AY0809 October Semester

IT Project Management

Tutorial 14: Closing Processes– Project Integration Management– Project Procurement Management

Objectives:1. Explain the purpose of closing processes in project management 2. Describe the tasks and outputs of closing

Students are encouraged to prepare their draft answer before class, as this will help them to discuss the questions and answers during the tutorial session.

1. What is involved in closing projects? Why should projects be formally closed?

Verify that all deliverables have been completed Conduct a final project presentation and review meeting Document lessons learned Update organization process assets (procedures, policies, guidelines

etc) Prepare transition plan Transition from project environment into operations Gain acceptance and sign-off of deliverables from stakeholders Close out contract (if applicable) Bring the project to an orderly end

It is important to formally close all projects to keep good records and reflect on what can be learned to improve future projects

2. Your team has just given the final presentation to the project steering committee. There were several challenges along the way, but overall, the project was a success.

The steering committee was impressed with your project management approach and invited you to speak on the ‘best practices’ adopted in your project at the coming IT department knowledge sharing session.

Prepare a summary of the ‘best practices’ used in your project.

Determine how project, program, and portfolio management will work best in your own organization

Involve key stakeholders – including shareholders, customers, and employees – in making major decisions.

Develop and follow a formal project selection process to ensure projects support business needs.

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AY0809 October Semester

Lay the ground work for projects before they officially start Separate projects by phases, such as a study phase project, when it

makes sense to do so Designate a project champion to provide high-level support and

participate in key meetings Assign a project manager from operations to lead projects that affect

operations. Form a steering committee with key managers from various

departments for projects that will cause major organizational change. Provide mentoring and training for project managers and other

stakeholders. Document action items at meetings, and set the next meeting time. Document meeting minutes focusing on key decisions and action

items, and send them out quickly Use more than one approach for creating cost estimates.

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