Beyond Project Close Out

Recently, I received several emails and telephone calls to discuss a problem with a web site requiring revising or revamping and applications requiring modification, enhancement or replacement after the projects had closed and warranty periods had expired. The changes or request for changes seems to have been announced without prior notice or discussion with key stakeholders (in a report, but had not gone through a formal process of documentation, review or evaluation). After listening to the concerns and an assessment, information was shared and comments were provided on how to support and establish a process or processes to continue with activities of quality assurance, quality management and change/configuration control throughout the products’ life cycle. In particular throughout operations; beyond project close out.

To summarize: Who owns the product or system?

After a project has closed out, the above activities/processes must continue at an enterprise/company level. A company/enterprise-wide policy and process with a change control review team/committee can be established when required, if no formal group/organization exists. The assigned responsibility may be within PMO, with senior management and/or designated key individuals (or positions). osedAlthough a project may have been closed out, the system or product is in a production/operational state, and must be supported and maintained. Also, have a process/procedure that provides on-going feedback and lessons learned (e.g., TQM) for process improvement. Continue to review/audit the system or get status on its performance. The entire process is established based on the organization’s ability (and affordability) to support an on-going process and the change control review team/committee.

The requirements specification with the traceability matrix, after project close out, represents the documented quality of the product/system. (Read the December newsletter article on content and format for requirements documents.) The specification, reflecting the product/system, must be archived under configuration control and updated as the product is modified or changed. It is the document, under configuration control, that contains the requirements for the system/product and must be maintained until retirement or replacement. At the enterprise level, PMO or senior management must address changes that impact the product/system. A request must be reviewed and evaluated to determine if a change must be implemented or project for change/enhancement must be initiated.

Eddie R. Williams, PMP

RayAnn Enterprise Publishers