Project ManagementProject Management
Lecture # 11 Lecture # 11
Project Termination Phase; PT Assistance, Project Termination Phase; PT Assistance, Evaluation, Audit, Post Project Review, Outline of Evaluation, Audit, Post Project Review, Outline of
PPR.PPR.
Date: Nov 21, 2011Date: Nov 21, 2011
Revision to Previous Lecture:Revision to Previous Lecture:
Project Implementation Phase:o Controlling Project:
o Types of Controlling; Cybernetic, Go/No-go, Post-control Method
o Negotiation
o Informal Organization
Project Termination Phase:Project Termination Phase:
Project Termination Phase:Project Termination Phase:
Peak Effort
Level
Level
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Effort
Time
Conceptual
developmentSelection of
Resources
Scheduling,
implementing,
monitoring, and control
Evaluation Evaluation
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Project Termination Phase:Project Termination Phase:
About the Termination Phase:o Project Termination Phase is the last phase of the Project Life Cycle.
The commencement of this phase is determined by the completion of
all Project Objectives and acceptance of the end product by the
customer.
o Project Termination Phase helps answering the following
questions:
o Did the deliverables met the project requirements and objectives
within specified time?
o Was the customer satisfied?
o Was the Project completed within budgeted Cost?
o Were the Risks identified and were alleviated?
o What could be done to improve the next endeavor (project)?
Project Termination Phase:Project Termination Phase:
About the Termination Phase:o This phase includes the formal termination and acceptance by the
project manager and the team. Closing all administrative activities
and documenting lessons learned.
o Thus, this phase consists of closing:
o Actual Project: Finalize all activities across all process groups to
formally close the project and a final project phase.
o Contract with Customer: Complete and settle each contract
(including the resolution of any agreed and open items) and close
each contract applicable to the project.
Project Termination Phase:Project Termination Phase:
When Project Terminates?o There are probably two reasons why project terminates:
o The Objectives are Successfully met, or Project team is Failed to
achieve Objectives:
o Successfully met Objectives: Everything is achieved with proper
planning and executing within specified Time, Scope, and Quality.
o Reasons for Failure projects: Organization not requiring certain
project anymore, Insufficient organizational support, Inadequate
efforts from Project Manager and Team, Poor/wrong planning.
Project Termination Phase:Project Termination Phase:
Assistance by the Project Termination Phase:o Apart from the straightforward objectives, Terminating project
activities also assist in future perspectives (for incoming projects)
through:
o Identification of problems, and alternatives to the problem
o Clarifying the relation between Cost, Time and Performance with
Scope.
o Future Opportunities
o Reduction in Costs
o Increase in speed
o New method for implementations and evaluations
Project Termination Phase:Project Termination Phase:
Evaluating the Project:
Project Termination Phase:Project Termination Phase:
Purpose of Evaluating the Project:o The project evaluation is directly related with progress of the project.
Project manager identifies factors on four dimensions of project
success:
1. Project Efficiency: on Performance, Cost and Time towards Scope.
2. Customer’s Satisfaction: Meeting both Technical and Operational
specifications/problem by fulfilling customer’s needs.
3. Business Success: In terms of commercialization and market
success.
4. Future Potential: Perspects related to new market, new
product/service, new technology, new skills, or competencies.
Project Termination Phase:Project Termination Phase:
Project Audit:o It is a thorough examination of management of the project from initial
stage to the termination of projects. It includes data on: Nature of
project, Methodology adopted & Procedures, Records, Properties,
Budget forecasted & Expenditure, Scope of Completion etc.
o The report format depends on the nature of project and management
requirements. Most of the Project Reports are very simple and straight
forward tailored to communicate required knowledge on project
status.
Project Termination Phase:Project Termination Phase:
Project Audit:o Common format of Audit report contains following (Meredith’s book):
1. Introduction: Description of project; framework, Objectives/tasks, goal.
2. Current status: Cost, Schedule, Progress, Quality, Tools & techniques.
3. Future expectations (status): Possible changes in technical approaches,
tasks, budget, schedule in response to problem or opportunity.
4. Critical management: Practical approaches related to the understanding
between team, relations, managing conflict or jealousness, trade-offs etc.
5. Risk management: Risks associated with Time, Cost, and Performance.
6. Limitations: Statement mentioning limitations in pursuing data, concerns
(people/work), hindrances, compromises.
Project Termination Phase:Project Termination Phase:
The Post Project Review:o The post-project review is an assessment of what happened
throughout the project; what went well, and what didn’t go according
to plan. And to establish lessons that can be passed on to future
project teams.
o The success of a Post-project review meeting lies in the ability of the
participants to effectively and objectively assess the strengths and
the areas for improvement in the project that they have just gone
through.
o It is not about pointing on fingers or to blame for anyone for creating
problem or obstacles in the project, but the objective assessment and
the identification of lessons learned, so that project team become
able to manage their future projects far more better and more
effectively.
Project Termination Phase:Project Termination Phase:
The Post Project Review:o Many organizations uses post-project review technique to evaluate, identify
and approach powerful opportunities, and highlight learned lessons.
o It works well with structured framework which examines the project (collect
data), exploring the degree to which objectives were met (observe), the things
which went well and those which could be improved (comparison), and the
specific learning points raised are captured and codified into comprehension
format which will assist organization in managing better in future (via lessons).
o The weakness of PPR is that they are not so useful for the smaller-scale
projects, or on regular incremental changes in organizations. They best suited
to distinct projects like developing a new product or service or implementing a
new process at high scope/level.
Project Termination Phase:Project Termination Phase:
The Post Project Review Outline:o Create/collect factors like: Project type, project stages or phases, Project
manager and facilitators, Date of Post-project review (Starts and End time), Review method (meeting face-to-face or written; questionnaire).
o Format includes following headings:
o Project Summary: Summary includes project profile, dates and work performed.
o Accomplishments/Contributions: Detail of each accomplishment/contribution identified, including significant achievements and observations made by groups.
o Problem Areas/Obstacles: Detail each problem area or obstacle identified or occurred during implementation phase or in assessments made by group.
o Action Items/Decisions: Detailed list of all action items and decisions generated and applied in response to the problem areas.
o Lessons Learned: Detailed list of lessons learned (both positive and negative) from the project; based on group discussion and collective evaluation.
Project Termination Phase:Project Termination Phase:
Class Assignment:o Create Post Project-Management Evaluation report by putting these headings:
o Project Management subject summary: Subject profile, dates and work performed.
o Accomplishments/Contributions: Detail coursework topics, assignments, case-studies, activities and other contribution in broadening your knowledge.
o Problem Areas/Obstacles: Detail each problem created by the Teacher and by Students during coursework.
o Action Items/Decisions: Make list of all actions or decisions generated in response to the problem areas.
o Lessons Learned: What have you learned? (list both positive and negative) from the PM coursework; based on class lectures, discussion and assignments.
Project Termination Phase:Project Termination Phase: