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Final Class Presentation on Project Audit and Closure.ppt

  2. To understand the process of project audit To recognize the value of an audit to project management To determine when to terminate a project To identify various reasons why a project is terminated To identify checklist Objectives
  3. What is an audit? Management Methodology and procedures Records Properties Budgets and expenditures Degree of completion Project Audit
  4. 1. Evaluate if the project delivered the expected benefits to all stakeholders. Was the project managed well? Was the customer satisfied? 2. Assess what was done wrong and what contributed to successes. 3. Identify changes to improve the delivery of future projects. Project Audit Tasks
  5. Project Audit Step 1: Initiation and Staffing Step 2: Data Collection and Analysis Step 3: Reporting
  6. Actual vs. planned Schedule changes Nature of changes Progress of specific tasks Potential of failure Lessons learned Data assumptions Project Audit Report
  7. 1.Does the work actually completed match the planned level of completion? 2.Are significant schedule changes likely? If so, indicate the nature of changes. 3.What progress has been made on tasks that could decide the success or failure of project? 4.What is the potential for project failure or monetary loss? Project Audit Report cont.
  8. 5. What lessons learned from the project being audited can be applied to other projects being undertaken by organization? 6. What assumptions or limitations affect data in audit? 7. First audit should be done early and focused on technical issues. From then on audits may be done after major milestones (important to team). An audit at the end would be value to parent organization. Project Audit Report cont.
  9. Audit Initiation Baseline Definition Audit Database Preliminary Analysis Report Preparation  Termination Audit Life Cycle
  10. Audit Life Cycle Preliminary Analysis = compares gathered information to standards and judges project performance Report preparation = preparing audit report and recommendations for improvement Termination = review of audit process and recommendations for improvement NB: Project audit is not like a financial audit. A financial audit is limited in scope and focuses of organization’s assets while a project audit is broader in scope and either deals with whole, partial, or individual component of project.  Audit Initiation = id. Purpose and scope of audit and determination of methodology. Team should have access to all records and reports.  Baseline = performance standards  Database = accumulation of information
  11. Reasons for Termination By Extinction By Addition By Integration By Starvation
  12. Project Closure Normal Premature Perpetual Failed Project Changed Priority Conditions for Closure
  13. Project Closure Close-out Plan: Questions to be Asked What tasks are required to close the project? Who will be responsible for these tasks? When will closure begin and end? How will the project be delivered?
  14. 1. Getting delivery acceptance from the customer. 2. Shutting down resources and releasing to new uses. 3. Reassigning project team members. 4. Closing accounts and seeing all bills are paid. 5. Evaluating the project team, project team members, and the project manager. Closure
  15. Ensure completion of work Notify essential contacts of project completion Ensure documentation is complete Clear final billings and oversee preparation of final invoices, paperwork, etc. Redistribute resources Ensure proper storage and distribution of documents Ascertain product support requirements Oversee closing of project notebook and other books Primary Duties of Project Leader