What happens during a project closing

Course 4 – Project Execution: Running the Project QUIZ ANSWERS

Week 6:  Closing A Project

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Closing A Project INTRODUCTION

Coursera’s Course 4 – Project Execution: Running the Project is a comprehensive guide for successfully closing out a project. Closing a project is an important step in the life of any project and should not be overlooked or underestimated. It is the final check to ensure that all objectives are met, and that no loose ends remain.

This course will cover what needs to be done during this phase, including determining when a project has been completed, creating and sharing project closing documentation, and why it is important to close out projects thoroughly. By learning these steps, you will gain everything needed to close any project properly. Coursera’s Course 4 – Project Execution: Running the Project provides all of the skills necessary for the successful closure of a project.

The course helps participants understand the importance of closing out a project and the steps that should be taken in order to do so efficiently and effectively. Participants will learn how to determine when a project is finished, create and share project closing documentation, as well as why it is important to close out projects thoroughly.

Learning Objectives

  • Determine when a project is complete and explain why closing a project is important.
  • Describe the steps of the closing process for stakeholders, the project team, and project managers.
  • Create project closing documentation and communicate it 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)

Correct: All stakeholders must agree that a project is done. Otherwise, certain stakeholders may think the project is still active and request adjustments. Beyond stakeholder confirmation, it’s important that project work is wrapped up and that no procedural or administrative work is outstanding.

Correct: In order to close a project, all project work must be done. This includes big and small tasks. Beyond project tasks, it’s important that everyone agrees the project is over and that no procedural or administrative work is outstanding.

Correct: Project managers must ensure all managerial tasks are complete before closing a project. This includes all procedural and administrative work, like processing contracts. Beyond management tasks, it’s important that everyone agrees the project is over and that project work is wrapped up.

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)

Correct: Since a never-ending project has never been successfully closed, it may negatively impact the team or organization. Project managers should pay close attention to protecting the project scope to avoid never-ending projects.

Correct: Project managers should avoid projects that can cause liabilities to their organization and leave them with extra work. Since an abandoned project is an incomplete project, it may negatively impact the team.

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: An abandoned project exists when there is an incomplete handoff. As a result, customers never receive the final project deliverable. That’s why project managers need to plan for a smooth handoff to satisfy customers and properly close projects.

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: The never-ending project may create negative impacts for the team, since project deliverables and tasks cannot be completed. This may result from unclear deadlines, tasks delegated to the wrong team member, product bugs, and more.

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: In timeboxing, you set expectations for how long you expect participants to spend on a given topic and add a few minutes’ buffer to each discussion. That way, you know you’re not packing too much into your agenda.

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)

Correct: The impact report explains how the product or service landed while also sharing any user feedback you have received.

Correct: The impact report demonstrates how the project went and discusses the success of the product or service.

Correct: The impact report communicates project successes to key stakeholders at the end of the project.

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: Retrospectives are a critical part of closing a project. Retrospectives help to encourage team building, improve collaboration, and promote positive changes for 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

Correct: A project closeout report is a document created by project managers for project managers. The report evaluates project performance and the quality of work. It also documents what the team did, how they did it, and what the team delivered.

Correct: The project closeout report, like a retrospective, can be used to determine best practices when considering future projects. It also provides an evaluation of the quality of work and serves as a blueprint to document the team’s work and deliverables.

Correct: A project closeout report is a document created by project managers for project managers. The report documents what the team did, how they did it, and what the team delivered. It also evaluates project performance and the quality of work.

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 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)

Closing A Project CONCLUSION

Knowing how to close a project is important for any Project Manager. This week examined what it means to close a project and why doing so is essential. Additionally, we looked at the steps involved in closing a project and creating documentation to share with stakeholders.

If you want to learn more about this topic, be sure to check out our course on Coursera.org. It covers everything from determining when a project is finished to creating closure report documentation. So join now and get started learning!

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