Project

Completion
Report
PPM Version
2.0
<Solution Name>
U.S. Department of Housing and Urban Development
<Month, Year>

PPM Version 2.0 May 2015

Project Completion Report

Solution Information
Information
Solution Name

<Solution Name>

Solution Acronym

<Solution Acronym>

Project Cost Accounting

System (PCAS) Identifier

<PCAS Identifier>

Document Owner

<Owner Name>

Primary Segment
Sponsor

<Segment Sponsor Name>

Version/Release Number

<Version/Release Number>

Document History
<Provide information on how the development and distribution of the Project
Completion Report is controlled and tracked. Use the table below to provide the
version number, date, author, and a brief description of the reason for creating the
revised version.>

Version
No.

Date

Author

PPM Version 2.0 May 2015

Revision Description

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Project Completion Report

Contents
1.

2.

3.

General Project Information................................................................................. 1

1.1

Background.................................................................................................... 2

1.2

Post-Implementation Review Objectives and Scope.......................................2

1.3

Post-Implementation Review Team Members.................................................2

Findings............................................................................................................... 3
2.1

Management Effectiveness............................................................................ 3

2.2

Cost................................................................................................................ 3

2.3

Schedule........................................................................................................ 3

2.4

Side-Effects.................................................................................................... 3

2.5

Residual Risks................................................................................................ 3

Administrative Closure and Accomplishments.....................................................4

3.1

Performance Metrics...................................................................................... 4

3.2

Customers and Users Satisfaction.................................................................5

4.

Open Issues......................................................................................................... 6

5.

Lessons Learned.................................................................................................. 7
5.1

6.

Recommendations......................................................................................... 7

Contract Closure.................................................................................................. 8

Appendix A: References.............................................................................................. 9
Appendix B: Key Terms............................................................................................. 10

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1. General Project Information

<Please provide a high-level overview of the Project/Release information and
complete the table below. Expand this section to include more information if
needed for the project.>
Respond to each question. For each No response, include an issue in Section 4
Open Issues.
Planned Start
Date

Actual Start Date

Planned Finish
Date

Actual Finish Date

Funding Sources:
Resources Used:

HUD Staff

Contractor

Other

If Other is checked, specify

resource(s) here.
Have all contracts/task orders
closed?

Yes

No

Not Applicable

Yes

No

Not Applicable

If No is checked, identify open

contracts/task orders here and
provide more details in Section 4
Open Issues.
Has the operations and
maintenance handoff been
completed?

What was the original project

budget? (in thousands)

Explanation of
Variances:

What amounts were obligated (in thousands)

and on what date(s)?
Amount

Date

<Explain any variances between planned and actual

start/finish dates or planned and actual costs below.>

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1.1 Background
<Explain the background to this project/release, including why it was launched and
how it was implemented. You can also explain how the Post-Implementation Review
was conducted and how its results are feeding this report.>

1.2 Post-Implementation Review Objectives and Scope

<A Post-Implementation Review is performed to confirm that the project/release

has met the stated objectives; that customers, users and stakeholders are happy
with the results; and that there have been no unexpected side-effects. It is also an
important tool to correct course if needed and to improve the
change/project/release process in future recurrences.
Explain here which elements of a review have been included and which others have
been excluded. Some of the elements to define the scope may be:

Change/project/release has accomplished the desired objectives.

Users, customers and other stakeholders are satisfied with the outcomes.
There are no unexpected or undesirable side-effects to functionality and
service levels.
The resources used to implement the change were as planned.
The release and deployment plan worked correctly.
The change was implemented on time and to cost.
The remediation plan functioned correctly, if needed.>

1.3 Post-Implementation Review Team Members

<Include here the members of the team who participated in the PostImplementation Review.
The personnel that participated in the Post-Implementation Review are shown in the
table below:
Name
Position
Business Lead
IT Project Manager
System Administrator
IT Operations Lead

Table 1: Post-Implementation Review Team Members

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2. Findings
2.1 Management Effectiveness
<Summarize how effectively the management needs of the customer and project
were met: objectives of the project, strategies to accomplish each objective,
activities specific to each objective, results per objective, and how objectives were
evaluated upon completion.
Highlight the significance of approved changes to the baseline, their impact on the
project, and how they were managed. Compare the baseline schedule to the actual
schedule and describe discrepancies.
Identify and discuss specific issues that challenged the project/project team, and
what measures were implemented to address the problems. Consider areas such as
cost, schedule, scope, quality, risk, communication, implementation, transition,
regulatory compliance, and overall project team performance.
Outline the main outputs delivered and broader outcomes achieved as a result of
the project>

2.2 Cost
<Assess whether the project was completed within planned budget and that
financial estimates were as predicted.>

2.3 Schedule
<Assess whether the change/project/release was executed within the scheduled
timeframe. Check if all key milestones and deliverables were met in the predicted
time.>
The planned and actual completion date for each milestone is shown in the Table 2:
Milestones Completion
Milestone /
Deliverable

Planned
completion
date

Actual
completion
date

Deviation [days]

Table 2: Milestones Completion

2.4 Side-Effects
<Explain unexpected or undesired side-effects that might have been appeared as a
consequence of the change/project/release Develop and describe the remediation
plans for each of the side-effects identified.>
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2.5 Residual Risks

<The purpose of this section is to evaluate how risks identified as part of the
project/release have been mitigated through the selected countermeasures and
which residual risks remain. Validate that all risks have been identified, that a plan
exist to mitigate them and that individual risks have been mitigated if they
occurred. Include any open risks as an issue in Section 4 Open Issues.>

3. Administrative Project Closure and Accomplishments

<Summarize project administrative closure activities such as procedures for
transferring the projects products or services to production and/or operations;
verifying that all deliverables have been provided and accepted; obtaining
stakeholder approval for all deliverables; and confirming that the project has met all
stakeholder requirements. Also, discuss procedures for tracking and managing any
outstanding issues, validating that completion and exit criteria have met, and
addressing regulatory compliance items. Sample questions are listed in the table
below.
Respond to each question. For each No response, include an issue in Section 4
Open Issues.>
Question

Response

Has this solution been successfully deployed to the

production/operations environment and are users successfully able to
use the product or service?

Yes

No

Have procedures been developed for proper and efficient hand-off of

products or services to operations? If yes, describe each activity
below.

Yes

No

Have all applicable PPM artifacts been completed/finalized and

uploaded to the appropriate tool/archive?

Yes

No

<Determine whether the implemented solution has achieved its proposed outcome
and has provided the desired benefits in support of the mission and goals.>
Objective/Requir
ement
Fix Form A to
submit request to
appropriate
personnel for
approval

Initial
State
Current
request
stays within
system and
does not
email out to
appropriate
personnel

PPM Version 2.0 May 2015

Target

Outcome

Deviation

Email the
request for
approval to
appropriate
personnel

The form
now emails
to the
appropriate
approvals
in a timely
manner

N/A

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Project Completion Report

Objective/Requir
ement

Initial
State

Target

Outcome

Deviation

Table 3: Initial, Projected and Real Outcomes of the Migration

3.1 Performance Metrics

<Check that the system turns to be or continues to be fit for purpose as defined in
the ITIL Service Level Agreement (SLA), Contract or other agreements. Metrics can
describe performance factors like availability, capacity, continuity, or security.
Provide metrics for as much areas as can be affected by the change/project/release
as defined in the PPM artifacts (e.g., Project Charter, Project Management Plan),
SLA, and contract/agreement.>
To ensure the stability of the services provided after the project, the key
performance indicators (KPIs) from the Service Level Agreement (SLA) results were
reviewed before and after the implementation of the project. Results are shown in
the Table 4: Performance Metrics.
Metric

SLA

Initial

Final/Curre
nt

Status

Table 4: Performance Metrics

3.2 Customers and Users Satisfaction

<Surveys are conducted to sense whether customers and users perceive the results
of the project/change/release as satisfactory. While customers are the final
receivers of the services, users are those who directly interact with the interfaces of
the service.
If a survey is not necessary due to the nature of the release, specific stakeholder
feedback may be sufficient to document the success of the release.>

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4. Open Issues
<List any open issues and the agreed-upon resolutions after discussion with Operations and other Stakeholders
have concluded.>

Issue #

Open Issue Description

PPM Version 2.1 May 2015

Assigned To

Agreed-Upon
Resolution

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Project Completion Report

5. Lessons Learned
<Summarize project lessons learned including the cause of issues and the reasoning behind the corrective action
chosen. Identify and discuss specific issues that challenged the project/project team. Sample fields are listed in the
table below.>

ID
#

Date
of
Lesso
n
Learn
ed

PPM
Phase
Impact
ed

Categ
ory1

Impa Problem/Succe
ct
ss Description

POC
Name

Lessons
Learned and
Recommendati
ons

Background/
Other

5.1 Recommendations
<include both project/release-specific recommendations and recommendations to improve the overall IT
change/project/release management processes. Recommendation must be as much actionable as possible.>
To solve the problems detected in this Post-Implementation Review and to improve results in future changes and
projects, the following recommendations are given:
1.
2.

1 Suggested Categories: scope, time, cost, quality, human resources, communications, risk, procurement,
infrastructure, security, system integration, requirements, architecture/design/specifications, development, testing,
implementation, training and documentation, configuration management, legal and policy, and other
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3.
4.

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6. Contract Closure
<Summarize project contract closure activities such as formally closing all contracts
associated with the completed project. Sample questions are listed in the table
below.>
Respond to each question. For each No response, include an issue in Section 4
Open Issues.
Question

Response

Have all tasks been completed and all work products accepted by the
GTR/GTM?

Yes

No

Have all procedures from OCPO been followed and completed regarding
contract and task order closeout?

Yes

No

Have all resources (including, but not limited to, staff, contractors,
hardware, software, and tools) been appropriately released?

Yes

No

Have all products and documentation been turned over to the

appropriate group or organization?

Yes

No

Have all financial requirements under the contract been satisfied?

Yes

No

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Appendix A: References
<Insert the name, version number, description, and physical location of any
documents referenced in this document. Add rows to the table as necessary.>
Table 5 below summarizes the documents referenced in this document.
Document Name
<Document name and
version number>

Description
<Document description>

Location
<URL to where document is
located>

Table 5 - References

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Appendix B: Key Terms

Table 6 below provides definitions and explanations for terms and acronyms
relevant to the content presented within this document.
Term
<Insert term>

Definition
<Provide definition of terms and acronyms used in this
document>

Table 6 - Key Terms

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