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Exit Criteria
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The exit criteria for a given project tends to be unique no matter how many times a similar project has been conducted Even if the project has been done before, there are always certain factors that require a slightly different approach to the closing process for each project Exit criteria must align to the agreed-to measures for the project and may include quality, quantity, conformance to specific requirements, key deliverables such as products, services, and results
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Project Closure Activities
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Here are some of the more common project closure activities:
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Provide final written reports (financial status, earned value reports, milestones, changes, successes, open issues, the location of updated documentation, and so on) Conduct contract closeout and overall administrative closure Get formal acceptance (extremely important) of all deliverables Conduct a lessons learned session to capture what worked and what didn t work (include the customer) Update documentation for record retention (Check with your asset manager or business controls coordinator for state and local, federal government [IRS, SEC], and company-specific requirements) Conduct team and individual evaluations Provide feedback to the employees and their managers Provide rewards and recognition to the team and individuals for their contributions Celebrate!
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Sample Project Closure (from the BEC Case Study)
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To carry on with our events center case study, see Table 13-1 for a real-world example of project closure After each event/project, this checklist is used to determine the status of the facility, equipment, and preparedness for the next event All identified follow-up activities will be initiated as appropriate
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Conduct Lessons Learned/Closure Meeting
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History is our best teacher It shows us how to do things better if we take the time to learn from our mistakes If we don t apply the knowledge learned, we truly miss out on some valuable lessons that can be costly to our future projects Too often we just dive in to the water before we realize we don t have on a life preserver The words of Clarence Darrow are appropriate here: History repeats itself That s one of the things wrong with history To help assess the results of your project, schedule a project team meeting and include the customer Plan for at least two hours (more if the project is large or complex) Also, set the stage and expectations by sending an agenda ahead of time and be sure to capture the minutes of this meeting The lessons learned/closure meeting works best if you provide questionnaires or surveys ahead of time so people can think about their
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13: Closing the Project: Are We There Yet
Resource/Owner Activity Description
Building operations Preventative maintenance Sponsorships Walk through a visual inspection for damages Check all building equipment and systems to ensure good working order Create a detailed report outlining fulfilled elements of the event sponsorships Reconcile all advertising audit reports with each media partner (radio and television spot times and newspaper tear sheets) Analyze box office sales and determine return on investment (ROI) in relation to each media buy Create a report detailing building cleanliness, attendance, staff performance, issues/concerns related to the event, successes of the event, accidents/injuries, patron behavior, police reports, and recommendations for future events Process all payments, expenses, and financial settlements, and report financial status with event promoter/manager
Complete Yes/No Comments/Follow-Up
Schedule repairs if necessary Schedule maintenance as needed Create action plans as needed
Marketing
Ensure event advertisement is cancelled to match event completion and billing, as appropriate Use results for future marketing trend analysis and strategy
Sales
Manager on duty
Communicate status results Create action plans as needed
Finance manager
Handle reconciliations and payments disputes Ensure that retention of financial reports meets all company external agency requirements
Table 13-1 Sample Project Closure
answers prior to attending the meeting Here are some key questions that need to be asked and answered:
How did we do overall on the project (Were the results achieved and anticipated ) Did we meet our documented objectives (Did we deliver what we said we would ) Are the products or services at the approved quality levels
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