Quality Management Beyond Project Close Out

There seems to be different definitions applied to quality and that is understood because each project is different and the requirements for a product can be, and usually is, different, but the process to develop and manage a project and product have basic elements/properties and common processes. Although some of the processes/activities stop after project close out and after a warrantee period, several do not. What typical quality management processes/activities continue beyond close out?

No, Quality Management does not end but takes on another form. The major source of understanding quality management is the standards, regulations, contract/company requirements, and product requirements that have to be complied with and maintained throughout the life cycle of the product. After the product/system is put into operation (or production), managing its quality takes on a monitoring and feedback process. Information for the project and product is archived and maintained, and if a licensed product, updates and enhancements are provided periodically to improve the product or correct errors. Changes (i.e., enhancements and discovered errors, deficiencies, or problems) are submitted for review through an entity (a board, review team, or committee) that was/is established to review and evaluate changes, and has approval/disapproval authority. This entity (or a representative) ensures that all approved changes or enhancements are implemented successfully and all documentation is updated.

During the project you had/should have had a quality management process for the development/production of the product, project management, configuration management and quality assurance, including capturing lessons learns and having a feedback mechanism (or should have). Now after project close out it’s support, maintenance and control of changes/enhancements during operations and until the product is retired or replaced. When the product was completed for a successful project, it was within an approved budget, on schedule, met/exceeded requirements (quality), and satisfied the customer/users based on how well it functioned. A product has to conform/comply with the requirements and expectations (quality requirements) identified and specified.

The product and the requirements specification (and other related documents) with the traceability matrix, after project close out, represents the documented quality of the product/system. (As I keep repeating, if that had been the case for most businesses, we would not have spent the amount of money we spent for Y2K remediation. The documentation (i.e., requirements, design documentation including code listings) would have been available for use).

The process to manage quality should not end at project close out but must continue through policies, processes, and procedures. Consider that a total quality management environment motivates and provides incentives for continued process and product improvement.