Closing Project or Phase Flashcards
What are the project closing steps?
Closing order
1. Confirm all work completed: Check deliverables completed and meet scope requirements.
* Ensure work packages done and milestones delivered.
* Use RTM and Reqs doc to confirm
* Finalize all project, phase, contract activities completed.
2. Confirm Acceptance: Obtain final acceptance of the project deliverables and that they meet acceptance criteria set in beginning(project charter)
* Obtain Formal acceptance of deliverables(meets expectations) and completion of project from Sponsor/customer
3.Transfer the ownership of deliverables: once approved handover
3. Admin Closures: Obtain financial, legal, and administrative closure
4. Create and distribute a final project report
5. Final LL Meeting w/ team: Identify, document, and communicate lessons learned. What went well, didn’t, do better next time?
6. Archive and retain project records: Update Org Processes repository
7. Release project resources
What is the last step of closing?
Release resources/team
What is the order for the following activities in closing?
* Lessons Learned
* Admin Closing: Contracts, financial books, legal
* Transfer Owner ship
* Conduct Final Lessons Learned
* Confirm Acceptance
* Archive Records
* Create and Distribute final project report
- Confirm Accepatance
- Transfer ownership
- Admin Closing: Contracts, financial books, legal
* Contract closure needed for closing a phase. This is the process of finalizing all activities for the project, phase, or contract. Upon receiving closure, next phase can be started as per plan and budget.
* Admin closure is only for when closing the project at very end.
4.Create and Distribute final Project Report
5.Conduct final lessons learned - Archive records
- Release resources
If a project was cancelled during the initiation phase due to lack of resources. Why is each of the following right or wrong?
* Inform all team members according to guidelines in the communications management plan.
* Refer to the company’s project closure guidelines.
* Perform a risk analysis to determine the impact of terminating the project.
* Reassign all resources and reallocate budget
Inform all team members according to guidelines in the communications management plan.
* Wrong: Team has not been assigned during initiation phase.
Refer to the company’s project closure guidelines.
* Correct: Orgs Project guidelines or requirements will contain the orgs procedures to follow.
Perform a risk analysis to determine the impact of terminating the project.
* This would have been done prior to cancelling the project
* Terminate Project req: Signficant risks make the successful completion of project impossible.
Reassign all resources and reallocate budget.
* Resources have not been assigned, budget has not been allocated(PC)
Close Project Termination Reasons for the following, fill in why?
1. Project/phase objectives
2. Requirements changed during project
3. Funding
4. Risks
5. Org and Project deliverables
6. External factors: Laws/ regs, Merger, Economy
Close Project or Phase Criteria: Closure/Termination Reasons
* The project or phase successfully met it’s completion objectives.
* Requirements changed during execution and the project is no longer feasible.
* Funding is no longer available to complete the requirements.
* Significant risks make the successful completion of the project impossible.
* The org no longer needs the project deliverables.
* External factors eliminate the need for the project. Examples of these factors include:
* Change in laws or regulations
* Merger or acquisition that affects the org.
* Global or national economic changes.
During project closure, the project sponsor requests that a deliverable, developed by a contractor, be transferred to a nonprofit organization at no cost. The procurement documentation states that ownership of the deliverable reverts to the contractor once the procurement contract is finished.
What should the project manager do?
A. Add “avoid out-of-scope agreements during the closure process” to the lessons learned register.
B. Initiate a change request and execute the integrated change control process.
C. Consider this transfer as an open issue for the contract department and continue closing the project.
D. Review the contract agreement with the contractor to modify the property of the deliverable
Lesson of the Q: contractual obligations and terms take precedence, even in the project closure phase
Ans D. By reviewing the contract agreement with the contractor in order to modify the property of the deliverable, the project manager can meet the request of the project sponsor without violating the terms of the procurement contract and closing the project successfully.
The other answer choices are incorrect.
A. Adding “avoid out-of-scope agreements during the closure process” to the lessons learned register is a good idea, but it does not address the immediate issue of how to transfer the deliverable to the nonprofit organization.
B. Change requests are typically initiated during the planning or execution phases of a project, not the closure phase.
C. The project manager has a responsibility to resolve all outstanding issues before closing the project so they should not consider this transfer as an open issue and continue.
Main Lesson From Question: contractual obligations and terms take precedence, even in the project closure phase. (close procurements before closing project process)
Review contract terms before acting on out-of-scope requests: Before making any changes, it’s essential to fully understand what the contract allows or restricts.
Engage in collaborative problem-solving within the contract’s framework:
If a sponsor’s request conflicts with contract terms, collaborating with the contractor or legal department to negotiate changes can lead to a resolution that respects contractual agreements.
Resolve outstanding issues in closure: Project closure should not proceed until all contract-related matters are finalized, as unresolved issues can lead to disputes or incomplete project records.
What does Modify property of deliverable mean opt D?
Refers to changing ownership rights of deliverable
Since the original procurement contract states that ownership of the deliverable will revert to the contractor after project completion, transferring it to the nonprofit would require amending this arrangement.
Step 1: Review contract clause related to ownership transfer determine if modification needed.
Step 2: negotiate w/ the contractor: Alter contrat terms so deliverable can be legally transferred to nonprofit.
Step 3: Document the amendment: Formally ensure ownership transfer aligns w/ legal and contractual obligations.
When we want to transfer ownership of deliverable and it its owned by contratctor after deliverable finished and contact ends, we can change proprety of deliverable within the contract to change who becomes the new owner. By modifying contract and reviweing it w/ the contractor. Not set in stone.
If a phase has been completed in a project in middle of project What do we do next? Explain each option why correct and not?
B.Secure approval from the program manager.
* No not part of phase closure
* approvals may be part of a larger program context, the phase closure doesn’t usually require approval from a program manger.
* Instead the focus is on formalizing the contractual and documentation aspects of the phase
* Phase closure is more about ensuring compliance and completion than needing high-level approval.
Ans C.Proceed with the contractual closure of the phase.
* Yes part of phase closure.
* Option involves finalizing all activities and documents for the phase, especially around any contracts or deliverables related to that phase.
* Why It’s Correct: Contractual closure confirms that all legal, contractual, and stakeholder obligations for the phase have been met.
* This process is essential in phased projects, ensuring that each phase is wrapped up and documented correctly, which helps prevent carry-over issues into the next phase.
* Only after a thorough contractual closure should the project manager proceed to the next phase.
* contractual closure is essential to confirm that all obligations of the completed phase have been met, making it safe and organized to move forward
D.Begin the administrative closure process.
* Explanation: This option involves carrying out administrative closure activities, which finalize and archive all project-related documents and release resources.
* Why It’s Incorrect: Administrative closure is typically** reserved for the end of the entire project, not just a single phase.
* It involves closing out the entire project scope**, releasing team members, and documenting overall project learnings. At the phase level, it’s contractual closure that is needed to formally complete the phase and move to the next one.
What is the difference between contractual closure and administrative closure?
Contract Closure: The project manager should proceed with the contractual closure of the phase.
* The contractual closure of the phase is the process of finalizing all activities for the project, phase, or contract. Upon receiving closure, next phase can be started as per plan and budget.
* Contractual closure confirms that all legal, contractual, and stakeholder obligations for the phase have been met.
This process is essential in phased projects, ensuring that each phase is wrapped up and documented correctly, which helps prevent carry-over issues into the next phase.
* Only after a thorough contractual closure should the project manager proceed to the next phase.
Administrative Closure: Explanation: This option involves carrying out administrative closure activities, which finalize and archive all project-related documents and release resources.
* Why It’s Incorrect: Administrative closure is typically reserved for the end of the entire project, not just a single phase.
* It involves closing out the entire project scope, releasing team members, and documenting overall project learnings.
* At the** phase leve**l, it’s contractual closure that is needed to formally complete the phase and move to the next one.
What is Post Mortem?
A Process conducted at end of project to review(retrospective/LL) and analyze it’s successes and failure
- Objective to ID lessons learned, understand what worked well, and pinpoint areas for improvement for future projects.
- Crucial for continuous improvement and refining proj mgmt practices.
- Project Retrospective at end of project(Predictive)
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When in a phase do we review all work that happened prior to it?
End of phase
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What are the functions of a phase gate?
Phase gates are essential for ensuring project control, quality, and alignment with objectives. By systematically reviewing key aspects of the project at each gate, project managers can make informed decisions about proceeding to the next phase, thereby increasing the likelihood of project success.
- Decision Points: Phase gates act as decision points where project stakeholders review the project’s progress and determine whether it should continue, be modified, or be terminated.
- Quality Control: They ensure that the deliverables of the current phase meet the required quality standards before moving to the next phase.
- Risk Management: Phase gates provide an opportunity to reassess risks and implement necessary mitigation strategies.
- Resource Allocation: They help in confirming that resources are being used effectively and make adjustments if necessary.
- Alignment: Phase gates ensure that the project is still aligned with business objectives and stakeholder expectations.
Key Reviews at Phase Gates
Scope Verification:
* Confirm that the project scope is well-defined and agreed upon.
* Verify that all deliverables for the phase have been completed and meet the acceptance criteria.
Schedule Review:
* Check that the project is on schedule.
* Review timelines for the next phase and update the project schedule as needed.
Budget Review:
* Ensure that the project is within the allocated budget.
* Re-evaluate cost estimates and funding requirements for the next phase.
Quality Assurance:
* Assess the quality of the deliverables to ensure they meet the specified standards.
* Review any quality audits or testing results.
Risk Assessment:
* Reassess the risk management plan.
* Identify new risks and review the status of existing risks.
Resource Evaluation:
* Confirm that the necessary resources (personnel, equipment, materials) are available for the next phase.
* Evaluate the performance of current resources and make adjustments if necessary.
Stakeholder Approval:
* Obtain formal approval from key stakeholders, including sponsors and clients.
* Review stakeholder feedback and ensure their requirements are being met.
Change Management:
* Review any change requests and ensure they have been properly evaluated and approved.
* Ensure that changes have been integrated into the project plan.
Lessons Learned:
* Document lessons learned during the current phase.
* Apply these lessons to improve processes and performance in subsequent phases.
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What is the checklist at a phase gate review?
Example Checklist for a Phase Gate Review
1. Completion of Deliverables: Are all deliverables for the phase complete and approved?
2. Project Performance: Is the project on track in terms of time, cost, and scope?
3. Risk and Issue Management: Are all identified risks being managed effectively?
* Have any new risks or issues been identified and assessed?
4.Stakeholder Engagement: Are stakeholders satisfied with the progress and deliverables?
* Has stakeholder feedback been incorporated?
5.Readiness for Next Phase: Are the plans and resources for the next phase in place?
* Are there any outstanding actions or dependencies that need to be addressed?
6.Assumptions: Reviewed for accuracy and relevance
* Adjustments made based on project data
Key Takeaways
* Gate Reviews are checkpoints to evaluate project progress and make informed decisions about continuing, adjusting, or stopping a project.
* The Gate Keeper plays a critical role in ensuring an unbiased review, enhancing the likelihood of project success by reaffirming commitment and addressing issues early.
* Gate Outcomes provide a structured approach to decision-making, reducing risk and ensuring alignment with organizational goals.
Summary, Gate Reviews are essential for maintaining project control, managing risks, and ensuring alignment with organizational objectives. The Gate Keeper, being a neutral party, facilitates this process by conducting thorough and unbiased evaluations at each phase of the project.
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What is the role of a phase gate Gate keeper(steering committee)?
- Neutral Party: The Gate Keeper should not be the project manager or the project sponsor to ensure neutrality.
- Objective Review: Ensures the project continues with a reaffirmed commitment to scope, resources, risks, and enterprise interests.
- Ideal Candidate: Could be a project manager supervisor or head of the Project/Program Management Office (PMO). This person should manage a portfolio of projects, be on par with resource providers and senior management, and understand good project management principles.
- Responsibilities: Chairs the Gate Review meeting, sets the agenda, invites participants, and ensures the review is conducted impartially.
Key Takeaways
* Gate Reviews are checkpoints to evaluate project progress and make informed decisions about continuing, adjusting, or stopping a project.
* The Gate Keeper plays a critical role in ensuring an unbiased review, enhancing the likelihood of project success by reaffirming commitment and addressing issues early.
* Gate Outcomes provide a structured approach to decision-making, reducing risk and ensuring alignment with organizational goals.
Summary, Gate Reviews are essential for maintaining project control, managing risks, and ensuring alignment with organizational objectives. The Gate Keeper, being a neutral party, facilitates this process by conducting thorough and unbiased evaluations at each phase of the project.
What the the 3 possible outcomes of phase gate reviews?
Steering committee decides
Three Possible Outcomes:
1. Proceed: The project manager moves to the next phase.
2. Conditional Proceed: The project manager may proceed but must address or re-work some key open items.
3. Cancellation: The project is stopped for business or risk reasons.
- Organizational Risk Management: Limits organizational exposure to loss as the project advances into higher levels of commitment and investment.
Key Takeaways
* Gate Reviews are checkpoints to evaluate project progress and make informed decisions about continuing, adjusting, or stopping a project.
* The Gate Keeper plays a critical role in ensuring an unbiased review, enhancing the likelihood of project success by reaffirming commitment and addressing issues early.
* Gate Outcomes provide a structured approach to decision-making, reducing risk and ensuring alignment with organizational goals.
Summary, Gate Reviews are essential for maintaining project control, managing risks, and ensuring alignment with organizational objectives. The Gate Keeper, being a neutral party, facilitates this process by conducting thorough and unbiased evaluations at each phase of the project.
