Project management lecture 11 slide 11


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Project management lecture 11 slide 11

  1. 1. Project Management Lecture # 11 Project Termination Phase; PT Assistance, Evaluation, Audit, Post Project Review, Outline of PPR. Date: Nov 21, 2011
  2. 2. Revision to Previous Lecture: <ul><li>Project Implementation Phase: </li></ul><ul><li>Controlling Project: </li></ul><ul><li>Types of Controlling; Cybernetic, Go/No-go, Post-control Method </li></ul><ul><li>Negotiation </li></ul><ul><li>Informal Organization </li></ul>
  3. 3. Project Termination Phase:
  4. 4. Project Termination Phase: Peak Effort Level Level of Effort Time Conceptual development Selection of Resources Scheduling, implementing, monitoring, and control Evaluation and termination
  5. 5. Project Termination Phase: <ul><li>About the Termination Phase: </li></ul><ul><li>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. </li></ul><ul><li>Project Termination Phase helps answering the following questions: </li></ul><ul><li>Did the deliverables met the project requirements and objectives within specified time? </li></ul><ul><li>Was the customer satisfied? </li></ul><ul><li>Was the Project completed within budgeted Cost? </li></ul><ul><li>Were the Risks identified and were alleviated? </li></ul><ul><li>What could be done to improve the next endeavor (project)? </li></ul>
  6. 6. Project Termination Phase: <ul><li>About the Termination Phase: </li></ul><ul><li>This phase includes the formal termination and acceptance by the project manager and the team. Closing all administrative activities and documenting lessons learned. </li></ul><ul><li>Thus, this phase consists of closing: </li></ul><ul><li>Actual Project: Finalize all activities across all process groups to formally close the project and a final project phase. </li></ul><ul><li>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. </li></ul>
  7. 7. Project Termination Phase: <ul><li>When Project Terminates? </li></ul><ul><li>There are probably two reasons why project terminates: </li></ul><ul><li>The Objectives are Successfully met, or Project team is Failed to achieve Objectives: </li></ul><ul><li>Successfully met Objectives: Everything is achieved with proper planning and executing within specified Time, Scope, and Quality. </li></ul><ul><li>Reasons for Failure projects: Organization not requiring certain project anymore, Insufficient organizational support, Inadequate efforts from Project Manager and Team, Poor/wrong planning. </li></ul>
  8. 8. Project Termination Phase: <ul><li>Assistance by the Project Termination Phase: </li></ul><ul><li>Apart from the straightforward objectives, Terminating project activities also assist in future perspectives (for incoming projects) through: </li></ul><ul><li>Identification of problems, and alternatives to the problem </li></ul><ul><li>Clarifying the relation between Cost, Time and Performance with Scope. </li></ul><ul><li>Future Opportunities </li></ul><ul><li>Reduction in Costs </li></ul><ul><li>Increase in speed </li></ul><ul><li>New method for implementations and evaluations </li></ul>
  9. 9. Project Termination Phase: <ul><li>Evaluating the Project: </li></ul>
  10. 10. Project Termination Phase: <ul><li>Purpose of Evaluating the Project: </li></ul><ul><li>The project evaluation is directly related with progress of the project. Project manager identifies factors on four dimensions of project success: </li></ul><ul><li>Project Efficiency: on Performance, Cost and Time towards Scope. </li></ul><ul><li>Customer’s Satisfaction: Meeting both Technical and Operational specifications/problem by fulfilling customer’s needs. </li></ul><ul><li>Business Success: In terms of commercialization and market success. </li></ul><ul><li>Future Potential: Perspects related to new market, new product/service, new technology, new skills, or competencies. </li></ul>
  11. 11. Project Termination Phase: <ul><li>Project Audit: </li></ul><ul><li>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. </li></ul><ul><li>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. </li></ul>
  12. 12. Project Termination Phase: <ul><li>Project Audit: </li></ul><ul><li>Common format of Audit report contains following (Meredith’s book): </li></ul><ul><li>Introduction: Description of project; framework, Objectives/tasks, goal. </li></ul><ul><li>Current status: Cost, Schedule, Progress, Quality, Tools & techniques. </li></ul><ul><li>Future expectations (status): Possible changes in technical approaches, tasks, budget, schedule in response to problem or opportunity. </li></ul><ul><li>Critical management: Practical approaches related to the understanding between team, relations, managing conflict or jealousness, trade-offs etc. </li></ul><ul><li>Risk management: Risks associated with Time, Cost, and Performance. </li></ul><ul><li>Limitations: Statement mentioning limitations in pursuing data, concerns (people/work), hindrances, compromises. </li></ul>
  13. 13. Project Termination Phase: <ul><li>The Post Project Review: </li></ul><ul><li>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. </li></ul><ul><li>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. </li></ul><ul><li>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. </li></ul>
  14. 14. Project Termination Phase: <ul><li>The Post Project Review: </li></ul><ul><li>Many organizations uses post-project review technique to evaluate, identify and approach powerful opportunities, and highlight learned lessons. </li></ul><ul><li>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). </li></ul><ul><li>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. </li></ul>
  15. 15. Project Termination Phase: <ul><li>The Post Project Review Outline: </li></ul><ul><li>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). </li></ul><ul><li>Format includes following headings: </li></ul><ul><li>Project Summary: Summary includes project profile, dates and work performed. </li></ul><ul><li>Accomplishments/Contributions: Detail of each accomplishment/contribution identified, including significant achievements and observations made by groups. </li></ul><ul><li>Problem Areas/Obstacles: Detail each problem area or obstacle identified or occurred during implementation phase or in assessments made by group. </li></ul><ul><li>Action Items/Decisions: Detailed list of all action items and decisions generated and applied in response to the problem areas. </li></ul><ul><li>Lessons Learned: Detailed list of lessons learned (both positive and negative) from the project; based on group discussion and collective evaluation. </li></ul>
  16. 16. Project Termination Phase: <ul><li>Class Assignment: </li></ul><ul><li>Create Post Project-Management Evaluation report by putting these headings: </li></ul><ul><li>Project Management subject summary: Subject profile, dates and work performed. </li></ul><ul><li>Accomplishments/Contributions: Detail coursework topics, assignments, case-studies, activities and other contribution in broadening your knowledge. </li></ul><ul><li>Problem Areas/Obstacles: Detail each problem created by the Teacher and by Students during coursework. </li></ul><ul><li>Action Items/Decisions: Make list of all actions or decisions generated in response to the problem areas. </li></ul><ul><li>Lessons Learned: What have you learned? (list both positive and negative) from the PM coursework; based on class lectures, discussion and assignments. </li></ul>
  17. 17. Project Termination Phase: