Project Close-Out Report
Report Date: March 3rd 2025
Key Information:
Project Name AHI Real-Time Marketing App
Division/Department Marketing & IT
Project Sponsor Marry Smithers
Project Manager Cary Manning
Project Goals
Document the original goals from the project charter.
1. Develop an app to provide real-time marketing data.
2. Improve AHI’s ability to track market trends and customer preferences.
3. Enable secure invoicing and order processing for AHI customers.
4. Improve internal reporting and data-driven decision-making.
5. Ensure compatibility with updated IT hardware, software, and security
Project Goal Success Analysis
Highlight the success or failure in meeting the project goals from the original plan and explain
deviations. (Success, Partial Success, Not Accomplished)
1. Partially Achieved (Requires additional sprint)
2. Partially Achieved (Some reporting gaps remain)
3. Achieved
4. PartiallyAchieved (Leadership reports incomplete)
5. Achieved
Scope Review
Call out any variances to the original scope plan and briefly describe why they
happened. Can these variances be prevented in future projects? If so, how?
The primary variance from the original scope plan was the omission of certain leadership
reporting requirements and comprehensive market trend analysis. These gaps occurred due
to incomplete stakeholder input during the user story development phase. As a result, not all
desired functionality was included in Version 1 of the app, requiring a future update (Version
2) to address these needs.
Prevention in Future Projects:
● Implement a more comprehensive stakeholder engagement process during the
planning phase.
● Conduct formal scope validation sessions with all key stakeholders before finalizing
project requirements.
● Utilize a structured change control process to capture and evaluate evolving
requirements throughout the project lifecycle.
Schedule Review
Call out any variances to the original schedule plan and briefly describe why they
happened. Can these variances be prevented in future projects? If so, how?
The project experienced a one-month delay due to scope adjustments and the need to
address missing functionality. The variance was mitigated by adding a third sprint, which
allowed the team to deliver a functional Version 1. The delay stemmed from incomplete initial
requirements and additional testing to meet app performance standards.
Prevention in Future Projects:
● Perform a detailed requirements-gathering process with all stakeholder groups early in
the project.
● Incorporate contingency time in the project schedule to account for potential scope
changes.
● Regularly review and update the project schedule based on ongoing risk assessments
and stakeholder feedback.
Cost Review
Call out any variances to the original budget plan over or under and briefly describe
why they happened. Can these variances be prevented in future projects? If so, how?
The project remained within the original $250,000 budget despite encountering two variances.
First, excess IT hardware and storage were purchased due to a misunderstanding of user
capacity needs. Second, an additional $2,000 interface equipment expense arose during
execution. These costs were absorbed without exceeding the approved budget due to
accurate financial oversight and reallocating underutilized resources.
Prevention in Future Projects:
● Ensure detailed and accurate technical assessments are performed before approving
hardware and software purchases.
● Implement a cross-functional review of cost estimates to validate accuracy and
alignment with actual needs.
● Maintain a contingency reserve in the project budget to accommodate unforeseen
expenses.
Risk Analysis
Call out anticipated or unanticipated risks that impacted the project. Could these risks
be prevented in future similar projects? If so, how? Refer to the Risk Register to
review or link to register directly.
Scope Gaps and Missing Requirements
● Impact: Missing leadership reporting and market analysis functions caused delays
and required a third sprint.
● Prevention: Conduct thorough stakeholder reviews, validate requirements early, and
track changes closely.
Development Delays
● Impact: Additional sprint needed to meet functionality, extending the timeline.
● Prevention: Add buffer time to schedules, conduct regular progress checks, and
improve sprint planning.
Excess IT Hardware and Storage
● Impact: Miscommunication led to over-purchasing IT resources, though costs
remained on track.
● Prevention: Improve IT-project communication and review technical needs before
purchasing.
Additional Interface Equipment Cost
● Impact: Unexpected $2,000 expense for critical equipment.
● Prevention: Conduct early technical assessments and include a contingency fund.
Team Health Risks
● Impact: No major disruptions, but flu season posed a potential risk.
● Prevention: Create contingency staffing plans and promote health initiatives.
OUTSTANDING ITEMS
List any outstanding project-related follow-up items, how they are being addressed,
and who is responsible.
Issue Planned Resolution Assigned To
Missing leadership reporting Identify critical reports for Cal Hamer
features Version 2
Additional interface equipment Review budget and adjust Cary Manning
cost allocation
Excess IT hardware and Evaluate and optimize usage Priya Service
storage of extra capacity
Lessons Learned
DID WELL
Note what aspects of the project went well or better than expected, and share your
thoughts on how this positive outcome could be replicated in future projects.
Item Notes
Risk Identification and Mitigation Early identification of design shortfalls
prevented major app issues.
Budget Management Stayed within the original $250,000 budget
despite unexpected costs.
Cross-Team Collaboration Effective teamwork between IT, marketing, and
leadership resolved scope gaps.
Communication with Stakeholders Regular updates and prompt communication
with the sponsor kept leadership informed.
DO BETTER
Note what aspects of the project went poorly or worse than expected, and share your
thoughts on how this less-than-desirable outcome could be avoided in future projects.
Item Notes
Scope Management Initial scope missed key marketing and
reporting requirements; more thorough
requirements gathering is needed.
Schedule Adherence Project required an additional sprint due to
delays; better timeline estimation and
contingency planning are necessary
Resource Planning Over-purchased IT hardware and storage due
to miscommunication; ensure clearer resource
forecasting.
Change Management Late discovery of additional interface
equipment; implement a formal change
request process.
Recommendations
Note any recommendations for future project managers managing similar projects.
Project Archives
Note where those wanting to reference documents related to this project in the future
will be able to find them.
- All documents are on google drive for this project
-
Project Closeout
- Lessons Learned Conducted: Date
- Closeout Review Complete: Date
