Case Study on "Project Closing Phase of Project Management"

Case Study 4 pages (1298 words) Sources: 3

[EXCERPT] . . . .

Closing

A project is a temporary endeavor with a defined beginning and an end. It creates a unique product or result; the distinguishing characteristics of which are progressively detailed as the project is better understood through an iterative planning and execution process. The Project Management Institute (PMI) has published its Project Management Body of Knowledge (PMBOK, 2010) which breaks down the work of a project into five process groups: Initiating, Planning, Executing, Monitoring & Controlling, and Closing. The Closing process group is the least discussed and often ignored step in the entire history of projects. All too often, projects never seem to officially finish. The project manager goes on to other things and the work of the project just stops. Experience shows that there is value to be learned from any project -- even a failure. According to the research of the Standish Group (2011), more than half of all formal projects are not successful because they do not satisfy the triple constraint of: delivered on time, on or under budget, and works as required. An effective Closing process is considered a key factor in improving project success rates. Project managers are advised to review case studies to gain valuable knowledge from the documented lessons learned.

Project Management Best Practices

Jeff Merron (2011) observes that the best way to achieve success is to assemble an experienced team, set clear objectives, and monitor progress of individuals in a way that allows the entire team to see what everyone else is doing. Charts and graphs can be highly effective in monitoring progress, but Merron finds that one-on-one communication is the common key to avoiding trouble. The project manager must meet with each team member on a consistent basis, to determine any anticipated roadblocks and support needed. The single biggest success factor is making sure that all the team members have "bought in" to their responsibilities and the steps needed to complete their deliverables on time and budget.

Closing Process Group

Project closure is an important part of the overall project lifecycle. It brings things to the ended state in a formal approved way. PMBOK defines the Closing Process Group as "Those processes performed to formally terminate all activities of a project or phase, and transfer the completed product to others or to close a cancelled project."

It's an effective way to move the project into the normal business operations or review cancelled projects to glean information from them, the better to run future projects.

Projects are cancelled for numerous reasons: a late start, budget cuts, an inadequate skill set, a plethora of project changes, and most often, unrealistic project objectives. Elyse (2006) recommends that whether a project is successful or not, it is good to record the lessons learned from the project and inject the knowledge into other projects, current and future.

The Closing Process Group coordinates project completion required to formally close or cancel a project and document the lessons learned. In accord with the PMBOK, the following key activities need to be executed in the closing process: Confirm that all requirements have been met. Verify that all completion or exit criteria set in place during the planning process have been accomplished. Obtain formal sign-off of the product from the customer. Make final payments to vendors and complete cost records. Gather and document lessons learned. Add new skills acquired during the project to team members' personnel files. Perform procurement audits. Complete contract closure and administrative closure. Create and distribute the final report of project performance. Index and archive project records. Measure customer satisfaction. Hand off completed deliverables to operations and maintenance. Release resources. Celebrate! (PMBOK, 2010)

Project Retrospectives

Stacey Ann Allen has contributed her observations, which are paraphrased here. A project retrospective is a disciplined look back at prior events in search of a way to help project managers improve their team's effectiveness. Although retrospectives are often lumped… READ MORE

How to Reference "Project Closing Phase of Project Management" Case Study in a Bibliography

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