1. Introduction to Project Management Project Closure and Transition Lecture a This material (Comp19_Unit11a) was developed by Johns Hopkins University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC000013.

2. Project Closure and Transition Learning Objectives—Lecture a Bring project activities to a close. Conclude the customer acceptance process. Document and archive lessons learned. Update and close out project documents. Manage transition to operations. 2 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

3. The End (of the Project) Is Near! After so much hard work, you want to end the project on a high note! Execute project closing processes with extra care and attention— –Closure processes are important in the PMBOK® – one of the five Process Groups –Effective closing is critical to declaring the project a success 3 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

4. First Steps in Project Closing Revisit the Project Charter and Project Management Plan: What marks the conclusion of the project? How were the products of your project to be transitioned to operational use? –Is it part of your project? –Is there a hand-off to a separate project or organization? Don’t give in to scope creep at this late stage by doing work that is not included in your project ! 4 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

5. Review Prior Phases, Activities, and Deliverables Review the results of closure of prior individual phases: Are there any outstanding issues? Identify all ongoing activities: Are they on track to complete on time and within budget? Identify deliverables still outstanding Will they be completed on time? 5 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

6. Organize the Project Closing Activities Prepare step-by-step task list, guided by the PMP. Apply extra management attention to ensure the completion of ongoing activities and deliverables. Identify and manage the risks to a successful project completion. 6 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

7. Close Out Procurements Ensure that all procurement contracts are closed: Has contracted work been performed? Have materials and products been received? Have vendors been paid? Are there open claims or disputes? Refer to your legal office for assistance! 7 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

8. Conclude the Customer Acceptance Process Revisit Project Charter—what were the acceptance criteria for the project? Does the charter call for acceptance testing process by the customer? –Specific procedures for tests of deliverables to be conducted by the customer –Clearly defined required outcomes from the tests –Sign off by the acceptance test team 8 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

9. Customer Acceptance Document Used to formally record the customer’s acceptance that the project is concluded Contents: Statement that the— –Customer accepts project deliverables –Project has been completed to the customer’s satisfaction Signed by the customer Optional Section — or, better yet, a separate document – Comments by the customer about the project 9 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

10. Final Project Presentation to the Customer Part of the customer acceptance process may include your team making a final presentation to the customer Summarize the project and its outcomes: Project Charter—what was the business need? Highlights of the project execution Accomplishments—how the project and its products met the business need 10 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

11. Why Document the Project? Provide an historical reference for the organization Create a comprehensive final report Support education and training for future projects Provide examples of PM documents Capture lessons learned Support continuous improvement 11 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

12. Sample Contents of Final Project Report Original Project Information: Charter, business need, project objectives Project Execution: Compare planned and actual outcomes, budget, schedule, deliverables Assessment of project and what it accomplished for the customer References: Project Charter, Project Management Plan, WBS, etc. 12 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

13. Project Documentation Supports Organizational Learning Documenting the project contributes to the training of future PMs: Tracking the planned vs. actual expenditures –Can cost estimation models be improved? Recording experiences using document templates –Should the templates be modified based on your experiences? Capturing issues and their resolution –Can future PMs learn from how you handled problems and challenges? 13 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

14. Document Your Lessons Learned Who is the audience? Future PMs and project teams Sample Contents: What worked well? Why? What didn’t work? Why not? What would you do differently? Add your lessons learned to an online database in your organization—searchable by future PMs 14 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

15. How to Capture Lessons Learned Don’t wait until the end of the project—capture lessons at project milestones Draft a document with team members contributing Consider alternatives to “yet another” document: –Conduct facilitated meetings—get all the lessons captured together as a team –Record your lessons learned in audio files ! 15 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

16. Manage Transition to Operations For your project to have beneficial effects, the products of your project must get implemented The challenge is to get these products integrated into an ongoing operational environment—in critical health-care settings Close collaboration with operational managers is essential 16 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

17. Project Closure and Transition Summary—Lecture a In this unit we learned to: Wrap up project activities. Finish the customer acceptance process. Document and archive lessons learned. Update and close out project documents. Manage the transition to operations. 17 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a

18. Project Closure and Transition References—Lecture a References Fleming Q. (2003).Project procurement management: contracting, subcontracting, teaming. 1 st ed. FMC Press. Health Information and Management System Society. Chicago, IL. 2010. Available from: http://www.himss.org Houston S, Bove LA. (2010). Project management for healthcare informatics. Springer Science + Business Media, LLC; Kerzner H. (2009).Project management: a systems approach to planning, scheduling, and controlling. 10 th ed. New York: Wiley. Liebowitz J. (1999) Key ingredients to the success of an organization’s knowledge management strategy. Knowledge and process management. (6:1), pp. 37-40. Project Management Institute, A guide to the project management body of knowledge. 4 th ed. (2008) Newtown Square, PA: PMI. Schwalbe K. (2009). Information technology project management (with Microsoft Project 2007 CD-ROM). 6th ed. Stackpole C. (2010).A User’s Manual to the PMBOK Guide. Wiley. Stackpole C. (2009). A project manager’s book of forms: a companion to the PMBOK guide. New York: Wiley. Wysocki, RK. (2009).Effective project management: traditional, agile, extreme. 5th Edition. New York: Wiley. 18 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Closure and Transition Lecture a