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Sharath PM Report

The document outlines the importance of project closure, detailing deliverables such as wrapping up the project, performance evaluation, and types of project closure. It emphasizes the need for thorough final reports, lessons learned, and effective team evaluations to enhance future project outcomes. Additionally, it discusses the role of retrospectives in capturing lessons learned and overcoming barriers to their effective implementation.

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Sharath PK
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10 views7 pages

Sharath PM Report

The document outlines the importance of project closure, detailing deliverables such as wrapping up the project, performance evaluation, and types of project closure. It emphasizes the need for thorough final reports, lessons learned, and effective team evaluations to enhance future project outcomes. Additionally, it discusses the role of retrospectives in capturing lessons learned and overcoming barriers to their effective implementation.

Uploaded by

Sharath PK
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Report summary on project closure

Project closure
By sharath (230917004)

Project Closure and Review Deliverables

Introduction:
Every project, regardless of its nature, eventually reaches its
conclusion. However, the closure phase is often overshadowed by the
excitement of moving on to new projects. Nevertheless, managing the
closure phase is crucial for the overall success of the project and the
organization. Effective closure and review processes contribute to
organizational prosperity, while neglecting these aspects can lead to
prolonged projects and repetitive mistakes.

Major Deliverables for Project Closure:

Wrapping up the project: This involves ensuring that the project is


approved and accepted by the customer. Other activities include
closing accounts, paying bills, reassigning equipment and personnel,
finding new opportunities for project staff, closing facilities, and
preparing the final report. Coordination among stakeholders is
essential for completing these tasks efficiently.

Evaluation of performance and management of the project: This


includes assessing the performance of the project team, individual
members, and the project manager. External input from vendors and
customers may also be considered. Evaluating the major players
provides valuable insights for future projects.
Report summary on project closure

Types of Project Closure:

Normal: Most projects end with the completion of deliverables and


handover to the customer or integration into ongoing operations.
Premature: Some projects may end early with certain parts
eliminated, often due to pressure for early market entry. Careful
assessment of risks and benefits is essential in such cases.
Perpetual: Projects with constant "add-ons" indicate a poorly
conceived scope and may require recommendations for closure or
initiation of new projects.
Failed Project: Projects that fail should be closed down with clear
communication of the reasons for termination.
Changed Priority: Organizational shifts in priorities may lead to the
alteration or cancellation of projects in process.

Final Project Report

Executive Summary:
The final project report provides a comprehensive overview of the
project implementation, performance, and outcomes. Key findings
include the achievement of project goals, stakeholder satisfaction,
user feedback, and performance metrics related to time, cost, and
scope. Major challenges encountered and lessons learned are also
highlighted.

Review and Analysis:


Data collected throughout the project are analyzed to assess project
history, management performance, and lessons learned. The analysis
Report summary on project closure

delves into underlying causes of problems, successes, and


organizational aspects such as culture, resource availability, and
procedures. Project schedules, cost comparisons, and scope data are
utilized to evaluate performance and inform the review.

Recommendations:
The report includes recommendations for major improvement actions
based on the analysis. These recommendations may address technical
solutions, vendor or contractor relationships, or process enhancements
aimed at avoiding rework and improving future project outcomes.

Lessons Learned:
The lessons learned section highlights valuable insights gained from
the project closure process. Succinct and clear lessons are identified,
stressing the importance of helping future projects avoid similar
pitfalls. Past project reports and retrospectives are acknowledged as
valuable resources for new project teams, emphasizing the practical
significance of lessons learned.

Appendix:
The appendix contains critical backup data or detailed analysis to
support the findings and recommendations of the report. It is not used
as a dumping ground for irrelevant information but includes pertinent
details that allow for further investigation if needed.

Team evaluation
Evaluation of team performance is essential for fostering behavioural
changes and supporting individual career development. However,
current practices indicate shortcomings in performance evaluation,
primarily due to:
Report summary on project closure

1) Individual evaluations being left to supervisors of team


members' home departments.
2) Team performance measures focusing primarily on time, cost,
and specifications.
To enhance evaluation effectiveness, organizations should consider
measuring additional criteria such as team-building processes,
decision-making effectiveness, group cohesion, and customer
satisfaction with project deliverables.
Individual, Team Member, and Project Manager Performance
Reviews
1) Performance reviews should focus on identifying strengths and
weaknesses and developing action plans for improvement.
2) Avoid drawing comparisons between team members and
maintain consistency and fairness in evaluations.
3) Performance feedback should be ongoing throughout the project
to minimize anxiety during formal reviews.
Key Considerations for Performance Reviews
1) Performance reviews should focus on identifying strengths and
weaknesses and developing action plans for improvement.
2) Avoid drawing comparisons between team members and
maintain consistency and fairness in evaluations.
3) Performance feedback should be ongoing throughout the project
to minimize anxiety during formal reviews.
Report summary on project closure

Retrospectives

Why Retrospectives?

Retrospectives, also known as postmortems or post-project


reviews, are essential for capturing lessons learned from past
project experiences. Despite their long-standing presence in
project management, the true value of retrospectives has often
been underutilized. Many organizations, both large and small,
have struggled to effectively mine and implement lessons
learned, leading to repeated mistakes and missed opportunities
for improvement.

Barriers to Effective Lessons Learned

Several barriers hinder the effective capture and utilization of


lessons learned:
Report summary on project closure

Lack of time: Often cited as the most common reason for not
creating lessons learned.
Lack of direction or support: Teams receive little guidance or
support after reporting lessons learned.
Degeneration into blame sessions: Lessons learned sessions
can become emotionally damaging blame sessions.
Lack of cross-location usage: Lessons learned are not shared or
used across different locations.
Limited use in future projects: Lessons learned are seldom
used to improve the remaining work in a project or in future
projects.
Failure to recognize the value of learning: Organizational
culture may not prioritize the implementation of lessons learned.

The Role of Retrospectives

Retrospectives offer a methodology and management


philosophy to overcome these barriers and ensure that lessons
learned are identified, utilized, and integrated into the project
management culture. Retrospectives involve analyzing past
project events to determine what worked and what didn't,
developing actionable lessons learned, and creating plans to
improve future project management.

Initiating the Retrospective Review

The review process varies based on organization and project


size but should ideally be integrated into the project planning
stage. Involvement of an independent facilitator is crucial, and
the facilitator should possess characteristics such as impartiality,
Report summary on project closure

respect, and independence. The retrospective approach


emphasizes gathering lessons learned during project execution
to facilitate course corrections and improvements.

Managing a Retrospective

Having a facilitator available from the project's outset is


preferred to ensure lessons learned are captured early. Separate
repositories are essential to store reports and lessons learned for
future reference. Organizations must ensure that lessons learned
are actively utilized in future projects to avoid repeating past
mistakes and to drive continuous improvement.

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