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25 Cards in this Set
- Front
- Back
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Name and describe the four (4) reasons for project endings.
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Addition
Occurs when projects evolve into ongoing operations. Starvation Occurs when resources are cut-off from the project Integration Occurs when project resources are reassigned or redeployed to other projects or other activities within the organization Extinction Occurs when the project is completed and accepted by the stakeholders |
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Exam Essential
Understand the steps involved in closing a project phase |
The steps include:
• Obtaining sign-off (acceptance) • Transferring the product to the organization • Releasing the project resources • Closing out contracts • Performing Administrative Closure • Documenting historical information for future projects • Conducting post-mortem analysis • Conducting post-project reviews • Preparing the project close report |
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Exam Essential
Explain the purpose of obtaining formal customer or stakeholder sign-off |
The formal sign-off documents that the customer accepts the project work and that the project meets the defined requirement.
It also signals the official closure of the project and the transfer of the final product of the project to the organization. |
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Exam Essential
Describe transferring the project results to the organization |
• Transferring the project results occurs once sign-off has been obtained.
• There should be a documented transition plan for transferring the project results, including describing the type of training or skills needed to maintain the product. • License costs, warranty coverage and time period, user documentation, and any other materials needed by the organization should be included in the transfer |
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Exam Essential
Understand the key elements of the Close Procurements process |
Contract closeout verifies that all the work described in the contract was completed satisfactorily per the contract terms and conditions.
It includes notifying the vendor in writing that the work of the contract is accepted. |
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Exam Essential
Name the procedures involved in Administrative Closure. |
Administrative Closure includes:
• Gathering and centralizing project documents • Performing a post-project review • Writing the final project close report • Archiving project documents • Documenting lessons learned and historical information Primary purpose is to gather lessons learned and distribute the notice of acceptance. |
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Key Terms
Lessons Learned |
Information gathered throughout the project (and again at the end of the project phase or project) that documents the successes and failures of the project.
This information is used to benefit the current project and future projects. |
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Key Terms
Post-mortem Analysis |
Performed when a project is canceled or ends prematurely. It describes the reasons for cancellation or failure and documents the deliverables that were completed.
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Key Terms
Post-project Review |
Conducted at the end of the project to document lessons learned.
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Key Terms
Product verification |
Occurs in the Close Procurements process and determines whether the work of the contract is acceptable and satisfactory according to the stakeholders.
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In which project process group is risk the lowest?
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During Project Closure
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What type of organizations tend to experience the least amount of stress during project closure?
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Weak Matrix
This is because in Weak Matrix organization the functional manager assigns all tasks (project-related tasks, as well) so the team members have a job to return to once the project is completed and there’s no change in reporting structure |
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What are the reasons that a project must come to an end?
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• They’re completed successfully
• They’re cancelled or killed prior to completion • They evolve into ongoing operations and no longer exist as projects • Their budgets are slashed • They project resources are redirected to other activities or projects • The customer goes out of business or is merged with another entity |
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What are some of the reasons project cancellation occurs?
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• Project sponsors move on to other assignments
• Budgets are cut • New management comes into power and changes direction • Vendors don’t perform as anticipated • Many more |
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The are some of the reasons project starvation occurs?
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• Other projects come about and take precedence over the current project, thereby cutting the funding or resources for the project
• The customer curtails the an order • The project budget is reduced • A key resource quits |
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What is the difference between starvation and integration?
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In starvation resources are cut
In integration resources are reassigned or redeployed |
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What is phase closure?
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Occurs at the end of each project phase and includes all the same steps as project closure
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What is the primary purpose of project closeout?
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Obtaining formal written sign-off and acceptance of the project
Sign-off officially closes the project and is your proof that the project was completed satisfactorily |
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Who has the authority to sign-off and accept the final outcomes of the project?
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The project sponsor
In cases where you are working on a project that involves an external customer, the sponsor typically is the customer |
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When do warranty periods begin?
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After project sign-off is obtained
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Whose responsibility is it to ensure that procured deliverables meet the acceptance criteria?
Why is important to ensure this is completed prior to procurement closure? |
The project manager
Once the contract has been completed, you may have no recourse if you find missing deliverables or poor-quality work. |
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What is the purpose of archiving project documents?
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1. It’s to show you have completed the work of the project and that you can produce sign-offs, and other legal documents, should the need arise
2. It can be used to help you or other project managers on future projects |
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What information might be documented in lessons learned?
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• The reasons specific corrective actions were taken
• Their outcomes • The causes of performance variances • Unplanned risks that occurred • Mistakes that were made and could have been avoided |
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What areas of the project should be reviewed in the post-review process?
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• Review each process group (initiating, planning, executing, monitoring and controlling, closing).
• Review the performance of the project team • Document vendor performance • Examine sponsor and key-stakeholder involvement • Review the risks that occurred and the effectiveness of the risk response plans • Document risks that occurred that were not identified during the project • Evaluate the estimating techniques used for costs and resources • Evaluate the project budget vs. actual performance • Review the schedule performance, critical path, and schedule control • Review the effectiveness of the change management process |
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What information should be included in the Project Close Report?
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• Recap the original goals and objectives of the project
• Statement of project acceptance or rejection • Summary of project costs • Summary of project schedule • Lessons learned and historical data |
