Week 6: Closing A Project
Closing A Project INTRODUCTION
The course on Project Execution: Running the Project offered by Coursera is Course 4. It tends to offer the confession that ends the project. Closing a project is one of the great steps, the confirmation that the objectives have been met and no loose ends remain. It needs to be given full attention, as this allows for consummation.
Besides, this course contains everything about the project closing stage, including how to know when a project is finished, build and disseminate project closing documents, and the reason why it is essential to close out a project thoroughly. By taking the course, you can acquire the skills necessary for closing out any project correctly.
The participants will learn the importance of ending a project and the processes involved in doing so. They will understand how to determine when a project is complete, how to create and disseminate closing documents, and why exhaustive closing matters.
Learning Objectives:
- Know when a project ends and why it is important to close such a project.
- Conclude with respect to stakeholders, project teams, and power in project management.
- Create project closing documents and communicate them with the project team and stakeholders.
TEST YOUR KNOWLEDGE: CLOSING A PROJECT
1. Which of the following criteria must be met in order to close a project? Select all that apply.
- Key stakeholders have acknowledged and agreed that the project is complete (CORRECT)
- Project team members have started new positions
- Project work has been completed (CORRECT)
- Agreed-upon project management processes have been executed (CORRECT)
The project should be closed only when all stakeholders agree to it Unless they could consider the project unfinished and ask for changes. Besides, all the activities of the project are completed and there are no procedural and administrative tasks yet to finish.
Complete all the project work, large or small, before closing the project. Besides closing the project tasks, everybody must consider the project completed and no procedural or administrative activities pending.
Before closing any particular project, the project manager must ensure that all managerial activities for that project such as miscellaneous procedural and administrative duties, for example processing contracts, are completed. Besides the aforementioned managerial duties, all stakeholders must agree that the project has been completed and all project work concluded as well.
2. Which type of projects should a project manager avoid getting involved in because it can negatively impact their team? Select all that apply.
- Challenging projects
- Never-ending projects (CORRECT)
- Short-term projects
- Abandoned projects (CORRECT)
Even an ongoing project can possibly never be successfully closed and that would put the project team in negative light as well as that of the organization. Project managers must keep vigilant not to allow creeping into projects that do not have a terminating gate; they have to safeguard their scope.
In other words, avoid project that will have liability consequences for the organization with more work. A project left to keep going is an incomplete project, which has a negative impact on the whole team and organization.
3. What type of project exists when an incomplete handoff results in a final deliverable that never reaches the customer?
- Abandoned project (CORRECT)
- Scope-protected project
- Never-ending project
- Closed project
Correct: If there is an incomplete handoff in the project, it is termed as an abandoned project. The project managers must plan it in a way such that the customers are completely satisfied and the projects are fully closed.
4. What type of project exists when project deliverables and tasks cannot be completed?
- Scope-protected project
- Abandoned project
- Never-ending project (CORRECT)
- Closed project
Correct: Endless projects can affect the team negatively because they actually block all the deliverables and tasks which can be fulfilled in it. Among other factors, unclear deadlines, tasks assigned to the wrong team members, product bugs, and other issues can prevent movement.
5. Project managers must meet which three criteria to successfully close a project?
- Close the project, speak to your team about what went well and what could have been done better, and ensure all vendors are paid
- Assure all work is done, ensure all agreed upon project management processes are executed, and secure formal recognition and agreement that the project is complete from all stakeholders (CORRECT)
- Make sure all work is done, confirm all tasks are completed, and close the project
- Initiate the project, execute and complete tasks, make a plan, and close the project
Correct: Set clear guidelines that indicate how much time participants should spend on the various topics during the meeting and include a few minutes as a buffer for each topic. This way, the agenda cannot be overloaded and will become much more focused and efficient during the meetings.
6. What is true of an impact report? Select all that apply.
- Explains how the service or product landed in terms of budget, scope, and time, and presents any available feedback from users (CORRECT)
- Demonstrates how the project went and discusses the success of the product or service (CORRECT)
- Explains the project’s scope as it is understood at the start of the project
- Communicates project successes to key stakeholders at the end of the project (CORRECT)
The impact report shows how the users received the product or service and also includes their responses.
The impact report is a record or statement concerning the development of the project and the criteria for judging the performance of a product or service.
An impact report closes out the project by communicating the successes to key stakeholders.
7. What are the three main benefits of retrospectives?
- Celebrate a job well done, discuss improvements for the next project, and avoid the never-ending project
- Discuss feedback, celebrate successes, and collaborate on ideas for for the next project
- Review failures and missteps of the project, celebrate successes, and collaborate on ideas for the next project
- Encourage team building, facilitate improved collaboration, and promote positive changes in future processes (CORRECT)
Correct: Retrospective meetings are an integral part of closing project sessions. Team building, enhancing collaboration, and introducing positive changes are possible with such retrospections in future processes.
8. What are the three main purposes of a project closeout report?
- To provide an evaluation of the quality of work (CORRECT)
- To evaluate the project’s performance with respect to budget and schedule (CORRECT)
- To serve as a blueprint to document what the team did, how they did it, and what they delivered (CORRECT)
- To offer an exhaustive fiscal analysis of the project
In a similar role to a retrospective, the report always indicates what should have been completed for a project. Valuable lessons learned for future projects are also captured in the document. Beyond all those, it contains evidence of how quality work has been done or poor work has been performed throughout the project lifecycle.
A project closeout report is a document created by project managers for project managers. It describes what the team did, how they did it, and what they delivered, while also assessing project performance and the quality of work delivered.
The report similar to a retrospective determines what best practices for future projects. Both evaluation of the quality of the work, and the record of the actions and deliverables of the team.
Project Execution: Running the Project Weekly Challenge 6
1. A project manager works with a stakeholder for months to open a community greenhouse. The stakeholder changes their expectations and the project timeline.
What actions can the project manager take to resolve this issue? Select all that apply.
- The project manager meets with the team to determine who is not doing their job correctly.
- The project manager can review the contracts with the stakeholder to include the timeline and the budget. (CORRECT)
- The project manager can establish a timeline to complete this project and propose a follow-up project. (CORRECT)
- The project manager avoids the stakeholder and continues with their original plan.
2. What steps should a project manager take to make sure a project is closed? Select all that apply.
- Confirm all tasks and work are complete (CORRECT)
- Spend any remaining funds in the project’s budget
- Get formal recognition from stakeholders that the project is done (CORRECT)
- Ensure all agreed upon project management processes are complete (CORRECT)
3. Consider the following scenario:
The project manager reviews documentation for the project, including the statement of work and RACI chart. The project manager closes the vendor contract, submits all payments, and retrieves all final deliverables from contracted workers. They send an email communication to ensure all stakeholders are aware that the project is ending. Finally, the project manager finishes up the project by gathering final feedback and conducting closing surveys.
What step of the closing process did the project manager skip in this scenario?
- Complete any necessary follow-up work, such as gathering data and information
- Put together closing documentation, such as creating closeout reports (CORRECT)
- Refer to documentation created earlier in the project
- Conduct administrative closure of the procurement process
4. What are the main purposes of the project closeout report? Select all that apply.
- Provide an evaluation of the quality of work (CORRECT)
- Celebrate the team’s success with a formal congratulations
- Review the project’s performance in respect to budget and schedule (CORRECT)
- Document what the team did, how they did it, and what they delivered (CORRECT)
5. During the closing process, how can you ensure the project has satisfied its goals and desired outcomes? Select all that apply.
- Poll teammates on their level of satisfaction with the project
- Check the full scope of the work is complete (CORRECT)
- Check all tasks and deliverables are completed (CORRECT)
- Ensure there are no funds left in the budget
6. What should a project closing report’s resources section include? Select all that apply.
- Documentation of stakeholder feedback (CORRECT)
- Links to the original project plan (CORRECT)
- Technical information for product deliverables (CORRECT)
- Phone numbers of all team members and stakeholders
7. Fill in the blank: A retrospective is an opportunity for _____.
- feedback and lecture
- planning and introspection
- criticism and collaboration
- reflection and improvement (CORRECT)
8. Your team has completed their project, but you’ve neglected to close it out and confirm all work is done. What sort of impact can this create for your organization? Select all that apply.
- Remove unnecessary budgetary expenses
- Negatively impact scheduled launch dates (CORRECT)
- Put your organization at legal risk (CORRECT)
- Damage your relationship with the customer or client (CORRECT)
9. Which document acts as a blueprint for what the team did, how they did it, and what they delivered?
- Impact report
- Project closeout report (CORRECT)
- ROAM analysis
- Retrospective review
10. Fill in the blank: A _____ is a meeting to discuss successes, failures, and possible future improvements on the project.
- stakeholder review
- closeout
- status update
- retrospective (CORRECT)
11. What are the potential effects on a project team if a project is not closed properly? Select all that apply.
- Encourages the team to move on to new projects
- Negatively impacts the team’s time and effort (CORRECT)
- Lessons learned could be lost if not recorded correctly (CORRECT)
- Diminishes the team’s credibility (CORRECT)
12. Consider the following project closing scenario:
The project manager does a final review of tasks and deliverables to ensure they are complete. They make sure there is written proof from stakeholders documenting that they are happy with the outcome. The project manager leads a meeting with the team to document what went well, what could be improved, and overall lessons learned. Finally, the team is disbanded, and the project manager thanks them for their work.
What step of the project closing phase is the project manager missing?
- Conduct a formal retrospective with the project team
- Ensure the project has satisfied its deliverables, goals, and desired outcomes
- Review all contracts and documentation (CORRECT)
- Document acceptance of the project outcome
13. What are the main purposes of a closeout report? Select all that apply.
- Gives the project manager time to meet with the team one last time to complete missing work
- Evaluates the project’s performance with respect to budget and schedule (CORRECT)
- Provides an evaluation of the quality of work (CORRECT)
- Serves as a blueprint to document what the team did, how they did it, and what they delivered (CORRECT)
14. Consider the following scenario:
The project manager needs to include several sections in the closeout report for the Janco car company’s new car series launch. First, the project manager completes the executive summary, describing the project process and purpose. Second, they note the key accomplishments like meeting the launch’s objectives and highlighting the team’s impact on the project. Third, they identify open items like what the team didn’t complete, and add improvement ideas for similar, future projects. Fourth, they detail the next steps for follow-up projects. Fifth, they list the launch schedule with project milestones, project on-track status, and setbacks. And sixth, they list the project resources like the original project plan, stakeholder communications, and documents such as user manuals on how to unload cars from delivery trucks.
Which item is the project manager missing in their closeout report?
- Open items
- Lessons learned (CORRECT)
- Next steps
- Key accomplishments
15. For what three reasons is it important to close a project once it is complete?
- It helps an organization avoid unfavorable scenarios, such as stakeholders that are unaware the project has ended. (CORRECT)
- It helps project managers avoid incidents such as abandoned projects or never-ending projects. (CORRECT)
- It protects the credibility of the project manager and project team. (CORRECT)
- It ensures an effective change management process.
16. Which closeout report section includes topics such as things the team didn’t get to work on and ideas for changes if they had the time?
- Lessons learned
- Open items (CORRECT)
- Key accomplishments
- Executive summary
17. What happens during a project closing? Select all that apply.
- The customer identifies new deliverables and ongoing task work.
- The project manager and team confirms all project tasks are complete. (CORRECT)
- The team obtains formal recognition from key stakeholders that the project is complete. (CORRECT)
- The team executes remaining project management processes, such as procedural or administrative work (CORRECT)
18. As a project manager, how can you determine if milestones need a closing process?
- If there are more milestones than project tasks
- If a stakeholder requested it in the project charter
- If the milestones won’t be re-addressed at a later time in the project (CORRECT)
- If the team decides the milestone closing process will waste time
19. What should a project manager do to ensure an effective closing process? Select all that apply.
- The project manager hosts a retrospective meeting for the team. (CORRECT)
- The project manager gives the stakeholders an impact reporting presentation. (CORRECT)
- The project manager invites the stakeholders to provide the notes from their independent retrospective.
- The project manager completes a project closeout report. (CORRECT)
- The project manager confirms the work is done and the agreed-upon closing processes are executed. (CORRECT)
20. What team considerations should the project manager focus on during the closing process?
- Build a culture that allows retrospectives so teams can collaborate and have positive changes (CORRECT)
- Work with each team member to review the work that they did and the deadlines they missed
- Encourage the team to review one another’s work to find the weak link in the team
- Review all project tasks to see where the team members could have been involved more.
21. Fill in the blank: As a project manager, it is important to avoid two kinds of projects: abandoned projects and _____ projects.
- unapproved
- incomplete
- never-ending (CORRECT)
- unwritten
22. Fill in the blank: The project closeout report is made by project managers primarily for _____.
- team members
- stakeholders
- vendors
- project managers (CORRECT)
23. Which of the following are benefits of hosting a retrospective at the closing of a project? Select all that apply.
- Encourages team building (CORRECT)
- Decreases the following project’s budget
- Facilitates improved collaboration (CORRECT)
- Promotes positive changes
24. As a project manager, which of the following should you include in the closeout report? Select all that apply.
- Resources, such as the original project plan (CORRECT)
- Daily project tasks, such as a breakdown in a spreadsheet
- Open items, such as ideas for changes you’d like to make (CORRECT)
- Key accomplishments, such as which objectives the team met (CORRECT)
25. Which step of the closing process may be as simple as sending an email or as complicated as having a large meeting?
- Review contracts and documentation with the whole project team.
- Conduct a formal retrospective with the team.
- Host a closing celebration with the team.
- Make sure that all stakeholders are aware the project, or phase, is ending. (CORRECT)
26. In what three ways does a small closing process at the end of each milestone differ from a formal, more comprehensive closing phase at the end of the project?
- A formal closing, at the end of a project, is the last step before a team disbands. (CORRECT)
- A formal closing, at the end of a project, includes an impact reporting meeting. (CORRECT)
- After a milestone closing, during the project, stakeholders provide feedback regarding any changes that need to be made going forward. (CORRECT)
- After a milestone closing, during the project, there is no need to reach out to stakeholders.
27. Fill in the blank: A retrospective is the best tool for reflection and _________.
- budgeting
- improvement (CORRECT)
- collaboration
- planning
28. Which of the following are true regarding a team celebration at the end of a project? Select all that apply.
- It helps improve collaboration on future projects. (CORRECT)
- It can be a team-building exercise. (CORRECT)
- It fuels positive change within the team. (CORRECT)
- It typically needs to be approved by stakeholders.
29. What are the impacts of not formally closing a project?
- The project team will move on to the next project
- A strained relationship and lack of credibility with customers, users, and vendors (CORRECT)
- Not enough work for the team if the project isn’t closed
- Project stakeholders work with project managers to complete the project
30. How does a small closing process at the end of each milestone vary from a formal, more comprehensive closing phase at the end of the project? Select all that apply.
- After a milestone closing, during the project, stakeholders provide feedback regarding any changes that need to be made going forward. (CORRECT)
- A formal closing, at the end of a project, is the last step before a team disbands. (CORRECT)
- A formal closing, at the end of a project, includes an impact reporting meeting. (CORRECT)
31. What is the purpose of the impact report?
- Protect the scope of the project by properly communicating project issues
- Demonstrate how the project went and discuss the impact of its product or service (CORRECT)
- Determine if the project needs a small closing process at the end of each milestone
- Review the project with team members to discuss the details of the project
32. Your team has completed their project, but you’ve neglected to close it out. What sort of impact can this create for your organization? Select all that apply.
- Damage your relationship with the customer or client (CORRECT)
- Negatively impact scheduled launch dates (CORRECT)
- Put your organization at legal risk (CORRECT)
33. Why is it important to close a project once it is complete? Select all that apply.
- It helps project managers avoid incidents such as abandoned projects or never-ending projects. (CORRECT)
- It helps an organization avoid unfavorable scenarios, such as stakeholders that are unaware the project has ended. (CORRECT)
- It protects the credibility of the project manager and project team. (CORRECT)
34. What is at risk for the team if a project is not closed properly? Select all that apply.
- Time (CORRECT)
- Communication
- Credibility (CORRECT)
- Efforts (CORRECT)
35. What should a project closing report resources section include? Select all that apply.
- Documentation of stakeholder feedback (CORRECT)
- Technical information for product deliverables (CORRECT)
- Links to the original project plan (CORRECT)
- Phone numbers of all team members and stakeholders
36. A project manager recognizes after several months that the last two deliverables were not delivered to the client. What type of project has this become?
- An abandoned project (CORRECT)
- A successful project
- A deadline project
- A never-ending project
37. What stage of the closing process are retrospectives done? Select all that apply.
- When a new task is completed
- At the end of a project (CORRECT)
- At major completions or milestones (CORRECT)
- When a new team member joins the project
38. Who is a project closeout report often written for?
- Project managers (CORRECT)
- Stakeholders
- The development team
- Vendors
39. A project manager has completed a full review of remaining tasks and confirms work is complete. What task should they complete next to close out the project?
- The project manager should send a final email to all stakeholders that the project is closed.
- The project manager should skip asking for sign off since all the work is finalized.
- The project manager should make sure all project management processes have been executed. (CORRECT)
- The project manager should adjust the deadline of the project schedule for extra review.
40. Consider the following project closing scenario:
The project manager does a final review of tasks and deliverables to ensure they are complete. They make sure there is written proof from stakeholders documenting that they are happy with the outcome. The project manager leads a meeting with the team to document what went well, what could be improved, and overall lessons learned. Finally, the team is disbanded, and the project manager thanks them for their work.
What step of the project closing phase is the project manager missing?
- Ensure the project has satisfied its deliverables, goals, and desired outcomes
- Conduct a formal retrospective with the project team
- Document acceptance of the project outcome
- Review all contracts and documentation (CORRECT)
41. As a project manager, your team has completed the required tasks for a project. What is the first step of the closeout process?
- The project manager meets with the team to celebrate the completed work.
- The project manager can ask the client to sign off on the contract documents.
- The project manager can start another round of user testing.
- The project manager can review all tasks to assure the work is completed and no tasks were missed. (CORRECT)
42. The deadline for a specific project has not been properly communicated with stakeholders and is pushed out continuously. What type of project has this become?
- A never-ending project (CORRECT)
- A deadline project
- An abandoned project
- A successful project
43. As a project manager, you are preparing for the initial launch of a product and further product updates in the near future. Does the initial launch need a closing process and why?
- This launch does not need a closing process because initial launches can happen multiple times.
- This launch does need a closing process because all projects have a closing process for milestones.
- This launch does not need a closing process because that requires more work for the project manager.
- This launch does need a closing process because the first launch is a milestone that will not be re-addressed. (CORRECT)
44. As a project manager, you prepare a final presentation for stakeholders to summarize what your team has accomplished and answer any questions or concerns. What type of presentation should you prepare? Select all that apply.
- Provides an evaluation of the quality of work (CORRECT)
- Serves as a blueprint to document what the team did, how they did it, and what they delivered (CORRECT)
- Gives the project manager time to meet with the team one last time to complete missing work
- Evaluates the project’s performance with respect to budget and schedule. (CORRECT)
45. What should a project manager do at the end of a project to document acceptance from all stakeholders?
- Ensure you have written proof that all stakeholders are happy with the outcome (CORRECT)
- Review the risk register with the stakeholders
- Ensure training documentations are finalized with the stakeholders
- Review the budget with stakeholders
Closing A Project CONCLUSION
Knowing how to properly close a project is crucial for any Project Manager. This week, we explored the importance of project closure and the steps involved, including how to create documentation to share with stakeholders.
If you’d like to learn more in-depth, we offer a course on Coursera.org, in which all aspects of knowledge – from identifying when a project is finished through preparation of the necessary closure report documentation – is available. Join now and start your learning journey!