Chapter 5: Closing the Project

Finishing a project is an accomplishment. It’s the achievement of a lot of work. As a group, you and your team members collectively sparked an idea, planned it, executed the plan, monitored/ controlled your progress, and have now reached the closing process.
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“WE DID IT!”

Sal, Emma, Gabby, Leon: “WE DID IT, THE LAUNCH EVENT WAS AMAZING!
 After a day of rest, we are now ready to close down this part of the project. Closing is the process of completing the project. Finishing a project is an accomplishment. It’s the achievement of a lot of work.” 

The Closing Process

Emma: “We as a group, collectively sparked an idea, planned it, executed the plan, monitored/controlled your progress, and have now reached the closing process. In the closing process we have the opportunity to reflect upon the quality of the project deliverables, what we’ve learned about managing a project, and how well you and your team worked together.
In the closing process there is still some work to be completed as follows:

  • A closing presentation is created, for some projects, to present the final report to the stakeholders (school board, the elderly home, sponsors, etc);
  • We collect and store any project-related paperwork and documents (such as the project plan, completed schedule, etc.) in a project portfolio such as in a notebook or a computer. These documents become reference material for future projects, for example for new iterations of our grocery delivery service in the coming months or another event we’d like to host;
  • Team members need to “sign off” on the project to verify that the project is completed;
  • We’re creating a lessons learned document with team members by asking what went well, what could have been done better, and what should continue;
  • We’re completing a self and peer assessment and have a chat about every person in our team on a 1-to-1 basis. We include whether we:
    • Treated each other with respect,
    • Shared responsibilities,
    • Communicated clearly and effectively,
    • Worked in an organised fashion and
    • Managed time wisely.
    • And, of course finally, we’re celebrating all that our team has accomplished! Regardless of the outcome, we’ve dedicated time and effort, learned a lot along the way, and should be rewarded for ALL the effort.”

Self- and Peer Assessment

Leon: “To make every team member grows from this process, we conduct a self- and peer assessment. We do this by creating a post-it for every team member, which looks likes this:”

Activity 11: Find the words

Sal: “Help us celebrate by finding all the key terms from every chapter, showing that you’re ready to project manage to the MOON!

The words are placed horizontally and vertically. Drag the mouse over the found word to select it.”

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Key terminology

Click on the words to expand the window and understand what they mean:

Acceptance criteria:
A set of conditions that is required to be met before deliverables are accepted.
Activity:
A distinct, scheduled portion of work performed during the course of a project.
Assumption:
A factor in the planning process that is considered to be true, real, or certain, without proof or demonstration.
Closing process:
The process(es) performed to formally complete or close a project, phase, or contract.
Communication management:

A component of the project, program, or portfolio management plan that describes how, when, and by whom information about the project will be administered and disseminated.

Constraint:
A limiting factor that affects the execution of a project, program, portfolio, or process.
Deliverable:
Any unique and verifiable product, result, or capability to perform a service that is required to be produced to complete a process, phase, or project.
Executing process:
This is the process of working through the project plan. The executing stage involves performing the activities outlined during the planning process.
Initiating process:
Those processes performed to define a new project or a new phase of an existing project by obtaining authorization to start the project or phase.
Lessons learned:
The knowledge gained during a project which shows how project events were addressed or should be addressed in the future for the purpose of improving future performance.
Milestone:
A significant point or event in a project, program, or portfolio.
Milestone planning:
A type of schedule that presents milestones with planned dates.
Monitoring and controlling process:
Occurs throughout the entire project. Monitoring and controlling involves ensuring that all the activities in the project plan are completed on time and within budget, as well as addressing any changes necessary to successfully achieve the project goals.
Planning process:
The project manager and team members define the activities needed to complete the final product, service or result. Determining what staff and resources are needed, establish the timeline and available budget for the project.
Project:
A temporary endeavor undertaken to create a unique product, service, or result.
Project Charter:
A document issued by the project initiator or sponsor that formally authorizes the existence of a project and provides the manager with the authority to apply organizational resources to project activities.
Project Management
The application of knowledge, tools, and techniques to project activities to meet the project requirements.
Project Manager
The person assigned by the performing organization to lead the team that is responsible for achieving the project objectives.
Project Schedule

An output of a schedule model that presents linked activities with planned dates, durations, milestones, and resources.

Project Team

A set of individuals who support the project manager in performing the work of the project to achieve its objectives.

Scope:
The work performed to deliver a product, service, or result with the specified features and functions.
Scope creep:
The uncontrolled expansion to product or project scope without adjustments to time, cost, and resources.
Sponsor:
A person or group who provides resources and support for the project, program, or portfolio and is responsible for enabling success.
Stakeholder:
An individual, group, or organization who may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project.
Stakeholder register
A project document including the identification, assessment, and classifications of project stakeholders.
Resource

A team member or any physical item needed to complete the project.

Risk:

An uncertain event or condition that, if it occurs, has a positive or negative effect on one or more of the project objectives.

Work Breakdown Structure (WBS):

A hierarchical decomposition of the total scope of work to be carried out by the project team to accomplish the project objectives and create the required deliverables.