Project Closure: Evaluating Success and Improving Delivery

2. Where We Are Now 14–2

3. Major Tasks of Project Closure • Evaluate if the project delivered the expected benefits to all stakeholders. • Was the project managed well? • Was the customer satisfied? • Assess what was done wrong and what contributed to successes. • Identify changes to improve the delivery of future projects. 14–3

4. Types of Project Closure Normal Project was completed and objective was met Premature Completed with reduction in scope or parts Perpetual Which never ends (due to poor planning) Failed Project Completed but objective was not met Changed Priority Project was cancelled due to changes in priority Close-out Plan: Questions to be Asked What tasks are required to close the project? Who will be responsible for these tasks? When will closure begin and end? How will the project be delivered? Project Closure 14–4

5. Barriers to Project Success Activity* Barrier Incidence (%) Planning Unclear definition 16% 32% Poor decision making 9 Bad information 3 Changes 4 Scheduling Tight schedule 4 12% Not meeting schedule 5 Not managing schedule 3 Organizing Lack of responsibility or accountability 5 11% Weak project manager 5 Top management interference 1 Staffing Inadequate personnel 5 12% Incompetent project manager 4 Project member turnover 2 Poor staffing process 1 Directing Poor coordination 9 26% Poor communication 6 Poor leadership 5 Low commitment 6 Controlling Poor follow-up 3 7% Poor monitoring 2 No control system 1 No recognition of problems 1 *To interpret the table, note that 32 percent of the 1,654 participants reported the barriers under “Planning,” 12 percent reported the barriers under “Scheduling,” and so on. Table 14.2

6. Implementing Closedown • Getting delivery acceptance from the customer. • Shutting down resources and releasing to new uses. • Reassigning project team members. • Closing accounts and paying all bills. • Evaluating the project, project team, project team members, and the project manager. 14–6

7. European Space Launch, AG—Project Closure Checklist

8. Executive Summary Project goals met/unmet Stakeholder satisfaction with project User reactions to quality of deliverables Analysis Project mission and objective Procedures and systems used Organization resources used Recommendations Technical improvements Corrective actions Lessons Learned Reminders Retrospectives Appendix Backup data Critical information Creating the Final Report 14–8

9. Project Evaluation Tasks at Closure • A review of why the project was selected. • A reassessment of the project’s role in the organization’s priorities. • A check on the organizational culture to ensure it facilitates the type of project being implemented. • An assessment of how well the project team is functioning well and if its is appropriately staffed. • A check on external factors that might change where the project is heading or its importance. • A review of all factors relevant to the project and to managing future projects. 14–9

10. Pre-Implementation Conditions: Team • Are standards and goals for measuring performance clear, challenging, and attainable? Lead to positive consequences? • Are responsibilities and performance standards known by all team members? • Are team rewards adequate? Management believes teams are important? • Is there a career path for successful project managers • Does the team have discretionary authority to manage short-term difficulties? • Is there a high level of trust within the organization culture? • Are there criteria beyond time, cost, and specifications? 14–10

11. Sample Team Evaluation and Feedback Survey TABLE 14.3

12. Project Performance Evaluation: Individual • Who should assess performance? • In a functional organization (or functional matrix): • The functional (area) manager may solicit the project manager’s opinion of the individual’s performance on a specific project. • In a balanced matrix: • The project manager and the area manager jointly evaluate an individual’s performance. • In a project organization (or project matrix): • The project manager is responsible for appraising individual performance. 14–12

13. Conducting Performance Reviews • Begin by asking the individual to evaluate his or her own performance. • Assess the individual in terms of established standards and expectations. • Avoid drawing comparisons with other team members; rather,. • Focus criticism on specific behaviors rather than on the individual personally. • Be consistent and fair in treatment of all team members. 14–13

14. Individual Performance Assessment • Multirater appraisal (“360-degree feedback) • Involves soliciting feedback concerning team members’ performance from all of the peoplethat their work affects. • Project managers, area managers, peers, subordinates, and customers. 14–14

15. Retrospectives • Lessons Learned • An analysis carried out during and shortly after the project life cycle to capture positive and negative project learning—“what worked and what didn’t?” • Purposes of Retrospectives • To reuse learned solutions • To stop repetitive mistakes • Barriers to Organizational Learning • Lack of post-project time for developing lessons • No post-project direction or support for teams • Lessons become blame sessions • Lessons are not applied in other locations • Organizational culture does not recognize value of learning 14–15

16. Initiating the Retrospective Review • Avoid surprises. • Project closures should be planned and orderly. • Schedule ahead so that people know when reviews will take place. • Conduct reviews carefully and with sensitivity • Reviewers must be independent from the project. • Review reports need to be used and accessible. • Reviews support organizational culture • Certain “core conditions” must be in place to support team and individual evaluation. • Conduct individual and team evaluations separate from pay or merit reviews. 14–16

17. Key Terms Lessons learned Organization evaluation Performance review Project closure Project evaluation Project facilitator Retrospective Team evaluation 360-degree review 14–17