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PMP Certification: A Beginner s Guide
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Did we manage the customer and team expectations properly Did we effectively manage change by enforcing the control process What caused the most problems, and how can we keep them from coming back on our next project Was the budget managed properly, or did we have to beg for more funding halfway through the project life cycle Did we make the best use of our resources (Did we use the right skills at the right time in the right place ) Did we use the lessons learned from previous similar projects and did we capture lessons learned from the current project effectively
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Some great lessons learned templates are available on the Internet You can see a partial example in Figure 13-1[1]
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Documenting Results and Action Items
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The project is not over until the paperwork is done Documenting the results of the lessons learned and project closure meetings needs to be concise with specifics of key findings, a clear short summary of events, feedback from the team, milestones, deliverables, and any/all follow-up action items, warranty period contacts, and so on Here are the steps to take:
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1 Completely and accurately document the project results (This should match the scope
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baseline and milestones as well as address all approved changes)
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2 Document accomplishments and team member recognition 3 Capture minutes of all meetings, especially lessons learned and closure meetings,
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including input from all stakeholders (customer, team, yourself as the PM, sponsors)
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4 Plan for process improvement (remember Deming s Plan-Do-Check-Act cycle)[2]
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Most project managers like checklists or surveys to tell them how they did in managing the project Table 13-2 is a sample post-project survey (from Identifying and Managing Project Risk, Second Edition, by Tom Kendrick) that includes questions about project definition, planning, defect and issues management, decision making, teamwork, leadership, and managing dependencies[3]
13: Closing the Project: Are We There Yet
1 Project Lessons-Learned Check List
Impact Low No Lessons Learned Yes No N/A 1 2 3 High 4 5
Yes = The project team agrees with the statement No = The project team does not agree with the statement N/A = This statement does not apply to the project Impact = The extent to which this factor had an impact on your project
Add a >comment to any question where supporting detail would be helpful Project Planning 1 Business objectives were specific, measurable, attainable, results-focused, and time-limited > 2 Product concept was appropriate to business objectives > 3 Project plan and schedule were well documented, with appropriate structure and detail > 4 Project schedule encompassed all aspects of the project > 5 Tasks were defined adequately > 6 Stakeholders (eg, sponsor, customer) had appropriate input into the project planning process > 7 Requirements were gathered to sufficient detail > 8 Requirements were documented clearly 9 Specifications were clear and well documented > 10 Test plan was adequate, understandable, and well documented > 11 External dependencies were identified and agreements were signed > Figure 13-1 Sample lessons learned template >
PMP Certification: A Beginner s Guide
Please evaluate each of the following statements using the scale: 1-Strongly disagree, 2-Disagree, 3-No opinion, 4-Agree, 5-Strongly agree 1 1 1 1 1 1 1 1 1 1 1 1 2 2 2 2 2 2 2 2 2 2 2 2 3 3 3 3 3 3 3 3 3 3 3 3 4 4 4 4 4 4 4 4 4 4 4 4 5 5 5 5 5 5 5 5 5 5 5 5 Project developed and used a project and risk plan Problems were dealt with quickly and escalated properly when necessary Schedule/budget problems were dealt with effectively Resource problems were dealt with effectively Specifications were modified only through approved change control/management Project reviews were done at appropriate times Communications were thorough, timely, and complete Documentation was consistent and available when needed Project status was reported honestly throughout the project Reporting project difficulties resulted in solutions Standard processes were used properly The project had appropriate sponsorship and support
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