SG-PR-21-08 Phase 7 - Project Close Out

Symmetrical Group

Policies and Procedures

CORE BUSINESS OPERATIONS\PROJECT MANAGEMENT

1. Project Close Out

If the Client wishes to conduct a project review the completion of the commissioning Stage is an ideal time to do it. The review should be organised by the Client and facilitated by the Project Manager but may be facilitated by the Client or an external specialist where deemed necessary. The completed review should be circulated to the client and all staff with a genuine need to know the out comes.

If learning’s from the review are significant then a forum to discuss this can be established, perhaps in line with monthly meetings.

Emphasis of the reviews should be on what aspects of the project exceeded expectations, as well as identifying areas for improvement. The results of each individual project review will form the basis of the ongoing analysis and improvement work. The purpose of this review is to identify areas of the project that went well, what could have been done better and what can be improved. It is intended that the review will help others run projects better and improve this and other Procedures.

A typical agenda for the Project review meeting will be as follows:

Safety
Overview of project
Objectives of project (measures)
Achievement of objectives
Costing
Timing
Design
Installation
Commissioning
Communications
At all stages of the Project Review, the following points should be considered:
Was the scope achieved?
Was the budget achieved?
Team Performance
Value of the continual review process
What unforeseen obstacles occurred?
What was the relationship with the End User and Contractor?
What recommendations can be made for improvement?

Following this meeting, the Project Manager will produce the Project Summary document. The purpose of this document is to record any information gathered from project reviews carried out while the project was being undertaken and information from the Project Review meeting. Both the Project Review meeting minutes and the completed Project Review Form will be contained within this document.

The Project Manager will follow through on any possible improvements identified during the Project Review stage. These improvements may include changes to this or other Procedures, additional systems to better control or manage difficulties or other process improvements.

For proposed changes to existing process and procedures, the changes can only be made in consultation with the Custodian of these documents.

2. Warranty Period

During the warranty period (typically 12 months) following Practical Completion, defects in material or workmanship may precipitate a warranty claim. In general the Client will trigger a claim, and it is general practice that the Project Manager for the work implementation will be required to resolve any issues as part of the claim process, assist in the diagnosis of the problem and arrange remedial work.

3. Final Completion

When the warranty period is expired, the Project Manager will prepare a Certificate of Final Completion. When the Client is satisfied that no outstanding remedial works are required, the certificate may be signed off.

4. Forms Relevant to this Procedure

F-Q-03 Corrective Action Request

F-Q-04 Non Conformance Report

F-Q-08 Corrective Action Request Log

F-Q-09 Phase1 Change Management

F-Q-10 Phase2 Change Management

F-Q-11 Customer satisfaction survey

F-Q-12 Customer service action form

F-Q-13 Internal Audit Report Form

F-G-01 Memorandium

F-G-02 Facsimile Transmission

F-G-03 Document Transmittal