Creating the Final Report The final project report summarizes project performanc

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Creating the Final Report The final project report summarizes project performance and provides useful information for continuous improvement. Although the final report will be customized to your project and organization, the content of the final report typically includes the following topics: executive summary, review and analysis, recommendations, lessons learned, and appendix.

Executive Summary This summary simply highlights the key findings and facts relating to the project implementation. For example, the project goals for the customer were met, or not. Are stakeholders satisfied that their strategic intents have been met? What has been user reaction to quality of the deliverables? Are the project deliverables being used as intended and providing the expected benefits? Final time, cost, and scope performances are listed. Any major problems encountered and addressed are noted. Key lessons learned are identified.

Review and Analysis Data are collected to record the project history, management performance, and lessons learned to improve future projects. Analysis examines in detail the underlying causes of problems, issues, and successes. The analysis section includes succinct, factual review statements of the project—for example, project mission and objectives, procedures and systems used, and organizational resources used. It is common to collect data from the organizational view and from the team view. The project office or closure facilitators often use questionnaires and surveys to pick up on issues and events that need to be examined further. For example, “Was the organizational culture supportive and correct for this type of project? Why? Why not?” Or, “Did the team have adequate access to organizational resources— people, budget, support groups, equipment?” The project office also provides project schedules, cost comparisons, scope data, and other needed data to tell the story of performance. This information is used to create a final project report.

Recommendations Usually, review recommendations represent major improvement actions that should take place. They are often technical in nature and focus on solutions to problems that surfaced. For example, to avoid rework, the report for a construction project recommended shifting to more resilient building material. In other cases, they may include terminating or sustaining vendor or contractor relationships.

Lessons Learned Perhaps lessons learned are the most valuable contribution of the closure process. Given the process evaluation and input from the stakeholder meetings, lessons learned should be succinctly and clearly set out. Stress the need to help others in future projects. In practice, new project teams studying past project reports similar to the project they are about to start have found past review reports very useful. Team members will frequently remark later, “The recommendations were good, but the ‘lessons learned’ section really helped us avoid many pitfalls and made our project implementation smoother.” It is for precisely this reason that lessons learned in the form of project retrospectives have taken on greater prominence in the field and warrant an extended discussion at the end of this chapter. See Snapshot from Practice: Lessons Learned from Katrina.

Appendix The appendix may include backup data or details of analysis that would allow others to follow up if they wished. It should not be a dumping ground used for filler; only critical pertinent information should be attached.

PROJECT: Move a baking company’s fastest-growing business to a larger building across town. The location must accommodate a large kitchen, an ample storefront, and added space to meet with large clients. The location must be prime for foot traffic and parking. Some remodeling money is available to bring a prime location into an appropriate workspace. All equipment must be moved or replaced with newer baking technology. The new location and technology will require the retraining of employees prior to opening day. Training methods, timelines, and the opening day will be determined by the project manager. The move must be “marketed”, that is, communicated to current and potential customers in a way that is positive and increases business. The move must happen with minimal disruption to business and the bakery should not be closed for any significant period of time.

ASSIGNMENT: Create the following sections: Executive Summary, Review and Analysis, Recommendations, and Lessons Learned.

Explanation / Answer

Executive Summary:

XYZ Bakers started twenty years back at the current location with four strong workforce and offered limited menu. Owing to its top quality and excellent service, it grew at rapid pace. The footfall can be estimated in the range of a thousand customers in a day, and the current location was simply not sufficient to support the rapidly growing business. It was therefore decided to shift it to a downtown location, able to support the business for at least next ten years. The main challenge was to shift the business running, i.e. in a phased manner, which was accomplished by sheer dedication of employees and impeccable planning. The timelines were set and responsibilities were fixed. Necessary approvals were obtained. The space selected, met all the requirements. It had a large kitchen, a dining room for seating hundred customers, parking space for 25 vehicles and had very good connectivity to the town. The new equipment was installed fifteen days before the start date, and employees were trained on it one by one, so the operations would not suffer. The customers were communicated through mailers, messages, paper advertisements and billboards about the relocation. Some loyal and old time customers were invited for the inauguration ceremony and were presented with assorted gift hampers. All in all, the shifting was seamless and the business functioned as usual without any interruption.

Review and Analysis :

The project was a success owing to the management's actve involvement and support. They wanted everything to be the best in the business, so ample budget was allocated for giving the facility a new chic look, both visually and functionally. The employees were enthusiastic and participated actively in training process and were able to take their responsibilities from day one and with success. The project manager planned the event very well, obtaining approvals in time, co ordinating with vendors and contractors and maintaining communication with all stakeholders till the end. The communication and marketing department was efficient in marketing the change, which enabled over six hundred customers to visit the place on the very first day. The project was completed a week before the schedule, thanks to the planning and co ordination between different units.

Recommendations:

1. Making Allowance for time is important to avoid delays due to unforseen circumstances.

2. Employees must be communicated and taken in confidance to make them change ready.

3. Top management should be abreast of all developments for their continuous support.

4. Advice of experts and experienced professionals should be considered.

5. stakeholders should be involved in decision making.

Lesson Learned:

1. Employee contribution depends on their motivation and morale. They make your plans a success.

2. Customer relationship management plays crucial role under these conditions. It enables the organization to reach them effortlessly.

3. Training part is most important if you neeed to hit the ground running as in this case.

4. Getting approvals from Government and other authorities like Environment agencies is time consuming, hence it should be done on priority.

5. Stakeholder analysis and management is most important in such projects where you can't afford to be late or fail.

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