1 00:00:04,510 --> 00:00:08,380 We're still working away here in Project Integration Management. 2 00:00:08,380 --> 00:00:13,780 The good news this is the last process we have to talk about in this knowledge area. 3 00:00:13,780 --> 00:00:19,330 This is also the largest knowledge area so I know you invested a lot of time in this chapter. 4 00:00:19,330 --> 00:00:25,480 Let's talk about closing the project or phase to close the project or phase we're talking about the 5 00:00:25,480 --> 00:00:27,270 whole project is done. 6 00:00:27,340 --> 00:00:32,980 Remember at the end of each phase we could do closing but we could also be closing out a contract so 7 00:00:32,980 --> 00:00:34,960 that's a closing activity. 8 00:00:34,960 --> 00:00:42,280 Let's look at our egos here to close the project or phase so to close out the project or phase our inputs. 9 00:00:42,280 --> 00:00:48,280 We need to charter the project management plan and a whole bunch of project documents the assumption 10 00:00:48,280 --> 00:00:56,800 log your basis of estimates change log issue log Lessons Learned register your milestone list your communications 11 00:00:57,270 --> 00:01:04,180 the QC measurements the different quality reports requirements documentation the Risk Report The risk 12 00:01:04,180 --> 00:01:10,120 register so a lot of businesses going into closing out the project or phase because I need that stuff 13 00:01:10,570 --> 00:01:16,700 to create the final report and to confirm that everything's been done according to plan and everything's 14 00:01:16,720 --> 00:01:24,070 closed out I'll have accepted deliverables and business documents the business case and the benefits 15 00:01:24,070 --> 00:01:30,280 management plan tools and techniques we've seen all of these already expert judgment different types 16 00:01:30,280 --> 00:01:36,520 of data analysis the new one we have here is regression analysis we'll talk about that coming up and 17 00:01:36,520 --> 00:01:44,380 then meetings outputs of close to project or phase you have lessons learned register the actual product 18 00:01:44,410 --> 00:01:53,200 the final product product service or result transition the actual final report and then OPI updates 19 00:01:53,230 --> 00:02:01,210 because what you create now becomes part of Opie a administrative closure this is a term that describes 20 00:02:02,220 --> 00:02:07,240 to the confirmation that all of your documents and deliverables are current. 21 00:02:07,540 --> 00:02:12,640 So that's the first part of the Ministry of closure this is the actual process I should say of how you 22 00:02:12,640 --> 00:02:20,530 close out the project now administrative closure is not a process one of forty nine processes but it's 23 00:02:20,530 --> 00:02:26,120 really the execution of closing the project or phase it's how you officially closed down the busy work 24 00:02:26,410 --> 00:02:33,220 of closing down a project making sure that all your issues are resolved and then all of your deliverables 25 00:02:33,220 --> 00:02:39,190 they've signed off on their formally accepted and that all of the cost you want to gather all the cost 26 00:02:39,190 --> 00:02:45,840 make sure all the costs are charged the projects you can close out the project financially administrative 27 00:02:45,840 --> 00:02:51,780 closure is all about closing all your project accounts so all those different accounts different vendors 28 00:02:51,780 --> 00:02:57,900 that everyone's paid or invoices or purchase orders all of that has to be done financial closure your 29 00:02:57,900 --> 00:03:03,360 personnel on the team they're no longer needed because we're closing down the project so they're reassigned 30 00:03:03,360 --> 00:03:10,330 to other projects so they go back to operations or whatever the case may be you might have access project 31 00:03:10,330 --> 00:03:17,080 materials so you're in construction and you've had some backup material or you have some some spare 32 00:03:17,080 --> 00:03:21,850 parts or whatever the case may be what do you do with that how do you get that into inventory or can 33 00:03:21,850 --> 00:03:26,600 you send it back to the vendor for a refund or can another project utilize it. 34 00:03:26,650 --> 00:03:30,520 So what do you do with that excess material you've got to put it somewhere you can't just ignore it 35 00:03:31,360 --> 00:03:36,820 and then reallocating any facilities or equipment so a way in your organization of saying All right 36 00:03:36,850 --> 00:03:42,850 we're no longer using this piece of equipment it's open if somebody wants to use it and then creating 37 00:03:42,850 --> 00:03:47,550 your final project report redefined What's the project successful or not. 38 00:03:49,120 --> 00:03:55,840 Throughout the project you can do closing when it comes to contract closure so you close out your contractual 39 00:03:55,840 --> 00:04:02,080 agreements it just you know a formal way of saying both parties kept up their end of the bargain here. 40 00:04:02,080 --> 00:04:09,820 If you do have any claims you have to finalize open claims so a claim is a disagreement about who's 41 00:04:09,820 --> 00:04:14,830 in the wrong here where you tell the vendor you don't think this is of quality and the vendor saying 42 00:04:14,860 --> 00:04:17,010 hey it's exactly what you asked for. 43 00:04:17,050 --> 00:04:20,050 So pay us you're like I'm not paying you oh yes they are. 44 00:04:20,050 --> 00:04:22,810 So you had this back and forth and it's no fun for anyone. 45 00:04:23,350 --> 00:04:30,310 So you have to finalize those claims as part of contractual closure if everything goes smoothly which 46 00:04:30,310 --> 00:04:35,320 most of time I think it does or might be some small claims here and there are issues here and there 47 00:04:35,320 --> 00:04:42,340 to resolve but you update your records to reflect the results and then you archive that contract administration 48 00:04:42,670 --> 00:04:44,150 for future usage. 49 00:04:44,230 --> 00:04:49,030 So that helps you in the future say oh I've got a I want to work with this vendor before or you want 50 00:04:49,030 --> 00:04:51,200 to stay away from that vendor and here's why. 51 00:04:51,220 --> 00:04:53,350 So you archive that information. 52 00:04:53,380 --> 00:04:57,670 It's called the procurement file and we'll see that in chapter 12 in the. 53 00:04:57,960 --> 00:04:59,190 A long way from now. 54 00:04:59,200 --> 00:04:59,410 Right. 55 00:04:59,410 --> 00:05:02,430 We're here in chapter four. 56 00:05:02,860 --> 00:05:06,350 Some things that you do in closing you have to create a final report. 57 00:05:06,400 --> 00:05:09,640 You could do this for the whole project or each phase. 58 00:05:09,640 --> 00:05:16,990 You may have to audit the project or the phase was it successful it was it a failure and upfront I remember 59 00:05:16,990 --> 00:05:23,870 in our benefits management plan in our charter in our scope we set the criteria for success. 60 00:05:23,890 --> 00:05:28,180 So that's what we're measuring against manage knowledge it continues on. 61 00:05:28,180 --> 00:05:31,000 How do you share that or transfer that knowledge. 62 00:05:31,000 --> 00:05:34,720 So this thing you've created it's going to go into operational transfer. 63 00:05:34,720 --> 00:05:38,620 They need some training or instruction or communication about it. 64 00:05:38,620 --> 00:05:45,640 We're going to complete lessons learned and then archive that project information some other closing 65 00:05:45,640 --> 00:05:46,320 activities. 66 00:05:46,330 --> 00:05:53,380 You've got to transfer the product service or results in to the next phase into productions or into 67 00:05:53,380 --> 00:05:54,190 operations. 68 00:05:54,190 --> 00:05:57,880 So whatever you create somebody's got to take it known and be responsible for it. 69 00:05:57,880 --> 00:06:04,660 Now we'll also finalize any suggestions for improvement so anything in the project we could have done 70 00:06:04,660 --> 00:06:08,560 better and anything in the organization that would have worked better. 71 00:06:08,560 --> 00:06:13,410 So some of these policies you might realize are kind of outdated or not very useful. 72 00:06:13,420 --> 00:06:16,950 So can you make some recommendations here. 73 00:06:17,200 --> 00:06:21,010 Sending in those suggestions on to the appropriate organizational unit. 74 00:06:21,030 --> 00:06:27,970 So H.R. your PMO whatever department you're working with and you want to measure stakeholder satisfaction 75 00:06:27,970 --> 00:06:31,210 make certain that people are happy with what you've created. 76 00:06:31,240 --> 00:06:35,540 So how do you measure that and quantify happiness. 77 00:06:35,540 --> 00:06:43,190 So you need some surveys and interviews and things of that nature in some instances people are not happy 78 00:06:43,450 --> 00:06:50,870 and the project's been terminated so early project closure project was not doing well on time or cost. 79 00:06:50,890 --> 00:06:52,470 So it was canceled. 80 00:06:52,490 --> 00:06:57,250 So when you have a project that's terminated you just don't walk away from it. 81 00:06:57,260 --> 00:06:59,400 We still have to do some closing here. 82 00:06:59,450 --> 00:07:01,150 So why was it terminated. 83 00:07:01,160 --> 00:07:02,380 Maybe it wasn't a bad thing. 84 00:07:02,380 --> 00:07:08,480 Maybe there was a new technology or that you made a realization that this wasn't feasible so you're 85 00:07:08,480 --> 00:07:10,090 going to save time and money. 86 00:07:10,140 --> 00:07:13,550 It's not always a bad thing when a project gets canceled. 87 00:07:13,760 --> 00:07:18,740 Often it is though you have to talk to the stakeholders and to go ahead and complete as many project 88 00:07:18,740 --> 00:07:24,770 closure activities that you can do like ensuring that all of the payments have been made ensuring that 89 00:07:24,770 --> 00:07:29,000 the access materials have been accounted for and are released. 90 00:07:29,000 --> 00:07:31,370 Any resources that you reserved are released. 91 00:07:31,520 --> 00:07:36,860 So you've got to make sure that everything's closed down so other people can use those resources and 92 00:07:36,860 --> 00:07:39,000 materials and so on. 93 00:07:39,530 --> 00:07:45,620 You do create a project final report even if the projects terminated early and when the project successful 94 00:07:46,010 --> 00:07:51,560 you have this final project report and it's basically a summation of what happened in the whole project 95 00:07:51,890 --> 00:07:58,160 or in that phase it defines what was met and then what about quality and any variances. 96 00:07:58,160 --> 00:08:02,890 So what happened there and was it of quality and acceptable with some variances. 97 00:08:03,140 --> 00:08:04,820 What about cost than time. 98 00:08:04,880 --> 00:08:10,640 So are there any variances with cost or schedule any variances here. 99 00:08:10,820 --> 00:08:12,260 What about the validation. 100 00:08:12,290 --> 00:08:17,690 So the customer signs off on it that you have the final product and they accept it and it's goods you 101 00:08:17,690 --> 00:08:19,590 need to sign off. 102 00:08:19,790 --> 00:08:25,730 You may have to talk about did the project meet or fail meeting the business objectives. 103 00:08:25,730 --> 00:08:26,490 That's no good. 104 00:08:26,490 --> 00:08:32,760 If you have business value or cost right to control or the schedule is way too long. 105 00:08:32,780 --> 00:08:34,330 That affects business value. 106 00:08:34,880 --> 00:08:41,150 And what about the risk in the project where those handled appropriately and how were they closed out 107 00:08:41,150 --> 00:08:43,370 and what can you learn from that. 108 00:08:43,380 --> 00:08:46,070 All right a lot of information here when it comes to closing. 109 00:08:46,110 --> 00:08:49,790 Remember you can close the project and you can close the face. 110 00:08:49,920 --> 00:08:50,460 Great job.