Project Management Online meetup of Open Tech Week by Sigma Software, Lviv, 2020

2. CLOSING A PROJECT
OPEN TECH WEEK 2020

3. With thoroughly conducted closure activities you ensure stakeholders
satisfaction, develop your project management skills, contribute to the
team and company improvement, growth and maturity increase.
KEY IDEA
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4. DO PROJECTS END?
As a PM - make sure you close projects as frequently as you start new ones
The Real End
Successful or failed
Finished or terminated
Phoenix
A bird that cyclically
regenerates or is
otherwise born again
Zombie
Dead body reanimated
through various methods
Surprise
Unconscious response to
unexpected event

5. PROJECT CLOSURE ACTIVITIES
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 Deliverables acceptance and transition to business, operations, IT (moving ownership)
 Formal sign-off and contracts closure
 Procurement process closure – wrapping-up bills and equipment (pre-approval possible)
 Releasing resources – with advance notice for resource owners
 Performance evaluation for team members and their transition
 Documenting and distributing lessons learned within the organization
 Archiving artifacts – preserve all info to be accessible on demand, index data
 Examining and celebrating project success– to get the sense of accomplishment for yourself and the team

6. Collect and index artifacts to save time
 Artifacts – objects made in the past
 Being an archeologist is fun,
sometimes
 Careful digging is very time-
consuming process
Wrap-up infrastructure carefully
 Infra team does not have to know
your project details
 Track external changes and apply
necessary updates
Use close out report to refresh big picture
 Templates and practices are valuable
 External changes and success factors
are important
 Document success factors in the close
out report and refresh the full picture
MISTAKES WERE MADE
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7. CLOSE OUT REPORT HOW THIS MAY HELP
Project description
External changes occurred
Top risks report
Project assessment (schedule, cost, resources)
Lessons learned
Closure activities
Conclusion
What have we done for this customer?
Consider impact for new estimates and proposals
RFP for similar products, and risk buffers
Customer and business evaluation, expert consultancy
Seminars on lessons learned, templates
Where is the source code and other artifacts?
Why were you successful with this assignment?
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8.  Customer logo at company premises and website
 Case study for sales and marketing purposes
 Press release for employees and publishing
 Application screenshots usage
 Reference contact sharing
USE COLLABORATION INFO
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9. A story of something your company did, describing:
 Solution type and business domain
 Customer name and description
 Challenge and objectives
 Your contribution
 Achieved result and key business value obtained
 Duration, team size, technology stack
PREPARE A CASE STUDY
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10.  Preconditions – duties documented, plan of handover prepared, stakeholders informed
 Project – history, stakeholders, goals, deliverables, expectations, management approach, practices, tools and techniques, reporting
 Customer – background, org chart, contacts, business details, contracts and conditions
 Staff – team structure, roles and responsibilities, key people info, performance review status, planned leaves or promotions
 Financials – project model, reporting rules, approval rules, workhours acceptance, budget details
 Technical – user requirements, SAD, programming standards, configuration, defects and issue logs
IS PROJECT HANDOVER DIFFERENT FROM CLOSURE?
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11. With thoroughly conducted closure activities you ensure stakeholders satisfaction, develop your project
management skills, contribute to the team and company improvement, growth and maturity increase.
TO SUM UP
—
As a PM - make sure you close projects as frequently as you start new ones.
Get the sense of accomplishment for yourself and your teams and get better after each project!

12. THANK YOU!