PRINCE2_LESSON_18.pdf

PRINCE2® Foundation Lesson 18—Closing a Project Process

Based on AXELOS PRINCE2® material. Material is reproduced under licence from AXELOS Limited. All rights reserved. PRINCE2® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved. AXELOS® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.

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Objectives After completing this lesson, you will be able to:

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State the purpose and objectives of the Closing a Project process

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List the activities in the Closing a Project process

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Purpose of Closing a Project The purpose of the Closing a Project process is to provide a fixed point at which acceptance for the project product is confirmed,

and to recognize that objectives set out in the original Project Initiation Documentation have been achieved (or approved changes to the objectives have been achieved), or that the project has nothing more to contribute.[1]

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Closing a Project During the Closing a Project process the project management team is adjourned and its responsibilities terminate after the project is closed. ●

Project costs should no longer be incurred once it is closed.

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This process provides an opportunity to ensure that all unachieved goals and objectives are identified so that they can be addressed in the future.

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During this process it is ensured that the ownership of the products is transferred to the customer.

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Closure activities should be planned as part of the Stage Plan for the final management stage.

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Objective of Closing a Project The objective is to: ●

verify user acceptance of the project’s products;

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review the performances of the project against its baselines;

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ensure that the host site is able to support the products when the project is disbanded;

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assess benefits that have already been realised, update the forecast of the remaining benefits, and plan for a review of

those unrealised benefits; and ●

ensure that provisions has been made to address all open issues and risks.

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Closing a Project—Overview This image gives an overview of Closing a Project process.

Figure 18.1. Overview of Closing a Project. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Closing a Project—Activities Similar to the Controlling a Stage process, Closing a Project activities are Project Manager oriented. The various activities of this process are:

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Prepare planned closure

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Prepare premature closure

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Hand over products

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Evaluate the project

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Recommend project closure

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Closing a Project—Activities (contd.) As a part of Closing a Project process, several management products are updated. Project Plan Updated by Project Manager and reviewed by Project Assurance Product Status Account ●

Created by Project Support and reviewed by Project Manager along with Project Assurance Acceptance Records ●

Produced by Project Manager and are reviewed by Project Assurance ● Approved by Executive, Senior Supplier and Senior User End Project Report and Lessons Report ●

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Created by Project Manager. These reports are reviewed by Project Assurance

Issue Register, Risk Register, Quality Register, Daily Log and Lessons Log ●

Closed by Project Manager

Draft project closure notification ●

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Prepared by Project Manager and reviewed by Project Assurance Copyright 2014, Simplilearn, All rights reserved.

Closing a Project—Exercise The following questions are designed to test your comprehension of this process. Please solve them as a group activity.

Q

Q Q 9

Which role is responsible for each of the activities of the Closing a Project process? Write activities and roles responsible.

How are the seven themes applied within the Closing a Project process?

Which management products are created, developed, used and reviewed in Closing a Project process? Copyright 2014, Simplilearn, All rights reserved.

Quiz

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QUIZ

What is an objective of Closing a Project process?

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a.

Check that all the project’s products have been signed off by the users

b. Prepare for the final stage of the project

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c.

Document acceptance criteria

d.

Ensure that project has achieved all benefits

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QUIZ

What is an objective of Closing a Project process?

1

a.

Check that all the project’s products have been signed off by the users

b. Prepare for the final stage of the project c.

Document acceptance criteria

d.

Ensure that project has achieved all benefits

Answer: a. Explanation: One of the objectives of the Closing a Project process is to check that all the project’s products have been signed off by the users. 12

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QUIZ

Which is a purpose of Closing a Project process?

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a.

Define the procedure for handing over products

b. Provide a fixed point for confirming acceptance of the project product

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c.

Define formal requirements for the acceptance, execution and delivery of project work

d.

Confirm all project benefits have been achieved

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QUIZ

Which is a purpose of Closing a Project process?

2

a.

Define the procedure for handing over products

b. Provide a fixed point for confirming acceptance of the project product c.

Define formal requirements for the acceptance, execution and delivery of project work

d.

Confirm all project benefits have been achieved

Answer: b. Explanation: The purpose of this process is to provide a fixed point at which acceptance for the project product is confirmed and to recognise that objectives set out in the original PID have been achieved or that the project has nothing more to contribute. 14

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QUIZ How is the Project Initiation Documentation used during the Closing a Project process?

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a.

As the basis for comparing the original aim of the project against what was actually achieved

b. Provides the controls for the final stage of the project

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c.

Updated to include relevant lessons from previous projects

d.

Provides the Project Product Description for approval by the Project Board

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QUIZ How is the Project Initiation Documentation used during the Closing a Project process?

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As the basis for comparing the original aim of the project against what was actually achieved b. Provides the controls for the final stage of the project a.

c.

Updated to include relevant lessons from previous projects

d.

Provides the Project Product Description for approval by the Project Board

Answer: a. Explanation: The Project Initiation Documentation, baselined in the Initiating a Project process, is used as the benchmark to review how the project actually performed against its planned targets and tolerances. 16

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QUIZ

Whether the project achieves its objectives or not, will always be confirmed in the

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Closing a Project process.

a.

True

b. False

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QUIZ

Whether the project achieves its objectives or not, will always be confirmed in the

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Closing a Project process.

a.

True

b. False

Answer: b. Explanation: Achieving the objectives of a project means achieving the benefits. The benefits may or may not be achieved within the life of the project. The above statement will be true only if the benefits of the project have been achieved before the project has closed. 18

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If anybody has any remaining resource costs to be charged to the project, they should ensure this is done by 10th November. Which activity within Closing a Project process will include the above statement?

QUIZ

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a.

Prepare premature closure

b. Hand over products

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c.

Evaluate the project

d.

Recommend project closure

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If anybody has any remaining resource costs to be charged to the project, they should ensure this is done by 10th November. Which activity within Closing a Project process will include the above statement?

QUIZ

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a.

Prepare premature closure

b. Hand over products c.

Evaluate the project

d.

Recommend project closure

Answer: d. Explanation: The draft project closure notification produced during the Recommend project closure activity should indicate a closing date for costs being charged to the project. 20

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Summary Here is a quick recap of what we have learnt in this lesson:

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The purpose of the Closing a Project process is to provide a fixed point at which acceptance for the project product is confirmed and to recognise that objectives set out in the original Project Initiation Documentation have been achieved

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Similar to the Controlling a Stage process, Closing a Project activities are Project Manager oriented

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As a part of Closing a Project process, several management products are updated

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Thank You

Based on AXELOS PRINCE2® material. Material is reproduced under licence from AXELOS Limited. All rights reserved. PRINCE2® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved. AXELOS® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved. The Swirl logo™ is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved.

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References [1] Based on Managing Successful Projects with PRINCE2®, by AXELOS. Closing a Project, Purpose.

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