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Project Completion, Assimilation, and Evaluation REPORT

The document discusses a project completion and assimilation report prepared by Mac Jimarana Paralejas for Project Planning and Evaluation (PPE). It outlines the key activities in project completion including gathering project records, disseminating acceptance information, and performing project closure. It also describes the contents of a project completion plan, which includes a completion strategy statement, practical completion and handover, inspection and testing, commissioning, meetings, certification, defects handling, and demobilization planning.

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0% found this document useful (0 votes)
179 views31 pages

Project Completion, Assimilation, and Evaluation REPORT

The document discusses a project completion and assimilation report prepared by Mac Jimarana Paralejas for Project Planning and Evaluation (PPE). It outlines the key activities in project completion including gathering project records, disseminating acceptance information, and performing project closure. It also describes the contents of a project completion plan, which includes a completion strategy statement, practical completion and handover, inspection and testing, commissioning, meetings, certification, defects handling, and demobilization planning.

Uploaded by

BCC 27 Account
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Project

Completion,
Assimilation,
and Evaluation
R E P O RT E D B Y:
M A C J I M A R A N PA R A L E J A S
P R O J E C T P L A N N I N G A N D E VA L U AT I O N
(PPE)
Project Completion
Every project needs to end and that’s what project
completion is all about in the last phase of the project life
cycle. The whole point of the project is to deliver what you
promised. By delivering everything you said you would, you
make sure that all stakeholders are satisfied and all
acceptance criteria have been met. Once that happens, your
project can end.
Project Completion
Project completion is often the most neglected phase of the
project life cycle. Once the project is over, it’s easy to pack
things up, throw some files in a drawer, and start moving
right into the initiation phase of the next project.
The key activities in project completion are gathering project records;
disseminating information to formalize acceptance of the product,
service, or project; and performing project closure. As the project
manager, you will need to review project documents to make certain they
are up-to-date. For example, perhaps some scope change requests were
implemented that changed some of the characteristics of the final
product. The project information you are collecting during this phase
should reflect the characteristics and specifications of the final product.
Don’t forget to update your resource assignments as well. Some team
members will have come and gone over the course of the project. You
need to double-check that all the resources and their roles and
responsibilities are noted.
Project Completion Plan Preparation
Procedures
This procedures describes the requirements on the forward
planning for the completion of the project to ensure that a
coherent completion plan is developed well in advance of
the end of the project.
This then ensures that all activities associated with the
completion of the project can start an optimum time in a
coordinated fashion.
Contents of Project Completion Plan
1. Completion Strategy Statement
A strategy statement outlines the specific strategic actions of a company. It
gives the sense of direction for the company and serves as the blueprint of the
company’s movement for years to come. It also sets the company’s long-term
strategic plan.
Aside from that, it relays the company’s strategy at the grass root level and
helps the management and employees perform their responsibilities in
accordance with the guidance of the strategy statement. A strategy statement
usually appears at the beginning of a business plan and usually follows the
mission and vision statements of the company.
Contents of Project Completion Plan
2. Practical Completion and Handover
Practical Completion can be tricky to navigate. The contract will usually specify a
finish date when the building work is to be complete, but there are times when
this date isn’t met.
Contents of Project Completion Plan
3. Inspection and Testing
An inspection and test plan is used in a variety of industries, especially the
construction industry. Bridges, buildings and roads must be periodically inspected
and tested to ensure that they are safe for their users or inhabitants. Another sector
that uses inspection and test plans frequently is the oil and gas industry. Pipelines, for
example, can be subject to corrosion because of the contents they carry. An
inspection and test plan will dictate how often inspections will be conducted to
prevent a pipeline failure. Although less common, service industries can also undergo
inspection and test plans; these are usually more audit-focused and rely less on
mechanical inspection methods. These audits are aimed at making sure the service
operation is achieving its quality goals.
Contents of Project Completion Plan
4. Commissioning
Is the activities performed in getting processes running to establish normal 
operation. As part of these activities, it includes process verification and
documenting that the facility and all of its system components and assemblies are 
designed, installed, tested and operated to meet the project requirement of
individual units and systems. The Commissioning activity consists of checking and
testing all functions according to their design parameters in conditions as close as
possible to the design conditions, and includes performance tests on mechanical
equipment, water washing, flushing and drying of equipment and piping as well as
control systems operability and functionality. The Commissioning activities are
performed after construction and pre-commissioning is completed. 
Contents of Project Completion Plan
5. Meetings
is a regular event that involves everyone, who shares or is interested in the
project, in communicating with other participants and stakeholders by
discussing issues, making proposals, approving or rejecting offers, for the
purpose of generating group decisions that contribute to quicker project
delivery, according to the planned goals and expected results.
Kinds of Meetings
•Regular Team Meetings are the most frequent meetings that can be organized and conducted many times
during the course of the project implementation process. Regular (daily, weekly, monthly) meetings are
scheduled and itemized in the communication management plan.
•Change Control Meetings are organized by a change control board and intended for reviewing change
requests. The board makes decisions about approving all the changes occurred and communicating with
stakeholders for information and follow-up actions.
•Status Review Meetings are organized on a regular basis to exchange and analyze information on current
progress of the project and its performance. During such a meeting, the project manager distributes
performance reports among the participants to allow the team and stakeholders to gain visibility into
current performance levels and task progress. Status review meetings are also known as performance
reviews.
Kick Off Meeting
Project Kick-off meeting is a planning event (typically organized and conducted in
the form of a workshop) being held at the very beginning of the project (or its
specific phase) to ensure that every person involved in delivering the project clearly
understands the objectives, procedures and plans.
The kick-off meeting is often regarded as the formal beginning of the team building
process when the project manager with assistance of team leaders presents
activities for team building and training. If the meeting is organized at the beginning
of some project’s phase, it usually serves as the way to align the team’s
understanding of the project goals with actual plans and procedures.
Contents of Project Completion Plan
6. Certification
the action or process of providing someone or something with an official
document attesting to a status or level of achievement.
Contents of Project Completion Plan
7. Definition of defects, operation and maintenance, and whose responsibility.
Defects
is an imperfection or lack that causes inadequacy or failure; a shortcoming or deficiency.
Operations and Maintenance
means the functions, duties and labor associated with the daily operations and normal repairs,
replacement of parts and structural components, and other activities needed to preserve an
asset so that it continues to provide acceptable services and achieves its expected life.
Responsibility
Contents of Project Completion Plan
8. Defects Liability Period

A defects liability period is a set period of time after a construction project has been completed
during which a contractor has the right to return to the site to remedy defects. A typical defects
liability period lasts for 12 months.

Defects liability periods - also known as rectification provisions - can be of benefit to both
parties. For the contractor, it is likely to be more economical and efficient for it to carry out
remedial works itself than to pay the costs of another contractor hired by the employer. From the
employer's perspective, it will not need to hire an alternative contractor to carry out the work, or
to carry out the work itself and reclaim the cost. The employer will also not run the risk that any
warranties provided by the original contractor may be affected by a third party carrying out
works on the site.
Contents of Project Completion Plan
If there is a contractual right for the contractor to rectify defects, and the
employer either does not notify the contractor that rectification is needed or
refuses access to the site, then the employer may be in breach of contract. Case
law illustrates, however, that the contractor will not normally be 'let off the hook'
if this happens. The employer will still have a claim for the cost of rectifying the
defects, but the claim is likely to be limited to the amount it would have cost the
original contractor to carry out the works. It will not be able to claim for
remedial works or working methods found not to be strictly necessary.
Contents of Project Completion Plan
Employers should therefore give careful consideration to the
provisions in the contract before hiring a new contractor to
carry out remedial works. This is especially important if the
contract stipulates that the employer must notify the original
contractor that remedial works are needed before it can
make a claim for recovery of any costs of rectification.
Contents of Project Completion Plan
9. Final Completion Requirements

Projects cannot be implemented without the proper requirements.


Requirements documentation in project management describes
how each requirement meets the business needs for the project.
Requirements should be measurable, traceable, consistent,
complete and acceptable to the stakeholders.
Contents of Project Completion Plan
10. Demobilization Planning
Create a plan for each phase of demobilization. For example,
have a plan for cleaning up the site, equipment and material
removal, have utilities disconnected, close the project office
and vendor accounts, and phase out project staff. Six to 12
months out is a good time to start thinking about how to
proceed with demobilization.
Contents of Project Completion Plan
It is highly recommended creating a plan for demobilization during the planning stage of
the project lifecycle. Consider the following: Estimate costs: Include both mobilization
and demobilization costs in the estimate. Create a timeline for demobilization including
expected start date, and a detailed checklist for returning or relocating equipment and
materials, as well as assigning these tasks to a team member. Set clear expectations.
Contents of Project Completion Plan
11. Disposal of Assets
All plant assets except land eventually wear out or become inadequate or obsolete and must be sold, retired, or traded
for new assets. When disposing of a plant asset, a company must remove both the asset’s cost and accumulated
depreciation from the accounts. Overall, then, all plant asset disposals have the following steps in common:

•Bring the asset’s depreciation up to date.

•Record the disposal by:

•Writing off the asset’s cost.

•Writing off the accumulated depreciation.

•Recording any consideration (usually cash) received or paid or to be received or paid.

•Recording the gain or loss, if any.


Project Completion Strategy
The completion strategy shall consider all of the following:

* Safety Environment and quality issues.

* Completion organization and resources, including during Defects Liability Period.

* Completion Objectives

* Agreements that affect practical completion

* Contract Requirements

* Authority Requirements

* Early involvement of approving authorities

* Client Responsibilities

* Early commitment by client to completion date

* Outstanding design issues

* Procurement Issues

* Resources
Assimilation
As per Cambridge, the process of becoming a part, or
making someone become a part, of a group, country, 
society, etc.:
As per Merriam Webster, the process of receiving new facts
or of responding to new situations in conformity with what
is already available to consciousness
Project Transition Plan
is a document that layout the task and activities to be
performed to efficiently transition the project from the
implementation phase to the maintenance phase. The
transition plan identify the team responsible for a successful
transition; the tools techniques, and methodologies required. It
also includes contingency planning and risk mitigation. An
impact statement id formulated in the plan that outline the
potential impact of the transition to the existing infrastructure,
operations and support team, and to the users.
Transition Plan – Knowledge Transfer
The effective knowledge transfer is critical for the smooth transition from implementation to
maintenance.

* Project Specifications

* Code Documentation

* Assets Transfer

* Development Credentials

* Deployment Procedures

* Technical Information
Steps for Project Transition
Steps that involved on transitioning from implementation to maintenance.

* Identify resources for the maintenance

* Establish a maintenance status meeting with business partners and IT stakeholders

* Establish production issues and incidents meeting with product owners and technical
team

* Establish a change control board

* Communicate the governance model

* Provide knowledge transfer between project team and maintenance team


Evaluation
Is a process of periodic assessment of relevance, performance, efficiency and impact of
the project activities in relation to stated objectives.

Evaluation concerns: Who has benefited? How much in what manner? Why?

Evaluation is carried out during the implementation, at completion or several years after
completion (an impact study).

It usually involves comparisons using time like before and after of the project with or
without control. The main evaluation tools in the project cycle are – baseline study,
inception review, annual review, mid-term evaluation, final evaluation and ex-post
evaluation.
Necessity of Evaluation
* Assess the achievement of the objectives of the project

* Determine the effects of the project activities and know the reasons of these effects to
support decision making

* Increase our knowledge of what will or will not work to improve certain situations. This
may lead to initiating more successful projects.

* Make documentation of on success or failure of the project with causes.

* Help government or donors for taking decision whether the project needs to be
continued or not.
Types of Evaluation
Formative Evaluation
◦ this evaluation takes place during the project to guide future
development.
Summative Evaluation
◦ this evaluation takes place after completion of a project to appraise its
success.
Methods of Evaluation
1. Before and after without control design.
2. After only with control design.
3. Before and after with control design.
Steps in Evaluation
1. Understand the what your project is trying to achieve
2. Develop and evaluation plan
3. Select potential participants
4. Collect data/information
5. Analyze and interpret the data/information
6. Report on and use your findings

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