PMEducation

Project Closure or Phase Closure: The process of finalizing all activities to formally complete a project, or a phase of a project.

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                 OVERCOMING the OBSTACLES of closing a project or phase

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The KEY to closing your project or phase successfully is to start a mini-project of

the few remaining things to be done, and close the original main project as much as possible.

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Do you see how the mini-project approach solves the obstacles you can encounter in closure? Let's review these:

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                          Open the Bill of Rights page and leave it open.

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i) Obstacle:The picture is so big that people lose focus on the small amount of work 

                   remaining to be done.

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i) Solution: That project is finished. The new (mini-project) is much smaller with its

                   own Scope, Time, and Cost to manage.

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ii) Obstacle: Team members lose motivation because most of the challenge is gone.

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ii) Solution: a)  There are now new challenges found in starting a new project

                                 b)  You might be starting with a new team; a team which enjoys the

                          challenge of closing a project or phase.   (Bill of Rights, bullet #6)

                   c)  On large construction projects it is common to have a completion

                         team, a verification team and a start-up team, for expertise.  Using

                         this principle, even with the same people, show your team that the

                         mini-project is a new beginning, (and performance will be evaluated

                         on this phase separately).

 

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iii) Obstacle: Team members “drag on” the work because they don’t want the project

                      to end.

 

iii) Solution: a)  The old project is done.  Close out work orders, purchase orders,

                        and any other authorizations that permit expenses.

                   b)  Re-issue small orders as needed to complete the mini-project.

                   c)  Be sure to advise Stakeholders of your actions, but as the Project

                        Manager, you have the right and obligation to close and open

                        orders (Bill of Rights, bullet #3)

 

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iv) Obstacle: Your project has become the "slush fund against which everyone

                      charges their miscellaneous time and expenses.

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iv) Solution: This solution is the same as (Solution iii). above.

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v) Obstacle: Everyone wants to be involved; especially those who were never on the

                     team.

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v) Solution: a) That’s probably a good sign.  Everyone wants to be part of a winning

                        team. Consider this as a compliment but continue to be the Project

                        Manager.

                   b) If the project has gone poorly, remember, you are starting over with a

                       new mini-project.  Use the assistance that is beneficial and dismiss

                       the rest, just like any other time.   (again Bill of Rights, bullet #6).

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vi) Obstacle: You try to close out the project only to find that the client says you’re

                      not finished. OR

                      You can’t seem to ever close out the project because the client says

                       you’re not finished.

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Vi) Solution: a) The mini-project allows you to focus in on the small part that is

                         not finished.  This is not a time for scope creep; but a time to

                          zero in on what was originally agreed to  (Bill of Rights, bullet #1)

                     b) NOTE:  If the client insists on adding scope, open another new

                         project.  To the client it may all be part of one project but as

                         Project Manager, you will treat them as separate entities.

 

vii) Obstacle: The client wants to run the plant (or operation or other project                                      deliverable) on your project budget

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vii) Solution: a) In the planning stage of your mini-project you make a clear definition

                          to what is included and what is excluded from the scope of work. 

                          This is relatively small scope is easier to focus on than the entire

                           project. Stick to the mini-project plan.  (Bill of Rights, bullet #1)

                     b) Sometimes this issue is about quality or quantity (output) of

                          the finished project.  In your planning stage you define the    

                          Verifications, Start-up, Performance parameters and methods

                          of measurement that would indicate successful completion. 

                          Again, stick to the plan as you manage the mini-project. (Bill of

                           Rights, bullet #1)

 

 

               AGAIN:  At this end stage, If the client insists on adding scope to your

                             project, you should open a whole new project, and manage it

                              separately. 

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viii) Obstacle: You built it but no one knows how to use it.

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viii) Solution:  In the Planning stage of your whole project, you discussed the need

                        for Training, and Manuals, and agreed on what was included.  Stick

                        to the plan as you plan the mini-project. (Bill of Rights, bullet #1)  

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ix) Obstacle: You’re getting pressure from your boss to start another large project.

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ix) Solution: a) The mini-project shows more clearly what remains to be

                          done. If your boss (or client or sponsor) wants to eliminate any

                          items from the Scope of your mini-project you can point them out

                          and discuss them.  Then follow the boss.

                     b) See obstacle (iii) above.  Maybe that’s you.

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                                           CLEAN UP ACTIVITIES:

 

            For a final list of activities giving a professional clean up to your project,

                                            click the  blue button