Introduction
The step by step key Mindsets, TTOS and Situational questions with Answers for PMP exam are explain in this post.
- Successfully close the project or phase, ensuring all deliverables are met and final documentation is completed.
- Includes conducting post-project reviews, capturing lessons learned, and ensuring stakeholder satisfaction.
Task 11: Close the Project or Phase
Mindset
1. Complete
the Project Deliverables: Ensure that all project deliverables are
completed, accepted by the stakeholders, and meet the defined requirements.
2. Verify
Completion of All Project Requirements: Double-check that all aspects of
the project or phase are finalized, including contractual obligations, quality
standards, and scope.
3. Review
and Finalize Documentation: Ensure that all documentation, including
contracts, project plans, reports, and other project artifacts, are completed
and stored for future reference.
4. Conduct
Post-Project Reviews: Facilitate a post-project review meeting to gather
feedback, assess performance, and identify areas for improvement.
5. Capture
and Document Lessons Learned: Gather insights from all team members and
stakeholders, documenting lessons learned and recommendations for future
projects.
6. Obtain
Stakeholder Approval: Confirm that all stakeholders are satisfied with the
deliverables and the project has met its objectives before formally closing.
7. Release
Project Resources: Release project resources, including human resources,
materials, and equipment, and reallocate them as needed.
8. Close
Contracts: Ensure that all contracts, both internal and external, are
completed, closed, and all payments are processed.
9. Prepare
for Handover: Ensure that all final project deliverables are handed over to
the client or appropriate parties for ongoing operation or maintenance.
10. Communicate
Closure: Communicate the formal closure of the project or phase to all
stakeholders, summarizing achievements and next steps.
Key TTOS
1.
Outputs:
·
Final project report
·
Lessons learned documentation
·
Formal project acceptance
·
Finalized project documents
·
Post-project review
·
Resource release documentation
·
Contract closure
·
Handover documents
2.
Tools and Techniques:
·
Expert Judgment: Used to evaluate project
closure and ensure all deliverables and contractual obligations are completed.
·
Project Management Information Systems (PMIS):
For tracking documentation, deliverables, and status during the closing phase.
·
Meetings: To conduct project closure
meetings, review final deliverables, gather lessons learned, and ensure
stakeholder satisfaction.
·
Data Analysis: Used to analyze project
performance and identify lessons learned.
·
Lessons Learned Repository: A central
place to store project lessons learned and best practices.
·
Quality Audits: To ensure all project
deliverables meet the required quality standards.
Question
Question 1
You are nearing the end of a project. Some stakeholders are
still dissatisfied with the project deliverables. What is the best course of
action for the project manager to take?
A) Ignore the stakeholders’ concerns and proceed to close
the project.
B) Engage with the dissatisfied stakeholders to understand their concerns, and
work on resolving the issues before project closure.
C) Close the project immediately to avoid further delays.
D) Close the project and inform the stakeholders that any concerns will be
handled after the closure.
Correct Answer: B) Engage with the dissatisfied
stakeholders to understand their concerns, and work on resolving the issues
before project closure.
Explanation: Engaging with stakeholders and addressing their concerns
ensures their satisfaction, which is critical before closing the project.
Mindset Applied: Ensuring that all stakeholder concerns are addressed
before closure fosters stronger relationships and project success.
Question 2
During the project closing phase, the team identifies some
incomplete documentation. What should the project manager do?
A) Proceed with project closure without completing the
documentation.
B) Complete the documentation before finalizing the project closure to ensure
proper records are maintained.
C) Inform the sponsor about the incomplete documentation and ask them to handle
it.
D) Close the project and make a note about the incomplete documentation for
future reference.
Correct Answer: B) Complete the documentation before
finalizing the project closure to ensure proper records are maintained.
Explanation: Incomplete documentation can lead to issues in future
audits or reviews, so it’s essential to ensure everything is finalized before
closure.
Mindset Applied: Proper documentation is vital for project history,
compliance, and future reference, ensuring that nothing is overlooked.
Question 3
What should the project manager do when a lesson learned is
identified late in the project, just before closing?
A) Ignore the lesson learned because it’s too late in the
project.
B) Document the lesson learned and include it in the project’s closing report.
C) Keep the lesson learned only for internal team use and avoid sharing it with
stakeholders.
D) Postpone project closure until the lesson learned is fully analyzed.
Correct Answer: B) Document the lesson learned and
include it in the project’s closing report.
Explanation: Capturing lessons learned is essential, even if identified
late in the project, as they can improve future projects.
Mindset Applied: Reflecting on lessons learned and sharing them
strengthens future project management practices and improves team performance.
Question 4
A client is not satisfied with the final deliverables of a
project and refuses to accept them. What should the project manager do?
A) Close the project anyway, regardless of client
satisfaction.
B) Review the client's concerns, identify any gaps, and resolve the issues
before proceeding with closure.
C) Ignore the client’s feedback and proceed with project closure.
D) Notify the project sponsor and close the project without client acceptance.
Correct Answer: B) Review the client's concerns,
identify any gaps, and resolve the issues before proceeding with closure.
Explanation: Client satisfaction is key to the success of the project,
and the project manager must ensure all issues are addressed before closure.
Mindset Applied: Actively managing stakeholder expectations and
addressing concerns ensures successful project closure and a positive
relationship with the client.
Question 5
The project has successfully completed all deliverables, but
the project sponsor requests additional work just before project closure. What
should the project manager do?
A) Agree to the additional work and extend the project.
B) Assess the impact of the additional work on the project’s scope, schedule,
and budget and initiate a change control process if needed.
C) Refuse the request and close the project immediately.
D) Complete the additional work without any formal evaluation.
Correct Answer: B) Assess the impact of the
additional work on the project’s scope, schedule, and budget and initiate a
change control process if needed.
Explanation: Any additional work should be evaluated to assess its
impact on the project before proceeding. The change control process should be
followed to ensure proper management of changes.
Mindset Applied: Changes requested at closure must be carefully
evaluated, as they could significantly affect the project’s success.
Question 6
You are closing a project and conducting a post-project
review. What should be the primary focus of this review?
A) Only discuss the budget and schedule.
B) Analyze both positive outcomes and challenges, gather feedback from the
team, and document lessons learned.
C) Focus exclusively on the team’s performance.
D) Review only the project deliverables.
Correct Answer: B) Analyze both positive outcomes and
challenges, gather feedback from the team, and document lessons learned.
Explanation: A comprehensive review helps capture insights that improve
future projects and recognizes what went well and where improvements are
needed.
Mindset Applied: A holistic post-project review ensures continuous
improvement by capturing valuable lessons and acknowledging the team’s
achievements.
Question 7
A project’s final deliverable has been handed over, and the
client is satisfied. What should the project manager do next?
A) Close the project and send the final report to the client
without further review.
B) Complete the final project documentation, ensure all financials are settled,
and formally close the project with stakeholders.
C) Distribute the project completion report to all team members and wait for
their feedback.
D) Focus on the next project and leave the closure process for later.
Correct Answer: B) Complete the final project
documentation, ensure all financials are settled, and formally close the
project with stakeholders.
Explanation: Formal project closure ensures that all elements, including
financials, documentation, and stakeholder satisfaction, are complete before
closing the project.
Mindset Applied: Ensuring all aspects of the project are properly closed
out is critical to avoid future misunderstandings or issues.
Question 8
The project has concluded, but there are still some
contractual obligations pending. What should the project manager do?
A) Close the project immediately and leave the contractual
obligations unresolved.
B) Resolve all contractual obligations and ensure the contracts are closed
before formally closing the project.
C) Inform the sponsor of the pending obligations and proceed with project
closure.
D) Ignore the obligations and close the project as planned.
Correct Answer: B) Resolve all contractual
obligations and ensure the contracts are closed before formally closing the
project.
Explanation: All contractual obligations should be fulfilled before the
project is closed to avoid potential legal or financial issues.
Mindset Applied: Meeting contractual obligations is a critical part of
responsible project management and closure.
Question 9
You are closing a project, and the sponsor requests a final
status report that includes lessons learned and performance reviews. How should
you proceed?
A) Provide a status report without including lessons learned
or performance reviews.
B) Create a comprehensive status report that includes the final project
performance, lessons learned, and other relevant documentation.
C) Submit an incomplete report and mention that the remaining information will
be provided later.
D) Focus solely on the financials and avoid discussing performance reviews or
lessons learned.
Correct Answer: B) Create a comprehensive status
report that includes the final project performance, lessons learned, and other
relevant documentation.
Explanation: A complete and detailed report provides valuable
information for stakeholders and captures lessons that could benefit future
projects.
Mindset Applied: Ensuring that all relevant details are documented and
shared helps in both project closure and future improvements.
Question 10
You are conducting a post-project review with the team. What
is the primary benefit of holding this review?
A) To assign blame for any project failures.
B) To identify lessons learned and determine what can be improved for future
projects.
C) To focus solely on the positive aspects of the project.
D) To ensure the team is aware of their shortcomings and improve their
performance.
Correct Answer: B) To identify lessons learned and
determine what can be improved for future projects.
Explanation: The main goal of a post-project review is to capture
insights that will improve future project management and team performance.
Mindset Applied: A forward-thinking mindset ensures continuous
improvement by learning from both successes and challenges.
Conclusion
The Close the Project or Phase process is crucial in
ensuring a smooth transition from project execution to closure. Properly
closing a project involves completing deliverables, reviewing performance,
capturing lessons learned, and ensuring stakeholder satisfaction. By thoroughly
documenting all aspects of the project and engaging with the team and
stakeholders, the project manager ensures the project is concluded
successfully, with all elements aligned for future improvements.
Question 11
A client has requested that a post-project review be
conducted with all stakeholders after the project is completed. How should the
project manager handle this request?
A) Deny the request because the project is officially
closed.
B) Organize a post-project review with stakeholders and ensure that lessons
learned are discussed.
C) Send a final report to the stakeholders without involving them in a meeting.
D) Postpone the review until the team has completed other ongoing tasks.
Correct Answer: B) Organize a post-project review
with stakeholders and ensure that lessons learned are discussed.
Explanation: A post-project review provides valuable insights and
fosters continuous improvement. It’s essential to involve stakeholders in this
process.
Mindset Applied: Engaging stakeholders in the review process ensures
transparency and provides opportunities for learning and growth for future
projects.
Question 12
What is the best way for a project manager to ensure that
all stakeholders are satisfied during project closure?
A) Ignore stakeholder feedback and finalize the project
closure.
B) Hold regular status meetings until the last day of the project.
C) Seek stakeholder feedback, address concerns, and ensure all expectations are
met before officially closing the project.
D) Assume that stakeholders are satisfied and close the project without
additional communication.
Correct Answer: C) Seek stakeholder feedback, address
concerns, and ensure all expectations are met before officially closing the
project.
Explanation: Proactively engaging with stakeholders and addressing
concerns ensures their satisfaction and smooth project closure.
Mindset Applied: Prioritizing stakeholder satisfaction throughout the
closing phase builds positive relationships and trust for future
collaborations.
Question 13
You’re closing a project, and during the final review, a
major defect is discovered in the final deliverables. What should the project
manager do?
A) Close the project without addressing the defect.
B) Inform the client and initiate corrective actions before completing the
closure process.
C) Delay the closure process and investigate the cause of the defect later.
D) Inform the sponsor that the project can be closed, and the defect will be
dealt with at a later time.
Correct Answer: B) Inform the client and initiate
corrective actions before completing the closure process.
Explanation: It is crucial to address any issues or defects before
closing the project to maintain quality standards and stakeholder satisfaction.
Mindset Applied: Taking swift corrective action ensures that the project
meets the required quality standards and that client expectations are met
before closure.
Question 14
During the closure phase, the project manager realizes that
some resources are still allocated to the project but are not needed anymore.
What should the project manager do?
A) Ignore the unnecessary resources and leave them
allocated.
B) Release the resources immediately and ensure they are reassigned to other
projects or tasks.
C) Continue paying for the resources and keep them on standby until the project
is closed.
D) Leave the resources allocated but notify the project sponsor.
Correct Answer: B) Release the resources immediately
and ensure they are reassigned to other projects or tasks.
Explanation: Efficiently reallocating or releasing resources ensures
that costs are minimized and that resources can be utilized elsewhere.
Mindset Applied: Proper resource management during closure prevents
unnecessary costs and fosters effective utilization of team members and
materials.
Question 15
The project team has completed their tasks, and the project
is about to close. What key document should be completed before officially
closing the project?
A) The project initiation document.
B) The change request document.
C) The final project report, which includes project performance and lessons learned.
D) The project risk register.
Correct Answer: C) The final project report, which
includes project performance and lessons learned.
Explanation: The final report documents the project’s outcomes, lessons
learned, and performance metrics, which are crucial for closing the project.
Mindset Applied: Documenting performance and lessons learned ensures
that all stakeholders have a comprehensive view of the project and that
valuable knowledge is captured for future use.
Question 16
During project closure, the project manager finds that a
small number of project tasks were not completed on time. How should the
project manager proceed?
A) Ignore the missed tasks and proceed with the closure.
B) Report the missed tasks as open items and leave them unresolved in the final
report.
C) Identify the reasons for the missed tasks and ensure they are addressed
before closing.
D) Close the project and accept the incomplete tasks as final.
Correct Answer: C) Identify the reasons for the
missed tasks and ensure they are addressed before closing.
Explanation: It’s important to identify the causes of incomplete tasks
and address them to ensure that all deliverables are met before closure.
Mindset Applied: Addressing incomplete tasks and understanding their
causes helps in maintaining quality and ensuring a successful project closure.
Question 17
As the project manager, you notice that some project
documents are missing during the project closure process. What is the best
course of action?
A) Close the project and leave the missing documents
unresolved.
B) Attempt to retrieve or recreate the missing documents before finalizing the
closure.
C) Ignore the missing documents as they are not critical.
D) Blame the team members for losing the documents and close the project.
Correct Answer: B) Attempt to retrieve or recreate
the missing documents before finalizing the closure.
Explanation: All necessary project documentation must be completed and
stored for future reference and compliance purposes.
Mindset Applied: Ensuring that all project documentation is complete
before closure ensures proper record-keeping and legal compliance.
Question 18
The project team is being disbanded after the project’s
completion. What should the project manager ensure is done for the team?
A) Only send a thank-you email to the team.
B) Provide the team with feedback, recognize achievements, and discuss any
lessons learned.
C) Disband the team without further communication.
D) Wait until the next project starts before engaging with the team.
Correct Answer: B) Provide the team with feedback,
recognize achievements, and discuss any lessons learned.
Explanation: Providing feedback and recognizing team members’
contributions is essential for team morale and future collaboration.
Mindset Applied: Recognizing achievements and providing feedback helps
maintain positive relationships with team members and encourages their
continued growth and engagement.
Question 19
A key stakeholder asks the project manager for a summary of
the project’s key performance indicators (KPIs) during closure. What should the
project manager do?
A) Provide a vague summary of the KPIs.
B) Present a detailed summary of the KPIs along with explanations of how they
were achieved or missed.
C) Only provide financial performance metrics.
D) Ignore the request as the project is now closed.
Correct Answer: B) Present a detailed summary of the
KPIs along with explanations of how they were achieved or missed.
Explanation: A detailed summary of KPIs provides stakeholders with
transparency into the project’s performance and highlights areas of success or
improvement.
Mindset Applied: Transparency during closure builds trust and provides
stakeholders with clear insights into the project’s results.
Question 20
After completing the project and ensuring all deliverables
have been met, you realize there is an opportunity to optimize project closure.
What should the project manager do?
A) Complete the closure process without making changes.
B) Analyze the current closure process, identify areas for improvement, and
suggest better practices for future projects.
C) Rush through the closure to move on to the next project.
D) Leave the optimization for the next project manager.
Explanation: Identifying opportunities for improvement during closure allows the team to refine the process and improve future project management practices.
Mindset Applied: Continually improving processes ensures more efficient project management and better results in future endeavors.
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