:
System Fabrication: Builds and assembles components into the final system.
Testing: Ensures that the system meets project specifications.
Project Manager’s Role:
Monitor progress.
Coordinate resources and tasks.
Track budgets and schedules.
Quality Control: Continuous monitoring ensures compliance with requirements.
5.4 Implementation Stage
Purpose: Transfer the end-item to the user.
Implementation Variations:
Simple systems require minimal effort.
Complex systems demand extensive training and acceptance testing.
Key Considerations:
User Training: Teaches users how to operate and maintain the system.
Methods: Manuals, videos, role-plays, online training.
Acceptance Testing: Determines if the system meets requirements before full deployment.
Users should participate to avoid system-related errors.
System Conversion Strategies:
Parallel Installation: Old and new systems run simultaneously.
Pilot Operation: New system operates in a limited capacity before full deployment.
Cold Turkey (Big Bang): Old system is replaced in one step (fast but risky).
5.5 Project Termination & Closeout
Importance: Proper termination ensures smooth closure and prevents ongoing costs.
Methods of Termination:
Planned & Systematic: Preferred method for orderly closure.
Abrupt Cancellation: Sudden shutdown due to external factors.
Slow Attrition: Gradual withdrawal of resources.
Limping Along: Indefinite delay due to neglect or lack of follow-up.
Reasons for Termination:
Financial losses or cost of completion.
Changing market conditions or technology.
Poor quality, contract violations, or customer dissatisfaction.
Project Manager’s Responsibilities:
Plan, schedule, and monitor closeout.
Ensure contractual obligations and work orders are completed.
Obtain customer acceptance and handle final payments.
5.6 Project Summary Evaluation
Purpose: Review project outcomes to identify successes and failures.
Types of Evaluation:
Post-Completion Project Review: Conducted immediately after project closeout.
Focuses on capturing lessons learned.
Post-Installation System Review: Conducted months after system installation.
Evaluates system performance under normal conditions.
Key Questions Addressed:
What worked well and what didn’t?
Were user requirements met?
Are modifications or enhancements required?
5.7 After the Project – Phase D: Operation
What Happens Next?
If the end-item is a physical system: It enters the operation phase with system maintenance and evaluation.
If it’s a service/event: No further operation is required.
Contractor’s Role:
System evaluation, maintenance, and repair.
Enhancements or replacements may initiate new projects.
Types of Extensions:
Discretionary Extensions: Optional upgrades to improve performance.
Essential Extensions: Required to maintain functionality and avoid obsolescence.
