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Closeout

Closeout

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Published by: otherside on May 26, 2008
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06/16/2010

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5
PROJECT CLOSEOUT
Purpose
The purpose of Project Closeout is to assess the project andderive any lessons learned and best practices to be applied tofuture projects.Project Closeout begins with a Post-Implementation Review.The review may start with a survey designed to solicit feedbackon the project from the Project Team, Customers, Consumersand other stakeholders. Once feedback has been collected andevaluated, an assessment meeting is conducted to derive bestpractices and formulate lessons learned to inform futureefforts. Ideally, the best practices and lessons learned shouldbe stored in a centralized organizational repository, facilitatingaccess and retrieval by managers of future projects.Project Closeout ends with administrative closeout – providingfeedback on Project Team members, updating the skills inven-tory, capturing key project metrics, and filing all pertinent proj-ect materials into the project repository.
List of Processes
This phase consists of the following processes:
N
Conduct Post-Implementation Review,
 where the ProjectManager assesses the results of the project by solicitingfeedback from team members, customers and otherstakeholders through the use of a survey to gatherlessons learned, best practices and performance patternsor trends, and communicate those results in the form of a Post-Implementation Report.
N
Perform Administrative Closeout,
 where the ProjectManager formally closes the project by providing perform-ance feedback to team members, and archiving all projectinformation.The following chart illustrates all of the processes and deliver-ables of this phase in the context of the project managementlifecycle.
265 
 
266 
Section I:5 
Project Closeout 
NYS Project Management Guidebook 
Project Execution and Control
Conduct Phase Kick-off
Orient New Team Members
 
Review Project MaterialsKick Off Project Execution
Monitor and Control Risks
Monitor RisksControl Risks
 
Monitor Impact on CSSQ
 
Manage Project Execution
Manage Change ControlManage Deliverable AcceptanceExecute Communications PlanManage Organizational Change
 
Manage Project TeamManage Issues
Manage CSSQ
Manage Project Scope
 
Manage Project ScheduleManage Project BudgetImplement Quality Control
Gain Project Acceptance
Conduct Final Status MeetingGain Acceptance SignatureManage Project Transition
Updated CSSQApproval FormsIssue LogStatus ReportsArchivedProjectRepository
Project Closeout
Conduct Post-Implementation Review
Solicit Feedback
 
Conduct Project AssessmentPrepare Post-Implementation Report
PerformAdministrative Closeout
Archive Project Information
Project Acceptance Form
RiskManagementWorksheetUpdatedProjectSchedule
Provide PerformanceFeedback
Figure 5-1
 
Section I:5 
Project Closeout 
267 
NYS Project Management Guidebook 
List of Roles
The following roles are involved in carrying out the processesof this phase. The detailed descriptions of these roles can befound in the Section I Introduction.
N
Project Manager
N
Project Sponsor
N
Project Team Member
N
Customer
N
Consumer
N
Internal Stakeholders
N
External Stakeholders
N
Performing Organization Management
List of Deliverables
The major outcome of this phase is the Post-ImplementationReport, which formalizes the feedback received from allinvolved parties, and identifies best practices and lessonslearned. The output from the tasks performed as part of con-ducting a Post-Implementation Review serves as the buildingblocks for the report.Of even more importance is the transfer of lessons learned andbest practices from the Post-Implementation Report to an orga-nizational repository of project management data.The final deliverable of this phase is the Archived ProjectRepository.The following table lists all Project Closeout processes, tasksand their deliverables.
ProcessesTasksTask Deliverables
(Outcomes) 
Conduct Solicit Feedback 
Post-Implementation Survey 
Post-ImplementationConduct Project Assessment
Project Assessment Meeting 
ReviewPrepare Post-Implementation Report
Post-Implementation Report 
Perform Administrative Update Skills Inventory and Provide
Updated Skills Inventory 
CloseoutPerformance Feedbac
Performance Feedback 
 Archive Project InformationArchived Project Repositor
Figure 5-2

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